Administrative and Logistic assistant

Medicos del Mundo (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including Spain. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

For our program in Ukraine, to support our activities, we are looking for Administrative and Logistic assistant, based in Kyiv with possible visits to field locations.

Under the supervision of the Admin Officer Administrative and Logistic assistant will assist him/her in the following tasks:

Human Resource Administration Management

National Staff

• File all HR documents, with special care given to staff files archiving according to the instruction of HR Officer
• Work on insurance for a new staff and remove any staff whose contract has ended
• Support HR officer in following up and updating national staff HR's administrative archives: personal documents, leaves follow up, payment sheets, etc.
• Register and control terms and amounts of charges and taxes paid

International staff

• Follow up on legal requirements regarding international staff (visa/residency permit/pass)
• Guide new staff on the procedure of obtaining the visa and residency permit
• Update HR expats data base

Legal and administrative management 

• Keep Senior Admin/Finance Officer informed about any modifications in the procedures
• Conduct visits to the state agencies for receiving information or clarifications for any administrative issues when needed

Logistic support

• Prepare Mission requests for any purchases related to the base
• Contact suppliers in order to obtain quotations regarding requirements needed, follow-up the contacts until the delivery and inform Logistic Officer
• Purchase goods and follow-up on services provided after validation of the process and expenses
• Make sure that the conditions of guesthouses and office are according to MDM standards

Other duties

• Participate to meetings
• Perform other additional activities that do not contradict this Job description on request of Admin Officer
• Do ad hoc translations

The successful candidate must have:

• Minimum 1 year of admin/logistic/hr experience.

COMPETENCE PROFILE:

• Degree in finance or related field
• Ability to work in volatile security context
• Ability to work in emergency
• Ability to work quickly, under pressure, and with short deadlines
• Necessity to manage priorities and to adapt them daily according to the context
• Flexibility to adapt to changing requirements
• Cultural sensitivity and ability to work in a multi-cultural environment
• Ability to listen and share decisions
• Sense of humour
• Good communication skills
• Team player
• Alignment with principles and ethics of Medicos del Mundo

Language and computer skills:

• Ukrainian and Russian - fluent
• English advanced (written and oral) is an advantage
• Excellent knowledge of MS Office (Word, Excel)

We offer:

• Fixed term contract until the 30/04/2021 with possible extension (pending of funding).
• Medical insurance.
• Full -time job

To apply:

• Send CV (including reference contacts) + cover letter.

Please note that only shortlisted candidates will be invited to the interview.