Administrative and logistics coordinator (F/M) – Moldova

For more than 40 years, Médecins du Monde, a campaigning medical organisation committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies.

Those working for this independent organisation do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations.

MdM currently works in 30 countries across all continents where it focuses on 5 priority areas: emergency and crisis, sexual and reproductive health, harm reduction, migrants and displaced populations (health rights), health and environment.

Following a regional fact-finding mission in the neighbouring countries of Ukraine to assess the needs of people displaced by the conflict, MdM Moldova was registered in June 2022 to respond to the health and psychological needs of people in Moldova affected by the war. Current activities include health promotion, individual and group psychosocial support sessions for Ukrainian refugees, as well as targeted psychosocial support for Ukrainian and Moldovan NGO responders working on the Ukrainian crisis in Moldova.

MdM Moldova has secured funding to support improved quality health service delivery at 8 health facilities and surrounding communities, identified in collaboration with the Ministry of Health; furthermore, MdM Moldova will contribute to improving emergency preparedness efforts, in line with national contingency plans, through partnership with a Moldovan medical university.

TASKS AND RESPONSIBILITIES:

In the context of mission opening for the Ukraine emergency response, you will have the following responsibilities for the Romania and Moldova missions :

• Review and supervise the implementation of the mission’s human resources set-up, frameworks, procedures, and policies while respecting the local context, local legislation and MdM policies and values
• Plan, centralize, coordinate, and supervise the financial management and administration of both missions
• Follow-up the evolution of the legal environment and ensure MdM remains in line with official guidelines and policies

Human resources management

• Supervise the implementation of the HR contractual framework for expatriated staff and local staff
• Monitor service contract with a lawyer specialized in labor law
• Ensure all staff have been trained in MdM’s core policies: PSEA, corruption/fraud, child protection etc.
• Supervise and/or carry out HR recruitment process
• Manage health insurance services/contracts for national staff and their dependants
• Deploy and monitor the evaluation schedule
• Ensure the administrative management of staff: drafting contracts, monitoring, establishing, and archiving staff records in line with personal data protection policy
• Advise line managers on resolving conflicts between members of staff including PSEA (Protection from sexual exploitation and abuse) and corruption

Financial organization and compliance

• Be responsible for the financial reporting on donors’ budgets as per the terms of the financial agreement
• Monitor budget consumption and update the Budget Follow Up tool
• Proceed with a monthly update of our yearly forecast and identify and analyse any discrepancy
• Propose necessary reallocations and modifications to comply with donors’ guidelines while achieving project objectives
• Facilitate audits at field level
• Ensure the archiving of accounting and finance documents is in line with MdM standards and procedures

Treasury & Accounting

• Ensure the implementation of the Money Management Protocol (MMP) and Golden Rules on the mission and MMP’s regular update
• Ensure proper cash flow and liquidities for the mission
• Ensure that MdM’s accounting standards and rules are respected
• Ensure MdM compliance with tax laws in collaboration with accounting firm
• Be responsible for the monthly closure process
• Support the semi-annual & annual accountancy closure, in coordination with HQ

Logistics

• Ensure the implementation, use, follow-up and archiving of MdM logistics procedures and tools and adapt them if needed
• Be responsible for the installation, use and maintenance of equipment’s selection in collaboration with the HQ logistics advisor
• Take part to any assessment and inventory when required
• Support the medical team on medical logistics
• Ensure the overall supply chain management for country’s response (international & local purchases)
• Elaborate the procurement plan
• Ensure the archiving of logistics and purchasing documents are in line with MdM standards and procedures

Representation and Communication

• Ensure when needed and by delegation of the general coordinator the representation of MdM in front of donors
• Liaise with INGOs heads of Admin/Log Departments in-country and actively participate in interagency coordination meetings
• Provide strong oversight to MdM local partner activities, including compliance with donor regulations
• Participate to the weekly Mission’s Situation Report compiled by the GenCo and to all other reports by providing relevant data

CONDITIONS OF EMPLOYMENT:
Status : Employee Contract : Fixed-term contract
Duration : 6 months

Starting date: as soon as possible
Position based in Chisinau with regular travel between Romania and Moldova
Gross monthly salary: 2 940 euros
Premium equal to one month salary paid in two instalments – minimum of 6 months seniority required
Expatriation bonus (10% gross salary per month) Transportation cost, vaccines and visas covered
Guesthouse housing
22.5 RTT (recovery days) per year
5 weeks of paid leaves per year Health insurance (60% covered by MdM and 40% by the employee)
Insurance (repatriation…) Teleworking agreement for positions eligible to telework: 110 days/year (2.5 days teleworking on average per week) with a minimum of 1 day per week onsite
Given the current circumstances of Covid-19 pandemic, we are taking special measures to apply health protocols and hygiene measures to guarantee the safety of our staff.
Médecins du Monde promotes trainings and internal mobility
Single posting

SKILLS AND EXPERIENCE NEEDED:

Three years’ higher education management qualification
Four years’ experience minimum (including at least two years’ experience in the international NGO field (as administrator)
Analyse significant discrepancies between forecasts and actual records, interpret them, contextualise them, identifying the causes and risks, warn
Adapt schedules according to priorities and unforeseen events
Understand and identify institutional donors’ cycles and procedures
Read, construct, and analyse a budget and carry out budget monitoring
Conduct professional interviews (recruitment, guidance, etc.)
Diplomacy, negotiation and networking skills
Ability to work under a minimum of supervision
Excellent Microsoft Office skills (especially Excel/ Office 365 Tools)
Knowledge of accountancy software (SAGA)
Languages : Fluent in English is mandatory (oral and written), knowledge of Ukrainian, Romanian or Russian is an asset
You embrace the core values and support the proactive philosophy of Médecins du Monde.

TELEPHONE APPLICATIONS WILL NOT BE ACCEPTED
Médecins du Monde reserves the right to fill the vacancy before the closing date for applications.
MdM stands up for the integration of people living with disabilities and fights against discrimination.