Admin Officer

[ENG]

CONTEXT

Medecins du Monde’s international network, which was already working in Ukraine, has mobilized significant resources to meet the needs of affected populations since the start of the war. 

Medecins du Monde France reopened its base in Ukraine in 2022 and provided comprehensive primary healthcare (PHC) including Sexual and Reproductive Health and Gender Based Violence (SRH-GBV) and mental health and psychosocial support (MHPSS) services in areas along the frontline, a strip of land that separates conflict-affected people residing in areas under Ukrainian government control and areas under temporary military control of Russian Federation. 

MdM-France remains strongly committed to supporting the coordination of the health cluster by leveraging its expertise in Primary Healthcare, Sexual and Reproductive Health, and Mental Health and Psychosocial Support (MHPSS) as part of a comprehensive health approach. Our contributions focus on advocating for the needs of the most vulnerable populations in Southern Ukraine, identifying gaps in service delivery, and proposing practical solutions in collaboration with national actors, such local NGOs, health staff, and the Ministry of Health. We also aim to facilitate the coordination of various local and international health actors in the region and share innovative approaches, such as our telemedicine experience with a local implementing partner and harm reduction initiatives to improve access to quality healthcare, especially in isolated and hard-to-reach areas.

This position will be based in Mykolaiv, with travel to Kherson and Odesa as necessary.

MAIN TASKS: 

Mission: Under the supervision of the Administration Finance HR Coordinator (AdminCo), the Administration Finance HR Manager (AdminMan) manages the monthly closing preparation (compilation and closing document preparation and verification of analytical allocation and justification), partner expenses follow up and reviews, supports in administrative process, HR administrative management and follow up, and salary management: 

WORKING RELATIONSHIPS: 

Hierarchical Link:      Admin Manager, Administrative Finance HR Coordinator (AdminCo)

Other:              Coordination team, logistic team, program team 

ROLES: 

The main responsibilities of the Administration Finance HR Officer are:

Financial management 

• To manage the monthly closing preparation of all projects and coordination office: 

• To compile all records and to prepare financial, accountancy and administrative forms/reports for projects and coordination, 

• To verify analytical allocation of mission records, 

• To check and to compile every base financial/accountancy before to submit to AdminCo. for validation (hard and soft copies trough Saga Software), including reconciliation of bank accounts and petty cash. To follow the quality internal accounting (verification of receipts and invoices for the mission's sites, bank reconciliation and other documents in line with MdM (Medecins du Monde) coding system and monthly journals as well as Ukrainian legislation,  

• To check that the mission's cash flows are handled properly, 

• To contribute in preparing audit and external evaluations, 

• To coordinate purchasing process in cooperation with Log department, verification of required documents availability, archiving according to the MdM rules and guidelines

Administrative / HR management 

• To ensure acknowledgement and adherence of MDM staff with internal rules and MDM regulation, 

• To support in recruiting and administrative management of staff, 

• To support MDM team to ensure the respect for Ukrainian legal framework, MDM internal guidelines and Donor requirement, 

Team Management and Communication  

• To support and guide Administrative Assistant 

• To share with Admin and finance teams’ notes/memos/guidelines/information etc related to the overall management of administrative and Finance issues, 

• To ensure communication and support partners in preparation of reports, templates’ drafts according to the MdM rules and guidelines. 

Flexibility and any other tasks needed for the running of the projects. 

The list of tasks is not intended to be exhaustive and other tasks may be requested by the line supervisor. In addition, a certain degree of flexibility and adaptability is expected from the collaborator according to the potential evolution of the mission's constraints. 

CONDITIONS OF THE JOB: 

Position is based in Mykolaiv, possible business trips within Ukraine. 

SKILLS REQUIRED: 

• Training & Experience 

• Similar experience or a minimum of 2 years in a national or international NGO or private sector 

• Experience in NGO would be a strong asset. 

• University graduation related to the field of Finance, Accountancy, Business, Administration, and/or Human resources management. Master’s degree would be an asset. 

• Technical Skills 

• Finance, Accounting, Business Administration, and Human resources, 

• Budgeting, preparation for planning, software skills, 

• Draft notes and documents, 

• Good command of Microsoft Office Pack – especial excel is must. 

• Knowledge 

• Ukrainian laws in financial and labour fields,  

• Accountancy and tax payment, 

• Roles of local authorities, 

• Humanitarian values. 

• Languages 

• Fluency in spoken/written Ukrainian

• Good use of English. 

• Soft Skills  

• Result and detailed oriented 

• Attentive to details 

• Ability to analyse, conceptualize and plan, 

• Good writing and communication skills, 

• Rigor and organizational skills 

• Good teamwork and interpersonal skills 

• Sense of initiative and confidentiality 

• Time management and sense of priority 

• Flexibility 

• Autonomous 

• Negotiation skills (diplomacy) 

• Stress management. 

EMPLOYMENT CONDITIONS: 

• Contract Type: Fixed term contract, with possibility of switch to open-ended one, based on performances 

• Duration: 12 months (possibility for extension based on budget availability and performances)  

• Probation period – 3 months  

• Starting date:  February 2025 

• Job Schedule: Full time   

• Location: Mykolaiv 

• Related occupation: Administrator – category 5:

• Salary according to MdM classification (non-negotiable): basic gross salary from 63517 UAH + food and transportation allowances.  

• Partial reimbursement for medical coverage  

• Outsourced mental health support