Эта вакансия уже завершена
Administrative officer
MISSION
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 three main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors); strengthening of 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; support to the health system in response to COVID-19 pandemics in Eastern Ukraine.
FUNCTIONS
Cash flow management and monthly accountancy
- Prepare and archive all necessary documents for accountancy in accordance with both MdM procedures and Ukrainian standards and legislation
- Day to day accountancy with Kyiv base expenses through the MDM accountancy's software in accordance to the accountancy and budgetary framework and MDM written procedures
- Manage cash flow
- Ensure a weekly check of the cashbox
- Manage advances and reimbursement of expenses
- Estimation of the needs for funds and submission transfer requests to Administrative Coordinator
- To ensure the reliability of accountancy data
- Supervise Accountant/Administrative Assistant in preparing accountancy under Ukrainian standards
- Prepare (or delegate to Accountant/ Administrative Assistant) all documents relative to taxation in Ukraine, with the right forms and deadlines
- Constantly work to improve their educational and professional level, be disciplined.
- Perform other tasks from supervisor relating to its work.
- Keep the workplace and equipment used in clean and working condition.
Financial Management
- Prepare the forecast of expenses for the Kyiv-Base and monitor the expenses vs. the budget and highlight deviations when necessary.
- On Request of the Administrative Coordinator and in case of need, support the Fin-Manager and Admin-Coordinator in the preparation of financial reports and budgets (both internal and external).
Human Resource Administration Management
National Staff
- Control payments of salaries and legal contributions to the relevant authorities on a monthly basis
- Ensure new staff benefit from briefing (security, program, team presentation) and ensure administrative briefing (MdM conditions of employment, job description, MdM rules)
- Update contracts when necessary with Administrative Coordinator management
- Publishing of job advertisements and following up with candidates with prior validation of the Administrative Coordinator on the absence of HR officer.
- Management of security envelopes if needed
- Prepare drafts of contracts (initial or renewal) and give them for validation to Administrative Coordinator
- Control the leave follow up file
- Manage cleaning schedule for Kyiv office and Guesthouses
- Supervise Administrative and Logistic Assistant in following up and update accountancy archives and other additional activities.
International staff
- Following up on legal requirements regarding international staff (visa/residency permit/pass etc.)
- Update HR expats data base
- Preparing all supporting documents related to working visa in Ukraine to all new international staff members
- Ensuring that all international staff visa and TRP are valid
- Preparing all documents related to Per diem for international staff members and paid on time
Legal and administrative management
- Conduct/supervise all required MdM registrations at Ukrainian state authorities after validation of General Coordinator and Administrative Coordinator
- Facilitate the link between MDM and the national and local authorities: Ministry of social policy, Ministry of Finance, Ministry of Health, etc.
- Anticipate and ensure renewal of all administrative agreements, licenses, permits, authorizations and privileges granted to MDM by the various Authorities
- Manage legal validation of all contracts and agreements received
- Manage smooth communication with the vendors on the base level
- Ensure that office and guesthouses are equipped according to organization minimum standards
- Ensure that necessary software is in place and up to date
Coordination
- Facilitate the exchange of information and ensure smooth communication process between the different administrative and logistics departments
- Contribute to the preparation of the monthly report on administrative and logistic activities
- Others & Reporting
Others
- Being flexible and ready to assist on other duties within a scope of work and activities of MdM
Minimum level of competency:
- Minimum education level: Finance or related field.
- Minimum 2 years accounting/finance/HR experience.
- Experience at similar position in NGO will be considered an advantage.
- Good knowledge of Ukrainian Labor, Accounting, and Tax Legislation;
Language and computer skills:
- English - advanced level (writing and speaking)
- Ukrainian - fluent, Russian - an asset ;
- Confident user of Windows environment (MS Word, MS Excel);
- Confident user of accounting software (1:C). SAGA knowledge will be considered an advantage.
To apply:
- Send CV + cover letter;
We offer:
- Fixed term contract (with possibility to extension));
- Salary according to the MDM salary Grid;
- Medical insurance.
- Full -time job
- Location: Kyiv
Deadline for applications - 15th of April, 2021
Every application unanswered within 15 days after deadline must be considered as desestimated.