Administrative coordinator (F/M)
Travailler avec Médecins du Monde
For more than 40 years, Médecins du Monde, a campaigning medical organisation committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies.
Those working for this independent organisation do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations.
MdM currently works in 30 countries across all continents where it focuses on 5 priority areas: emergency and crisis, sexual and reproductive health, harm reduction, migrants and displaced populations (health rights), health and environment.
MdM International Network has been operating in Ukraine since 2014, improving access to health care, especially providing comprehensive Primary Health Care (PHC), Sexual and Reproductive Health (SRH) and Mental Health and Psychosocial support (MHPSS) services.
Since February 2022, MdM Spain is leading the country response for the network, while MdM-France is in charge of the operations in Southern Ukraine. The global strategy aims at ensuring the access to quality comprehensive healthcare services for the conflict-affected population in Ukraine.
In Southern Ukraine, MdM-France has set up its country office and a base office in Mykolaiv. A base office in Odesa is still running for specfic activities in Odesa. The program consists in supporting various local-based organization in the delivery of health services for people facing severe constraints to healthcare in Mykolaev and Kherson Oblasts.
Description du poste
Under the supervision of the general coordinator, you will be specifically in charge of:
- Defining and supervising the implementation of the mission’s human resources set-up, frameworks, procedures and policies while respecting the local context, the local legislation, MdM policies and values
- Planning, coordinating and supervising the financial management and administration of the mission
- Recruiting, training and managing an administrative department team
- Providing technical support to operational staff on the HR and financial management of the mission
More precisely, your main responsibilities are the following:
Financial organization & compliance
- Ensure internal financial systems, procedures, templates and control mechanisms are in place and observed by all staff
- Be responsible for the financial reporting on donor budgets
- Monitor budget consumption and update the budget follow up tool monthly
- Identify and analyse any discrepancy and suggest solutions
- Ensure MdM compliance with tax laws
- Facilitate audits at field level
- Ensure a proper financial follow-up of the local partners
- Support, develop and control the financial management
Treasury & Accounting
- Build a strong understanding of the specific financial constraints in the current context
- Propose a relevant financial strategy to ensure proper cash flow and liquidities for the mission
- Identify suitable and reliable financial service providers
- Open bank accounts
- Assess mission’s needs for the coming months, compile fund requests from each base/department and submit it to the HQ in a timely fashion
- Ensure that all payments are processed in a timely and secured manner
- Be the final responsible for the soft accountancy of all sites for both accounting & donor allocation
- Be responsible for the update and implementation of the cash management protocols
- Coordinate the closure of monthly/annual accountancy
Human resources management
- Establish and update an HR strategy
- Monitor and update the organisational chart of the mission
- Review the salary grid of the mission
- Monitor and update the HR budget
- Define, update and supervise the HR contractual framework for national and expatriate staff
- Monitor a service contract with a lawyer specialized in Labor Law
- Ensure all staff have been trained in MdM’s core policies
- Supervise and/or carry out HR recruitment process
- Manage health insurance services/contracts for national staff and their dependants
- Deploy and monitor the evaluation schedule for all national staff
- Advise line managers on resolving conflicts between members of staff including PSEA and corruption
Team management
- Recruit staff under your direct or technical management
- Ensure proper induction, capacity building and on the job training to team members
- Develop individual action plans and proceed to regular professional evaluations of the team under your direct or technical responsibility
- Participate in disciplinary processes
- Define, roll out and supervise the whistleblowing policy and tools
Coordination & representation
- Participate to the monthly mission’s situation report
- Ensure the representation of MdM in front of donors
- Liaise with INGOs heads of admin departments in-country and actively participate in interagency coordination meetings
- Provide strong oversight to MdM local partner activities
- Provide capacity building to MdM local partner in Ukraine to ensure full understanding of the financial responsibilities
Vos conditions d'emploi
Fixed-term contract
6 months
Employee
Starting date: May 2, 2024
Gross monthly salary: 3 306 euros
Premium equal to one month salary paid in two instalments – minimum of 6 months seniority required
Expatriation bonus (10% gross salary per month)
Transportation cost, vaccines and visas covered
Guesthouse housing
22.5 recovery days per year
5 weeks of paid leaves per year
Health insurance (60% covered by MdM and 40% by the employee)
Insurance (repatriation…)
Médecins du Monde promotes trainings and internal mobility
As part of our measures to combat money laundering and financing of terrorism, any selected candidate may be subject to a background check on international sanctions lists (UN, the EU, France, the United States…). This information is handled confidentially and stored on a secure server. For more information on the processing of personal data throughout this process: http://bit.ly/3CSTDYO
Votre profil
Three years’ higher education management qualification
Four years’ experience minimum (including at least two years’ experience in the international NGO field as administrator)
Experience in a conflict setting or challenging environment is an asset
Previous experience in Ukraine is a strong asset
Analyse significant discrepancies between forecasts and actual records, interpret them, contextualise them, identifying the causes and risks, warn
Adapt schedules according to priorities and unforeseen events
Understand and identify institutional donors’ cycles and procedures
Read, construct, and analyse a budget and carry out budget monitoring
Negotiation and networking skills
Ability to work under a minimum of supervision
Reactivity, anticipation, adaptability, capacity to take initiatives
Excellent Microsoft Office skills (especially Excel)
Knowledge of accountancy software
Ability to manage an HR database
Languages: English is mandatory (oral and written), knowledge of Ukrainian or Russian is an asset
You embrace the core values and support the proactive philosophy of Médecins du Monde.
