Médicos del Mundo
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 main 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 Internal Displaced Persons 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: Ensured rehabilitation/ early recovery / PHIS information systems considering local capacities, resources, and constraints.
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.
The Administrative Coordinator is in charge of the overall management of HR and financial, accountancy, budgetary, administrative and legal aspects of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines.
GEOGRAPHICAL SCOPE OF INTERVENTION
The Administrative Coordinator is based in Kiev/Chernivtsi with regular visits to the field
ORGANIZATION CHART
The Administrative Coordinator will report to the General Coordinator.
MINIMUM REQUIREMENTS
ORGANIZATION CHART
The Administrative Coordinator will report to the General Coordinator.
ADMINISTRATOR FUNCTIONS
Under the direct supervision of the General Coordinator, the Administrative Coordinator is in charge of the overall management of HR and financial, accountancy, budgetary, administrative and legal aspects of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines.
S/he will be particularly involved in organization of the administrative department, accountancy implementation, and support to the operational project.
The Administrative Coordinator works in close collaboration with the technical advisers in the HQ.
Accounting-Budget planning & monitoring
Is responsible for the accounting, budget planning & monitoring of programs implemented.
Develops and implements the administrative procedures and guidelines and ensures it is updated with the evolvement of MDM and donors’ regulations.
– 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 for financial controllers and accounting officers at HQ level.
Cash management & monthly fund requests:
Is responsible for the cash provision between the different programs/bases.
Organizes and supervises all aspects of cash flow including security of cash, ensures sufficient separation of responsibility and level of control over transactions.
Supervision of the accounting and invoices & allowance payment
Responsible for the accountancy of all sites: quality of documents, respect of procedures, accounting & donor allocation. Coordinates the closure of monthly accountancy and links with the HQ financial department.
Supervises the archiving of the accounting documents in the field and its transmission to the HQ.
Ensures preparation of external or internal audit
Budgetary monitoring
Prepares annual and donor budgets in coordination with the team.
Monitors overall 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
Identification and analysis of any discrepancy.
Prepares financial reports to donors
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
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.
Human resources management
Administrative management of the national staff:
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:
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
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
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 will be a strong asset
Good knowledge of Windows environment (in particular Excel)
Knowledge of Agresso or/and SAGA 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.
Team work 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. 1 year
SALARY
Medicos del Mundo’s Salary charts
How to apply
https://empleo.medicosdelmundo.org/jobs/administrative-coordinator-ukraine