Administrative and Logistic 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 and Logistic assistant is based in Bakhmut with possible visits to MdM Offices in Kiev and Severodonetsk, and within Donetsk region including Bakhmut raion.

JOB SUMMARY

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

FUNCTIONS

Cash flow management and monthly accountancy

• Be able to support Admin Officer in preparing, organizing and controlling payment of expenses related to the daily operation of the MdM programs, after verification that purchase procedures are respected.
• Assist Admin Officer in preparing and archiving all necessary documents for accountancy in accordance with both MdM procedures and Ukrainian standards and legislation.
• Be able to support Admin Officer in day to day accountancy through the MdM accountancy's software WINPACCS in accordance to the accountancy and budgetary framework and MdM written procedures.
• Assist Admin Officer in managing advances
• Assist Admin Officer in preparing all primary documents needed for accountancy and reporting on request of Administrative Officer, Kyiv or Administrative Coordinator.
• Assist in preparing drafts of contracts with partners if it does not affect the main duties.
• Assist in management of the administrative archive in the mission.

Legal and administrative management

• 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

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 contracts until the delivery and inform Logistic Officer.
• Update purchase tracker/contract tracker on regular basis and make sure available upon request or as directed by Logistics officer.
• Purchase goods and follow-up on services provided after validation of the process and expenses
• Check, record and store goods received.
• Regularly check inventory levels (physical counts) and update stock cards.
• Receipt, checking and storage of new orders (checking number of packages, packaging and contents etc.).
• Ensure that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• 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/ Log Officer
• Do ad hoc translations

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

HIERARCHICAL & FUNCTIONAL LINKS

Hierarchical link:

Admin Officer

Technical link:

Logistic 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/logistic/hr experience.

Good knowledge of Ukrainian Labor, Accounting, and Tax Legislation is a great asset

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 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.

Deadline for application - 11th of December, 2020

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