Administrative assistant / HR&Finance

[ENG]

CONTEXT

Three MdM (Doctors of the World) chapters are directly implementing activities in Ukraine: 

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

In South region, MdM-F supports and searchs for new perspectives of cooperation among other NGOs as well as among humanitarian, civil society, medical and local authorities. Main focus is the support in restoring access to medical services 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. MdM-F also collaborates with local organization, dedicated to population acknowledgement with LGBTQI+, sexual awareness topics. 

MAIN RESPONSIBILITIES 

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:         Finance Manager.

Functional Link:            HR Officer, Every member of the organization in Ukraine.

Others:                       Partners, bank focal point and taxation office.

ROLES:

1. Finance

• Cash management (participation in inventories if needed, management of foreign currencies, banks, supplies, etc.),
• Establish payments, manage advances, and monitor contract terms and conditions,
• Carry out accounting procedures (recordings, codification, reconciliation, closing, transmission, archiving, etc.),
• Check invoices (compliance check), file, copies, archive,
• Mission and partners-related expenses posting into software,
• 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, communicating with partners,
• Provide support during audits.

2. Human resources

• Draw up contract,
• Contribute to pay wages, prepare pay slips,
• Post-pay management (social and employer charges),
• Manage personnel data, physical files and databases,
• Manage and monitor absences (leave, sick leave, etc.),
• Provide support with managing disciplinary cases (writing letters, legal advice, archiving, etc.),
• Provide support with recruitment (publishing advertisements, sorting CVs, invitation to interviews, organise written tests, collate references, etc.),
• Participation in the implementation of the training plan (follow-up with training organisations, monitor individual training files, etc.).

3. General administration

• Draft administrative letters, request forms, reports,
• Archive partnership agreements, MoU, etc,
• Monitor the legal framework (taxation laws and accounting), 
• Monitoring and participation in finalizing the contractor for outsourcing of bank services, accounting and HR management, translation services and others,
• Contribute towards updating financial procedures, proposals for adjusting the internal management framework.

4. Other

• Draft activity reports if needed,
• 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 Mykolaiv with possible travels to Odessa Oblast, Mykolaiv and Kherson Oblast if required. 

SKILLS REQUIRED:                                                                                                  

• Training & Experience

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

• Skills 

1. Know and apply accounting, financial rule and procedures,
2. Identify and look for accounting errors and the reasons for them, and regularise them,
3. Ability to use Excel and the Microsoft Office Pack,
4. Know how to use a piece of accounting software (i.e., SAGA),
5. Organise the priorities of the relevant activities, adapt planning according to priorities and hazards,
6. Read, analyse, and monitor a budget,
7. Support a partner (identify needs, technical supervision, checks),
8. Adapt communication to the audience,
9. Work in a multidisciplinary team and with partner teams,
10. Draft professional documents,
11. Identify, analyse, and summarise important information to be reported and information in the relevant area.

• Languages

1. Fluency in spoken/written Ukrainian/Russian,
2. English.

• Soft Skills 

1. Autonomous,
2. Good teamwork skills, good interpersonal skills,
3. Sense of initiative and confidentiality,
4. Rigor and organizational skills,
5. Negotiation skills (diplomacy),
6. Ability to analyse, conceptualize and plan,
7. Good writing and communication skills,
8. Stress management.

EMPLOYMENT CONDITIONS:

• Contract Type: Fixed term contract,
• Duration: 9 months (possibility for extension based on funding),
• Starting date: June 2024,
• Job Schedule: Full time,
• Location: Mykolaiv,
• Employment: Administrative assistant – category 3
• Salary according to MdM classification (non-negotiable): basic gross salary from 42 250 UAH + food and transportation allowances. 
• Partial reimbursement for medical coverage.