Administrative Coordinator Romania

MISSION

MDM has been presented in Ukraine since 2014. These days MDM provides support to people affected by armed conflict and those fleeing in search of safety. MDM focus is to provide immediate humanitarian relief and to enhance first recovery of health systems.

Component 1 – Medical supplies: Ensured access and availability to fill urgent gaps of the essential medicines and medical supplies for target population of the most affected areas within the local health systems, with especial focused in the collective shelters for the IDPs and in the borders to persons crossing.

Component 2 – Logistics: Ensured safe and timely shipment of humanitarian cargoes from Europe to Ukraine and provide logistical support for delivering humanitarian aid within Ukraine

Component 3 – Health system support: Ensured access and availability of essential health care – MHPSS included, in the primary and secondary health care facilities in the most affected areas of Ukraine through direct health care services provision, with especial focused in the collective shelters for the Internal Displaced Persons and in the borders to persons crossing.

Component 4 – Health Systems Rehabilitation and PHIS information systems

Rapid change of situation in February 2022 during which whole Ukraine became affected by the conflict required significant scale-up emergency programs with logistics and supply chains that stretched to outside of Ukraine and are across the whole country, from west to the east.

MdM is currently opening a HUB in Romania from there to support the component 2 of Logistics

The Administrative Coordinator in Romania is in charge of the administrative and legal aspects of the HUB and MDM presence in Romania to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission as well as contributing to the management of financial, accountancy, budgetary, administrative of the projects in order to respect MdM and donors’ guidelines.

GEOGRAPHICAL SCOPE OF INTERVENTION

The Administrative Coordinator is based in Rumania, with visits to Ukraine mission if security conditions allow it, and areas defined as MDM operational bases in the Emergency Response plan to Ukraine.

ORGANIZATION CHART

The Administrative coordinator in Romania will report to the General Coordinator.

ADMINISTRATOR FUNCTIONS

Accounting-Budget planning & monitoring

Is responsible for the accounting, budget planning & monitoring of the actions implanted in the HUB.

Develops and implements the administrative procedures and guidelines and ensures it is updated with the evolvement of MDM and donors’ regulations within the mission of Ukraine.

Improving and adapting the accountancy and financial monitoring systems in line with MdM Spain and MdM Germany tools and procedures, being the main focal point in the HUB in Romania for financial controllers and accounting officers at HQ level.

Cash management & monthly fund requests for the Romanian HUB

Is responsible for the cash provision in Romanian HUB.

Organizes and supervises all aspects of cash flow including security of cash, ensures sufficient separation of responsibility and level of control over transactions in Romanian HUB.

Supervision of the accounting and invoices & allowance payment in Romanian HUB

Responsible for the accountancy in Romanian HUB: quality of documents, respect of procedures, accounting & donor allocation.

Supervises the archiving of the accounting documents in the HUB and its transmission to the HQ.

Ensures preparation of external or internal audit, if it is needed.

Budgetary monitoring

Participates whenever is needed to prepare annual and donor budgets in coordination with the team.

Monitors overall HUB budget consumption with respect to donors’ constraints creates and updates regularly allocation board.

Communicates with the financial controller at HQ and the coordinators about the budget follow up in the HUB.

Identification and analysis of any discrepancy.

Prepares financial reports to donors if it is needed.

Funding & donors

Ensures when needed and by delegation of the General Coordinator the representation of MdM in discussions with donors

In charge of due diligence process with donors for aspects related to HR/ accountancy /finances/ audit in the HUB.

Ensures appropriate follow-up of the current funding plan, as well as MdM commitments to donors

In coordination with the General Coordinator, negotiates financial elements and prepares answers to contractual obligations fixed by donors and counterpart in the area of the HUB.

Human resources management

Administrative management of the national staff in the HUB:

Implements the HR policy regarding the context: keeps internal regulations and Conditions of Employment up to date, in respect with the local labour and tax law

Supervise the update of the database for the monthly salary payment

Ensures the application of MDM rules for the national staff (administrative formalities, recruitment process, contracts, constitution of individual files, briefing of new employees, confidentiality of HR information …)

Ensures that the general HR administration procedures are in place

Coordinates and validates the recruitment processes of the national staff

Is the warrant of the MdM wage and appraisal policies implementation

Shares and compares with other NGOs conditions of employment and rules

Leads the staff review process and update of the organigramme of the mission

Administrative management of the expatriate staff in HUB:

Support drafting and/or revision of job profiles validated by the technical coordinator when necessary

Ensures the application of local legislation concerning the expatriate personnel (visa).

Participates in the definition of living rules and working conditions.

Supervises the constitution of individual files.

Makes arrival and departure briefings about the administrative and contractual aspects.

Supervises the payment of monthly per-diem for expatriate

Follow-up administrative aspects for expatriate with HQ: modifying flight tickets when necessary, etc

Team management in the admin area of the HUB.

Recruits, supervises and train of the administrative staff

Provides regular evaluation to the team under his/her responsibility.

Support the coordinators and the field staff for any administrative, HR, accountancy and financial issue

Takes disciplinary measures when appropriate

Provides trainings on HR and financial management to the staff of the MdM mission to increase their level of knowledge and capacities in planning

To support line managers in development of individual action plans for the staff under their responsibility

Ensures that a training plan is created and implemented on the mission

Legal framework in Romania

Regarding to the position of MDM in the country, establish all formalities that may be required by the local authorities, within the times allowed

Supervises the preparation of the various contracts (rental contracts, service providers…)

Checks on the existence, monitoring and the archiving of all documents and contracts (rental contracts for instance, …)

Work with the HQ and the general coordination on all issues linked to registrations in country

Communication; Reporting ; Knowledge capitalization

Contributes to the monthly sitrep

Participates to the weekly base meeting, to coordination team meetings.

Ensures that copy or originals of all legal documents and contracts are timely sent

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

REQUIRED QUALIFICATIONS

Academic: University degree or diploma.

Languages: Fluent spoken and written English. Russian, and/or Ukrainian/ Romanian will be a strong asset

Good knowledge of Windows environment (in particular Excel)

Knowledge of SAGA or AGRESSO or WINPACCS software: strong asset

Knowledge of donor regulations and compliance rules

EXPERIENCE

The successful candidate must have at least 3 years’ experience in positions with similar responsibilities (2 years minimum as Finance, RH, Administration Coordinator).

Team coordination experience.

Experience in post-soviet country is an asset.

Accountancy background is an asset.

COMPETENCE PROFILE

High organizational capacity and for adaptation to post-emergency situations.

Professionality.

Proven capacity for team leadership and management.

Training skills.

Teamwork and networking capacity.

Thoroughness and self-sufficiency at work.

Strict compliance with the safety protocols established for the country and MdM mission

Identification with the lines of work, values and mission of Médicos del Mundo.

AVAILABILITY

Immediately. 6 months (with possibility of extension)

SALARY

Medicos del Mundo’s Salary charts