Administrative and Logistic assistant

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 two 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.

 GEOGRAPHICAL SCOPE OF INTERVENTION:

The Administrative and Logistic Assistant is based in Kyiv with possible visits to field locations. 

 ORGANIZATION CHART

The candidate will report to the Admin Officer and Deputy Logistic Coordinator

 JOB SUMMARY

Under the supervision of the Admin Officer and Deputy Logistic Coordinator  will assist him/her in the following tasks:

 FUNCTIONS

 Human Resource Administration ManagementNational Staff

• File all HR documents, with special care given to staff files archiving according to the instruction of HR Officer
• Support HR officer in following up and updating national staff HR’s administrative archives: personal documents, leaves follow up, payment sheets, etc.

International staff

• Guide new staff on the procedure of obtaining the visa and residency permit
• Ensure that all international staff visa and TRP are valid
• Update HR expats data base

 Legal and administrative management 

• Follow up and update accounting archives according to the donors’ requirements and Ukrainian legislation
• Prepare drafts of the contracts (initial or extension) and give them for validation to Administrative Coordinator and Deputy Logistic Coordinator 
• Keep Admin Officer informed about any modifications in the procedures
• Conduct visits to the state agencies for receiving information or clarifications for any administrative issues when needed 

 Logistic support

• Purchase non-medical items, follow-up on services provided and daily running of the office through the engagement with contractors, vendors, suppliers, after validation of the process and expenses
• Facilitate filing of Mission requests, purchase orders, bid analysis, other procurement related documents (both hard copies and e-copies) to comply with documentation requirements for reporting/donor compliance. Update the Procurement tracker and Contract Tracker with actual information regarding to Kyiv base needs and procurements
• Fill the Monthly statement of equipment in and update it according to the purchases done Manage the assets and conduct inventory counts according to MdM policy
• Ensure the appropriate use and security of assets and equipment
• Assist with office maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events.
• Assist in the running of the Guest Houses – GHs, deal with the cleaner in ensuring the GHs are supplied with toiletries, electrical appliances, etc.
• Assist with logistical assistance to the office staff, international staff with accommodation and transportation .
• Other Logistic related duties and reporting as assigned by the Logistic Manager. 

 Other duties

• Participate to meetings 
• Perform other additional activities that do not contradict this Job description on request of Admin Officer and Deputy Logistic Coordinator 
• Do ad hoc translations

 HIERARCHICAL & FUNCTIONAL LINKS

Hierarchical link: 

Admin Officer 

Technical link: 

Logistic Manager

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

 REQUIRED QUALIFICATIONS:

Academic background: Degree in finance or logistic related field

 REQUIREMENTS:

Language requirements: 

• Advanced Russian and Ukrainian 
• English advanced (written and oral) is an advantage

Computer requirements: Competency in MS Word and Excel; 

 EXPERIENCE:

The successful candidate must have:

• Minimum 1 year of admin/logistic/hr experience.

 COMPETENCE PROFILE:

• Ability to work hard, quickly, under pressure, and with short deadlines
• Necessity to manage priorities and to adapt them daily according to the context
• Flexibility to adapt to changing requirements
• Cultural sensitivity and ability to work in a multi-cultural environment-
• Ability to listen and share decisions
• Sense of humor 
• Good writing and communication skills
• Team player
• Alignment with principles and ethics of Medicos del Mundo

 To apply:

• Send CV + cover letter;

We offer:

• Fixed term contract;
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Kyiv

Deadline for applications - August, 29th, 2022

Every application unanswered within 15 days after deadline must be considered as desestimated.

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