ADMINISTRATION MANAGER – UKRAINE – M/F

ALIMA, the international medical NGO with a human face, which places at the heart of its model the co-construction of projects and professional paths

The ALIMA SPIRIT: *ALIMA’s purpose is to save lives and care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation and the alliance of organizations and individuals. We act with humanism, impartiality and respect for universal medical ethics. In order to access patients, we are committed to intervening in a neutral and independent manner.*

Our CHARTER defines the VALUES and PRINCIPLES of our action:

1. Patient First – Patient centered medical care

2. Revolutionizing humanitarian medicine through research

3. Responsibility and freedom: encourage decision-making by those closest to patients

4. Commitment to a dynamic of continuous quality improvement

5. Creating a climate of trust among colleagues

6. Collective intelligence

7. Environmental liability

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach to those guilty of acts of gender-based and sexual violence as well as to inaction in the face of alleged or proven acts of violence. Protecting the people who benefit and are impacted by our intervention is our top priority in everything we do. Anyone working with ALIMA is committed to :

● Respect the charter, the code of conduct, institutional policies including the policy of protection against abuses of power and gender-based and sexual violence, the policy of preventing corruption and fraud ;

● Report any violations to policies, framework documents and proceedings to a superior, referral

CARING – INNOVATING – TOGETHER:

Since its creation in 2009, ALIMA has treated more than 7 million patients. Today ALIMA works in 12 countries in Western and Central Africa. In 2020, we developed 41 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects support national health authorities through nearly 357 health structures (including 45 hospitals and 312 health centres). We work in partnership, especially with local NGOs, whenever possible to ensure that our patients benefit from the expertise wherever it is, whether in their country or the rest of the world. In addition, to improve the humanitarian response, we are carrying out operational and clinical research projects, particularly in the field of the fight against malnutrition and haemorrhagic viral fevers. ALIMA is also leading operations in response to the covid-19 pandemic across all of our missions.

ALIMA’S TEAM: More than 2000 people currently work for ALIMA. The field teams, as close as possible to the patients, receive their support from the coordination teams generally based in the capitals of the countries of intervention. These receive support from the 4 desk teams and the emergency and opening service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working on fundraising as well as representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as medical NGOs BEFEN, ALERTE Santé, SOS Médecins / KEOOGO, AMCP, research organizations PACCI, INSERM, Universities of Bordeaux or Copenhagen, the NGO Solidarités International and many others.

COUNTRIES WHERE WE WORK**:** Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea,South Sudan, Mauritania & Sudan.

THE WORK WE DO covers: Primary and Secondary Health Care, with a main focus on children and women – including treatment and prevention of acute malnutrition, maternal health, mental health, response to epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), surgery, displaced populations, and gender based violence, Covid 19.

ALIMA in Ukraine

Mission Location : Odessa & Mykolaiv

We will focus its effort in South Ukraine to provide emergency primary health care and support to hospitals in the war zone of Mykolaiv Oblast and around. The main objective is to reduce the mortality and suffering among the population affected by the war in this area through 4 axes:

● Reduce the morbidity and mortality associated with chronic disease and communicable diseases among the isolated population in Mykolaiv Oblast

● Reduce mental health burden through psychological care in Mykolaiv Oblast

● Support hospitals to deliver trauma and intensive health care in Mykolaiv City

● Ensuring a rapid response mechanism to delivered health care support to affected population

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 2: either the jobholder will have access to personal data concerning children and/or vulnerable adults in the course of his/her work, or he/she will occupy a “regulated” position (accountant, lawyer, legal executive); therefore, a criminal record check or a certificate of good conduct will be required. In situations where it is impossible to provide a criminal record or a certificate of good conduct, a declaration on honour will be requested

MISSION AND MAIN ACTIVITIES

The main function of the Administrator is to put in place the component parts of the resource management system.

He/she is responsible for managing the staff administration (contracts, employees’ files, work attendance, payroll), controlling spending commitments against the procedures of the association, monitoring the financial means raised for the project (expenditure monitoring, accounting, budget monitoring and review, follow-up of tables of allocations per donor), as well as implementing financial and HR management tools.

The Administrator reports directly to the Head of mission/Project Coordinator, and to the administrative team in the Coordination and to the HQ team in Dakar.).

As this is a project/mission opening, the administrator may also be in direct contact with the human resources and finance referents of the emergency Desk at headquarters to ensure the optimal implementation of all tasks related to the opening of a project/mission.

Depending on the internal organization, He/She ensures recruitment of an administrative assistant and supervises him/her.

Under his/her various areas of responsibility, the Administrator will be in charge of ensuring:

● Compliance with the ALIMA rules and procedures applicable to the country,

● Smooth functional organization of the project resources,

● Monitoring of the use of the resources (expenditure and spending commitments),

● Adequacy in terms of number, skills and allocation of human and administrative resources.

Main responsibilities:

● Advise the Project Coordinator/Head of mission on set up (org chart) and together with the HRCO/HR Referent from the Emergency Desk, update the project’s organizational chart and job descriptions

● In close coordination with the Project Coordinator/Head of mission, HR and FIN referents from the emergency Desk calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up.

● Ensure hiring, carrying out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance ;

● Assist the Project Coordinator/Head of mission, 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 ;

● Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.) and incentives payments, in order to ensure on time and accurate salary payments ;

● Under supervision of the HR referent, ensure indexation process of national staff salary grids in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites ;

● Support, in close coordination with the project team , the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals ;

● Plan and supervise, in close coordination with the HR referent, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required ;

● Together with the Project Coordinator/Head Of Mission, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment ;

● In close collaboration with the coordination team , applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and ALIMA ;

● In close collaboration with the coordination team, looks for the best options to avoid and/or solve possible labour conflicts in the project ;

● Follow up all movements and/or accommodation of staff in the mission ;

● Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at capital and project level and to optimize cash needs and its security ;

● Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place ;

● Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time ;

● In close collaboration with the coordination team, analyze and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action ;

● Ensures all HR, Administrative and Financial reporting of the Project (Homère and SAGA monthly closure, sitreps, etc.

Implementation of prevention measures against abuse of power, gender-based and sexual violence

● Participates in training and awareness-raising sessions

● Implements abuse prevention standards

● Ensures that team members follow training and awareness sessions and apply abuse prevention rules

● Contributes to creating and maintaining a nurturing and protective environment

EXPERIENCE AND SKILLS

● University degree in finance, administration, and human resources

● Minimum 2-year experience in Finance & HR management Experience with medical international NGO, an asset

● Perfect knowledge of MS Office package, especially Excel & Word

● Knowledge of Saga (Finance software) & Homere (HR software) is an asset

BEHAVIORAL SKILLS

● Strong interpersonal skills, team work.

● Strong communication skills

● Ability to work on own initiative and adaptable to changing needs and situations

● Flexible, patient and adaptable to a changing environment.

● Ability to work under pressure with numerous deadlines, etc.

Languages spoken by the candidate

● A good command of oral and written English is essential;

● French is an asset.

CONDITIONS

Contract term:

● Contract term: contract under French law, contract length: 6 weeks.

● Position to be filled: ASAP

● Salary: depending on experience + per diem

ALIMA pays for:

● travel costs between the expatriate’s country of origin and the mission location

● accommodation costs

● medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee

● evacuation of the employee