Administrative Officer

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 Officer based in Kiev with possible visits to the field..

Under the direct supervision of the Administrative Coordinator the Administrative Officer carries next responsibilities:

Cash flow management and monthly accountancy

• Preparing, organizing and controlling payment of expenses related to the daily operation of the MdM programs, after verification that purchase procedures are respected
• Prepare and archive all necessary documents for accountancy in accordance with both MdM procedures and Ukrainian standards and legislation
• Day to day accountancy through the MDM accountancy's software in accordance to the accountancy and budgetary framework and MDM written procedures
• Manage cash flow
• Manage advances
• Estimation of the needs for funds and submission transfer requests to Administrative Coordinator
• To ensure the reliability of accountancy data
• Control collection and recording of all data needed for staff payments
• Preparation of staff salary amounts
• Management of the administrative archive in the mission
• Supervise Administrative Assistant in preparing accountancy under Ukrainian standards
• Prepare (or delegate to Administrative Assistant) all documents relative to taxation in Ukraine, with the right forms and deadlines
• Constantly work to improve their educational and professional level, be disciplined.
• Perform other tasks from supervisor relating to its work.
• Keep the workplace and equipment used in clean and working condition.

Financial Management

• On request of the Administrative Coordinator prepare forecasts, estimations and reports for the budget follow-up on a monthly basis: forecast and expenses monitoring according to annual reference budget and financing plan
• On request of the Administrative Coordinator prepare reports for budget's analysis (check over/under consumption) for project management decisions
• On request of the Administrative Coordinator prepare forecasts, estimations for the preparation of new proposal with reference to financial matters (budget construction, financial parts, etc.)
• On request of the Administrative Coordinator prepare data needed for the preparation of the annual budget of the mission according to MDM procedures (mission budget, treasury plan, allocation board, etc).
• On request of the Administrative Coordinator prepare data needed for the preparation of financial donor reports in line with their guidelines

Human Resource Administration Management

National Staff

• Organize keeping the national staff database and personal files update on a monthly basis
• Control payments of salaries and legal contributions to the relevant authorities on a monthly basis
• Assist the Administrative Coordinator in implementing and keeping up to date Conditions of Employment, Internal Regulations and salary scales
• Ensure new staff benefit from briefing (security, program, team presentation) and ensure administrative briefing (MdM conditions of employment, job description, MdM rules)
• Update contracts when necessary with Administrative Coordinator management
• Publishing of job advertisements and following up with candidates with prior validation of the Administrative Coordinator
• Management of security envelopes if needed
• Prepare drafts of contracts (initial or renewal) and give them for validation to Administrative Coordinator
• Control the leave follow up file
• File all HR documents, with special care given to staff files archiving
• Following up and update national staff HR's administrative archives: personal documents, leaves follow up, payment sheets, etc.

International staff

• Following up on legal requirements regarding international staff (visa/residency permit/pass etc.)
• Update HR expats data base

Legal and administrative management

• Conduct/supervise all required MdM registrations at Ukrainian state authorities after validation of General Coordinator and Administrative Coordinator
• Facilitate the link between MDM and the national and local authorities: Ministry of social policy, Ministry of Finance, Ministry of Health, etc.
• Anticipate and ensure renewal of all administrative agreements, licenses, permits, authorizations and privileges granted to MDM by the various Authorities
• Manage legal validation of all contracts and agreements received
• Manage smooth communication with the vendors on the base level
• Ensure that office and guesthouses are equipped according to organization minimum standards
• Ensure that necessary software is in place and up to date

Coordination

• Facilitate the exchange of information and ensure smooth communication process between the different administrative and logistics departments and with other NGO's
• Contribute to the preparation of the monthly report on administrative and logistic activities
• Others & Reporting

Others

• On request of the Administrative Coordinator participate in coordination meetings, trainings if it does not harm main duties
• Perform other additional activities that do not contradict this Job description on request of Administrative Coordinator

Minimum level of competency:

• Minimum education level: Finance or related field.
• Minimum 2 years accounting/finance/HR experience.
• Experience at similar position in NGO will be considered an advantage.
• Good knowledge of Ukrainian Labor, Accounting, and Tax Legislation;

Language and computer skills:

• English - advanced level (writing and speaking)
• Ukrainian - fluent, Russian - an asset ;
• Confident user of Windows environment (MS Word, MS Excel);
• Confident user of accounting software (1:C). SAGA knowledge will be considered an advantage.

To apply:

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

We offer:

• Fixed term contract until the 31/12/2019 with possible extension (depends on successful performance and availability of funds);
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Kiev

Only shortlisted candidates will be invited to the interview.