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.

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 with regular visits to Severodonetsk, Bakhmut and field locations.

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 followup 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 perdiem for expatriate

Followup 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 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 postemergency situations.

Professionality.

Proven capacity for team leadership and management.

Training skills.

Team work and networking capacity.

Thoroughness and selfsufficiency 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

November 16th 2020 – November 15th 2021

SALARY

Medicos del Mundo’s Salary charts