Administrative assistant / Finance

Administrative assistant / Finance

Ukraine Mission

Based in Odessa

Date Update: January 2023

For this position, MDM FR would like to remind that a good English language command is mandatory : Therefore, applications in English shall be considered in priority.

MAIN TASKS:

To ensure the administrative financial management of the MDM FR mission in Ukraine, respecting MdM procedures, local legislation, and donor rules.

To provide technical support to operational staff on financial and accounting management (MdM and partners).

Maintain expected standards regarding procedures and deadlines.

Lead the cross-cutting and multi-disciplinary connection within the context of the activities with MdM and partners’ teams.

As necessary: provide technical supervision, support partners. Compile, control, and check elements submitted and ensure compliance with the MdM framework.

WORKING RELATIONSHIPS:

Hierarchical Link: Administrative Coordinator.

Functional Link: Every member of the organization in Ukraine.

Others: Partners, bank focal point and taxation office.

ROLES:

1. Finance

• Cash management (inventories, management of foreign currencies, banks, supplies, etc.)
• Establish payments, manage advances, and monitor contract payment deadlines
• Carry out accounting procedures (recordings, codification, reconciliation, closing, transmission, archiving, etc.)
• Check invoices (compliance check), file, copies, archive
• Contribute to monitoring the mission budget (actual and forecast)
• Support and participate in budget preparation (construction, revision)
• Contribute to the preparation of donor proposals and reports
• Provide support during audits

2.    General administration

• Draft administrative letters
• Archive partnership agreements, MoU, etc
• Monitor the legal framework (taxation laws)
• Contribute towards updating financial procedures, proposals for adjusting the internal management framework

3.    Other

• Draft activity reports
• Representation before the competent local authorities

The list of tasks is not intended to be exhaustive and other tasks may be requested by the line supervisor. In addition, a certain degree of flexibility and adaptability is expected from the collaborator according to the potential evolution of the mission's constraints

CONDITIONS OF THE JOB:

Position based in Odessa with regular travels to Mykolaiv Oblast.

CONTEXT:

Three MdM chapters are directly implementing activities in Ukraine:

• MdM Spain has the lead for global MdM repsonse in the country and covers Kiev and surroundings, Donbass, Kharkiv, Zaporidja
• MdM Germany covers Dnipro and Vinitsia
• MdM France covers the Southern part, Odessa, Mykolaiv, Kherson

In Mykolaiv oblast, MdM-F supports Mykolaiv Ukrainian Red Cross Society (URCS) in restoring access to primary health care and Mental Health and Psychosocial Services (MHPSS) for populations affected by the conflict. The component of sexual and reproductive health, as well as Gender Based Violence is part of this project.

SKILLS REQUIRED:

Training & Experience

• Similar experience or a minimum of 2 years in a national or international NGO or private sector
• Two years of higher education related to the administrative and Human resources management field

Skills

• Know and apply accounting, financial rule and procedures
• Identify and look for accounting errors and the reasons for them, and regularise them
• Ability to use Excel and the Microsoft Office Pack
• Know how to use a piece of accounting software (i.e., SAGA)
• Organise the priorities of the relevant activities, adapt planning according to priorities and hazards
• Read, analyse, and monitor a budget
• Support a partner (identify needs, technical supervision, checks)
• Adapt communication to the audience
• Work in a multidisciplinary team and with partner teams
• Draft professional documents
• Identify, analyse, and summarise important information to be reported and information in the relevant area
• Master the language of the coordination (English, French or Spanish)

Languages

• Fluency in spoken/written Ukrainian/Russian.
• English.

Soft Skills 

• Autonomous
• Good teamwork skills, good interpersonal skills
• Sense of initiative and confidentiality
• Rigor and organizational skills
• Negotiation skills (diplomacy)
• Ability to analyse, conceptualize and plan
• Good writing and communication skills 
• Stress management

EMPLOYMENT CONDITIONS:

• Contract Type: Fixed term contract
• Duration: 6 months (possibility for extension) 
• Starting date: February 2023
• Job Schedule: Full time  
• Location: Odessa
• Employment: Administrative officer – category 5