ADMINISTRATIVE MANAGER

Premiere   Urgence   Internationale    (   PUI   )   is a non-profit, non-political and non-religious humanitarian organization. PUI launched a humanitarian intervention in Ukraine in the cruel fate of 2015. The goals of the mission are to reduce or restore equal access to basic medical care for the local and displaced population who suffered as a result of the military conflict, and to reduce the minds of their lives by covering them with paths Their fundamental needs.   

Place of work – Kharkiv

GENERAL OBJECTIVE:

• Under the functional supervision of the Financial Coordinator, the Administrative Manager is responsible for the sound financial, accounting and budgetary management of the base as well as the management of human resources and administrative and legal files of the base in compliance with PUI and donor procedures.
• S/he works under the hierarchical supervision of the Field Coordinator.

TASKS AND DUTIES:

1.    ENSURE SOUND FINANCIAL, BUDGETARY AND ACCOUNTING MANAGEMENT OF THE BASE

• S/he ensures that the accounts are entered according to internal rules and communicated to the Financial Coordinator according to the schedule established, after validation of the Field Coordinator.
• S/he is the guarantor of the account keeping and ensures that the balances of cash and bank accounts are always absolutely justified by the appropriate accounting documents. 
• S/he ensures the proper maintenance and archiving of accounting and HR documents (journals, accounting documents, bank reconciliation, physical inventories, bank statements, HR files, etc.). 
• S/he prepares the Finance and HR documents to be submitted to the Financial Coordinator for an audit.
• With the Finance Coordinator and the Field Coordinator, s/he monitors the cash flow of the base, supervises payments and is the bank's contact for the base.
• S /he ensures compliance with the expenditure initiation procedure and participates in the validation of purchase files.
• Together    with the Financial Coordinator and the Base Manager, s/he ensures that an internal control system is in place on her/his base. 
• S/he participates in the drafting of donor financial reports with the support of the Finance Coordinator.
• S/he develops project budgets as part of operations proposals (inc. budget narrative) in accordance with the procedures of each donor and in coordination with the base team. 
• S/he supports the Base Project Managers in updating their operational monitoring tools.
• S/he co-leads the collective analysis (technical, administrative and logistical) of budget monitoring, detects variances and proposes adjustments to the Base Manager and the Financial Coordinator.
• S/he is responsible for cost optimization, s/he uses budgets monitoring tools and the cost allocation table for this purpose.

2. ESOUND MANAGEMENT OF THE BASE NATIONAL HUMAN RESOURCES

• S/he is responsible for recruitment processes on the base (validation of job term of reference, recruitment requests, selection grid, etc.).  
• S/he participates in the decision of disciplinary sanctions or termination of employment contract in connection with the Field Coordinator.
• S/he participates in the integration of any new employee on the base, conducts their financial induction and ensures in particular that administrative, HR and financial procedures are explained and understood.
• S/he ensures compliance with PUI Rules of Procedure on her/his base.
• S/he oversees the administrative management of national staff, including contract management, attendance and absence monitoring, staff record creation and maintenance, and archiving.
• S/he is responsible for the validation of the HR database and payroll operations.
• S/he is responsible for the calculation and reporting of taxes and supervises the reporting and payments to the relevant bodies for the employees of her/his base. S/he ensures compliance with the good working conditions of the employees of the base and works in collaboration with the employees legal bodies of representation and consultation.
• S/he follows the organization chart, the training plan of the national staff of the base and offers training in her/his field (Human Resources, Managerment, Finance, etc.) when necessary.  
• S/he participates and ensures the definition and application of the HR policies of PUI (evaluates the changes, monitors the evolution of the cost of living, etc.) and refers it to the Administrative and Financial Coordinator.

3.    MANAGE THE BASE ADMINISTRATIVELY 

• S/he participates in the development by the Administrative and Financial Coordinator of the Partnership Agreements with local NGOs in the framework of the projects. S/he provides them with support and technical training on financial tools, procedures and monthly monitoring of their financial reports. 
• S/he verifies and validates all contracts drawn up on the base.
• S/he is responsible for the administrative monitoring of rentals, claims and insurance contracts.

4.  PARTICIPATE IN COORDINATION ON THE BASE, REPORTING AND CIRCULATION OF INFORMATION 

• S/he sends internal and external reports to the Field Coordinator, to the Finance Coordinator, HR Coordinator within the internal validation deadlines (HR database / HR pack / Accounting / Budget monitoring / cash flow forecast).
• S/he participates in core and internal coordination meetings of which s/he is an active member.
• S/he ensures an efficient flow of Finance and Human Resources information to the base teams and the capital.
• Externally, s/he represents PUI with the administrative authorities for all HR and Finance matters (Bank, Labor Inspection, etc.) at the base level. 
• Participates in regional regulatory watch and reports to the Coordination.

5.   “ADMINS” TEAMS SUPERVISION

• S/he oversees and organizes the work of the entire Finance and HR team, directly or indirectly.
• S/he writes job profiles for her/his team, conducts or delegates recruitment interviews.
• S/he implements individual action plans for her/his team members, conducts training and annual evaluations.

QUALIFICATIONS:

Education Degree:     

At minimum BA degree in a relevant subject.

Work experience:    

Minimum    2 year of experience in a similar position, at least 1 year experience in humanitarian context. Experience in management and supervising employees. Knowledge of Dnipro region and humanitarian context. Ideally experience in project management. 

Language Skills:    

Fluent in Ukrainian, and English at professional level. 

Knowledge & skills:    

Human resources management, team management, administrative and managerial skills, accounting management, financial management. Ideally knowledge of institutional donor procedures (BHA, CDCS,Humanitarian Fund, and knowledge of labor law.

Computer skills:    

Confident user of Microsoft Office (with focus on Excel and Word).

CONDITIONS:

Starting time: May 2024

HOW TO APPLY:

Interested candidates please submit your CV in English.

Application should be sent before 05/20/2024

Only shortlisted candidates will be contacted. 

PUI reserves the right to close the vacancy prior last day of application submission.

HR Manager