Administrative assistant (Accountant)

MISSION

 MdM has been operating in Ukraine since August 2015  and is currently implementing an emergency response and recovery program in different regions in Ukraine. The program is implemented around three main components: direct delivery of services through multidisciplinary mobile units (including primary healthcare services (PHC), sexual and reproductive health (SRH), Mental Health and Psychosocial support services (MHPSS) and gender-based violence (GBV) response services); strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and advocacy.

GEOGRAPHICAL SCOPE OF INTERVENTION:

The Administrative assistant is based in Dnepr with possible visits to field locations. 

 ORGANIZATION CHART

The person reports to the FieldCo Dnipro/ Zaporizhzhia base, 

technical referent - Administrative Officer CT. 

Supervision of: Cleaner Dnipro

 JOB SUMMARY

Under the supervision of the FieldCo Dnipro/ Zaporizhzhia base, Administrative assistant will assist him/her in the following tasks: accountancy and reporting under Ukrainian standards and legislation; accountancy under MdM standards; support in administration of Human Resources; other administrative tasks on request.

 FUNCTIONS

Accountancy and administration

• Day to day accountancy with Dnipro/ Zaporizhzhia base expenses through the MDM accountancy's software in accordance to the accountancy and budgetary framework and MDM written procedures
• Properly reflect in accounts all operations on the movement of goods and payments.
• Prepare, organize and control payment of expenses related to the daily operation of Dnipro/ Zaporizhzhia base after verification that purchase procedures are respected
• Ensure the reliability of data.
• Generate, print and file logs on accounts.
• Prepare and archive all necessary documents for accountancy in accordance with both MdM procedures and Ukrainian standards and legislation
• Manage cash flow (advances and reimbursement of expenses) and security envelopes ( if needed)
• Ensure a weekly check of the cashbox
• Prepare the forecast of expenses for the Dnipro/ Zaporizhzhia and monitor the expenses vs. the budget and highlight deviations when necessary.
• Collect and verify the accuracy of accounting documentation (invoices, supporting documents, etc.).
• Prepare all primary documents needed on request of Administrative Officer CT.
• Provide to supervisor regularly report on the work done during the period(s).
• Constantly work to improve educational and professional level, be disciplined.
• Perform other tasks from supervisor related to his/her work.
• Ensure that office and guesthouses are equipped according to organization minimum standards
• Supervise Cleaner in office and guesthouses cleaning schedule etc.

 Human Resource Administration Management 

National Staff

• Share the vacation / business trip requests for the base Dnipro/ Zaporizhzhia with the HR Officer .
• Preparing all documents related to Per diem for international staff members and paid on time
• Following up and update national staff payment sheets / data.
• Assist in preparing travel expense reports for office staff.

 Other duties

• Perform other additional activities that do not contradict this Job description on request of line manager or technical referent.
• Do ad hoc translations

  Note: This list of activities is not exhaustive and may change depending on the situation

 REQUIRED QUALIFICATIONS:

Academic background: Degree in finance or related field

 REQUIREMENTS:

Language requirements: 

• Advanced Russian and Ukrainian 
• English advanced (written and oral) is an advantage

Computer requirements: Competency in MS Word and Excel.

 EXPERIENCE:

The successful candidate must have:

• Minimum 2 year accounting/finance/HR experience.

 COMPETENCE PROFILE:

• 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 humor
• Good writing and communication skills
• Team player
• Alignment with principles and ethics of Medicos del Mundo

 We offer:

• Fixed term contract (till the end of 2022);
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Dnipro

Deadline for application - 18th of August, 2022

 https://www.facebook.com/mdm.ua.no

 Please note:  Every application unanswered within 15 days after deadline must be considered as desestimated.

Position will be filled on an onrolling  basis.