Administrative assistant

MISSION

MdM has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in the Eastern part of Ukraine (Luhansk oblast, government and non-government controlled areas – GCAs and NGCAs). The program is implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors); 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 Kyiv with possible visits to field locations. 

 ORGANIZATION CHART

The candidate will report to the Admin Officer CT Kyiv

JOB SUMMARY

Under the supervision of the Admin Officer 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
• Support CT HR officer in following up and updating national staff HR’s administrative archives: personal documents, leaves follow up, payment sheets,orders etc.

International staff

• Guide new staff on the procedure of obtaining the visa and residency permit
• Ensure that all international staff visa and TRP are valid
• Update HR expats data base

 Legal and administrative management 

• Follow up and update accounting archives according to the donors’ requirements and Ukrainian legislation
• Prepare drafts of the contracts (initial or extension) and give them for validation to Deputy Admin Co / Administrative Coordinator 
• Keep Admin 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 
• Support Admin Officer CT Kyiv in accountancy according to the donors’ requirements and HQ procedures.

 Administration support

• Facilitate filing of Mission requests regarding to CT base needs in Kyiv
• Ensure the appropriate use of assets and equipment
• Assist with office maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events.
• Assist in the running of the Guest Houses – GHs, deal with the cleaner in ensuring the GHs are supplied with toiletries, electrical appliances, etc.
• Assist with assistance to the office staff, international staff with accommodation and transportation (taxi service management ).
• Other duties on request. 

 Other duties

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

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

 HIERARCHICAL & FUNCTIONAL LINKS

Hierarchical link: Administrative Officer 

REQUIRED QUALIFICATIONS:

Academic background: Degree in finance or logistic 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 1 year of admin/ hr experience.

 COMPETENCE PROFILE:

• Ability to work hard, 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 (2 months);
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Kyiv

Deadline for application - 6th of November, 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.