Finance/Admin officer

Medicos del Mundo (MdM) is an independent international movement of active campaigners, who provide care, bear witness, and support social change. MdM campaigns for a world without any barriers to healthcare, a world in which health is recognized as a fundamental right.  Medicos del Mundo is the Spanish division of the international MdM Network implementing emergency response and development programmes in Ukraine.  MdM Mission in Ukraine was established following the emergency assessment conducted in April 2015 and focused on changes in the availability of and access to healthcare, particularly for the most vulnerable groups of the population, including the elderly and people with chronic diseases.  One of the main goals of MdM is ensuring and extending the access of the Ukrainian population to timely and quality primary healthcare (PHC), Sexual and Reproductive Health (SRH) and Mental Health and Psychosocial Support (MHPSS) services, and Gender Based Violence (GBV) prevention. In Chernihiv, Chernivtsi, Kharkiv, Kyiv and Zaporizhzhia Oblasts MdM is targeting the most vulnerable communities through the mobile outreach unit approach, covering locations that have been affected by the hostilities or hosting large numbers of Internally Displaced People in the situation when the health system has been severely disrupted and overloaded during the war.

General objective of the position:

• Under the hierarchical supervision of the FieldCo of Dnipro and Zaporizhzhia bases, and the technical guidance of the Finances and Human Ressources/Admin coordinators the Administrative Fin/HR officer will be responsible of the following tasks: accountancy and reporting under Ukrainian standards and legislation; accountancy under MdM standards; administration and management of Human Resources; other administrative tasks on request.

Specific objectives:

Accountancy and administration

• Day to day accountancy for Dnipro & Zaporizhzhia expenses (and Kharkiv expenses in the absence of Admin Assistant) through the MDM accountancy's software in accordance to the accountancy and budgetary framework and MDM written procedures.
• Execute and manage the migration of financial data from SAGA to UNIT 4 at field level.
• Ensure correctness on payroll calculations (at field level) and collaborate closely with Accountant CT
• In collaboration with Field Coordinator and CT, Prepare, organize and control payment of expenses related to the daily operations after verification that purchase procedures are respected.
• Verify all field expenditures are allocated correctly to each project during monthly budget monitoring and guarantee data reliability.
• Review budgets with the aim of gaining a clear understanding of budget guidelines and providing necessary support to Logistics and Program teams on cost allocation board.
• Support in preparation for field/mission internal and external audits, expenditure verification exercise by preparing the documents for review.
• Support the field coordinator to Disseminate and implement all new Finance related guidelines and procedures for compliance.
• 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 and Cash counts every Friday and last working day of the month.
• Prepare the forecast of expenses 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 Field or Finance Coordinator.
• Provide regular updates to supervisor on the work done during the various reporting period(s).
• Constantly work to improve educational and professional level, be disciplined.

 Human Resource and Administration Management

• Planning, supervising and ensuring the implementation of, in close coordination with the Field Coordinator, the associated processes (recruitment, training, briefing, induction, evaluation, potential detection of development and communication) of the project staff in order to ensure both the sizing and the amount of knowledge required. Supporting the project line managers in said processes in order to improve staff capabilities, their end results contribution to mission goals and to boost their active participation and MdM Spain commitment.
• Advising on set-up and updating the project's organizational chart and job descriptions and assisting the FieldCo, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities. Responsible to draft the individual holidays orders of the team.
• In close collaboration with the FieldCo and HRCo, looking for the best options to avoid and/or solve possible labour conflicts in the project
• Checking payroll procedures, ensuring that all data related to monthly salary calculation of the project national employees are correctly entered in the HR system (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments. Under supervision of the HRCo, ensuring the indexation process of the national staff salary grids are in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites.

 Other duties

• Perform other additional activities that do not contradict this Job Description on request of line manager or technical referent.

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

 The position reports to: Field Coordinator

 Qualifications and experience required in successful candidates:

 Educational background: 

• Bachelor’s degree in finance, HR or related fields.

 Languages: 

• English: at least Intermediate level (written and oral) is desirable
• Ukrainian: fluent

 Professional experience and competencies:

• Experience in Accounting, Finance and HR at least 1 year, preferably with NGO/INGO
• Ability to work hard, quickly, under pressure, and with short deadlines.
• Ability to manage emergency situations and remain calm. 
• Necessity to manage priorities and to adapt them daily according to the context.
• Flexibility to adapt to changing requirements and environment. 
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Ability to listen and share decisions.
• Team player. 
• Alignment with principles and ethics of MdM. 

To apply:

• Send CV + cover letter;

We offer:

• Fixed term contract;
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Dnipro

 https://www.facebook.com/mdm.ua.no

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