MISSION

 Medicos del Mundo (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 the 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 incumbent is based in Bakhmut (Kramatorsk in future) with possible trips to other locations.

 ORGANIZATION CHART

 Direct supervision of the Field Coordinator and technical supervision of the Administrative Coordinator. 

 JOB SUMMARY

 Under the direct supervision of the Field Coordinator and the technical supervision of the Administrative Coordinator, the Administrative (Finance) Officer will carry the following responsibilities:

• Accountancy and reporting under Ukrainian standards and legislation,
• Accountancy under MdM standards,
• Administration of Human Resources
• Other administrative tasks

 FUNCTIONS

 Cash flow management and monthly accountancy 

• Preparing to organize and control the 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 WINPACCS according to the accountancy and budgetary framework and MdM written procedures.
• Ensure a weekly check of the cashbox and monthly cash reconciliation.
• Manage advances. 
• Estimation of the base’s needs for funds and submission of fund requests to the Administrative Coordinator.
• To ensure the reliability of data.
• Prepare all primary documents needed for accountancy and reporting on request of Administrative Officer, Kyiv or Administrative Coordinator.
• Support LOGs in designing MRs and Contracts (Admin part).
• Prepare drafts of contracts with partners if it does not affect the main duties.
• Control collection and recording of all data needed for staff payments.
• Management of the administrative archive in the mission.
• Keep the workplace and equipment used clean and working conditions.
• Constantly work to improve their educational and professional level, be disciplined.
• Perform other tasks from the supervisor relating to its work.

 Financial Management 

• On request of the Administrative Coordinator and/or the Field Coordinator, prepare forecasts, estimations and reports for the budget follow-up monthly: forecast and expenses monitoring according to annual reference budget and financing plan.
• At the request of the Administrative Coordinator and/or the Field Coordinator, prepare reports for budget’s analysis (check over/under consumption) for project management decisions.
• At the request of the Administrative Coordinator and/or the Field Coordinator, prepare forecasts and estimations to prepare new proposals with reference to financial matters (budget construction, financial parts, etc.).
• At the request of the Administrative Coordinator and/or the Field Coordinator, prepare data needed to prepare the mission’s annual budget according to MDM procedures (mission budget, treasury plan, allocation board, etc.).

Financial follow up of partners

• Focal point for partner capacity assessment and identify risk level before partnership is signed.
• Ensure timely check and feedback of partners financial report in respect with Partnership agreement, MdM procedures and donor guidelines.
• Record and validate of partners primary supporting documents (exhaustiveness, guarantee the translation of documents and their validity).
• Ensure proper archive of partner’s supporting documents copies in MdM office.
• Support and coach partner on MdM requirements on partnership management in terms administration and financial reporting. 
• Ensure that partners accounts regularly reconciled and balanced.

 Human Resource Administration Management 

• HR Focal Point for Bakhmut base
• Prepare and control payments of salaries and legal contributions to the relevant authorities on a monthly basis.
• Organize keeping the national staff database and personal files update on a monthly basis.
• Involvement in interview processes when requested. 
• Ensure new staff benefit from briefing (security, program, team presentation) and ensure administrative briefing (MdM conditions of employment, job description, MdM rules).
• Assist HR Officer in updating contracts when necessary with Administrative Coordinator management.
• Prepare contracts (initial or renewal) for substitute staff and give them for validation to the Administrative Coordinator.
• Management of security envelopes if needed.
• Update leave record/database. 
• Ensure the correct monthly update of the national staff statement.
• Assist HR Manager / Officer in filling all HR documents, with special care given to staff files archiving.
• Following up and updating national staff HR’s administrative archives: personal documents, leaves follow up, payment sheets, etc.

 Legal and administrative management

• Facilitate the link between MdM and the national and local authorities: Ministry of Social Policy, Ministry of Finance, Ministry of Health etc., when needed and requested. 
• Anticipate and ensure renewal of all administrative agreements, licenses, permits, authorizations and privileges granted to MdM by the various authorities.

 Coordination

• Assist Field Coordinator Support Officer in 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 activities.

 Others & Reporting

• The Administrative Coordinator and/or the Field Coordinator request, participate in coordination meetings and training if it does not affect the main duties.
• On request of the Administrative Coordinator and/or the Field Coordinator, translate verbally and by written when necessary if it does not affect the main duties.
• Perform other additional activities that do not contradict this job description and deadlines for reports on request of the Administrative Coordinator and/or Field Coordinator.

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

 HIERARCHICAL & FUNCTIONAL LINKS 

Hierarchical link: Field Coordinator

Technical link: Administrative Coordinator

 REQUIRED QUALIFICATIONS:

 Academic background: Master degree in Finance or related field.

  REQUIREMENTS:

 Language requirements: 

•  Ukrainian and Russian
• English advanced (written and oral) 

 Computer requirements: Competency in Microsoft Office Environment. 

 EXPERIENCE:

 The successful candidate must have:

• Minimum 02 years accounting/finance/HR experience.
• Experience at a similar position in NGO will be considered an advantage.
• Good knowledge of Ukrainian Labor, Accounting, and Tax Legislation;

  COMPETENCE PROFILE: 

• Ability to work quickly, under pressure, and with short deadlines.
• Ability to manage emergencies and remain calm. 
• The 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 and a good sense of humour. 
• Alignment with principles and ethics of MdM.

  To apply:

• Send CV + cover letter wia web-site Rabota.ua

https://rabota.ua/company0/vacancy8989711

or to email: [email protected]

We offer:

• Fixed term contract;
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Bakhmut (Kramatorsk in future)

Deadline for application - 15th of February, 2022

MDM Facebook page https://www.facebook.com/mdm.ua.no

 Please note:  

Medicos del Mundo promotes equal opportunities for all people. We establish positive action measures for those who, due to functional diversity or social and / or cultural exclusion, belong to under-represented groups in the positions offered.

As a result, no candidate with a valid profile will be rejected because of a functional diversity or for being culturally or socially excluded for reasons of birth, ethnicity, race, sex, gender or any other personal, social or cultural condition.