PROJECT ADMINISTRATOR - MYKOLAIV - UKRAINE - M/F

ALIMA in UKRAINE

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

MAIN ACTIVITIES

●Advise the Project Coordinator on set up (org chart), and together with the FINHRCO, update the project's organizational chart and job descriptions;

●In close coordination with the Project Coordinator and the FINHRCO, calculate the HR operational needs and the associated budget, in order to efficiently ensure the required sizing and capabilities of the mission, and to facilitate budget following-up;

●Ensure hiring, carrying out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance;

●Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs, and to ensure HR availability for the project activities;

●Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.) and incentive payments, in order to ensure on time and accurate salary payments;

●Under the supervision of the FINHRCO, ensure indexation process of national staff salary grids, in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites;

●Support, in close coordination with the project team, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals;

●Plan and supervise, in close coordination with the FINHRCO, the associated processes (recruitment, training/induction, evaluation, potential, detection, development and communication) of the staff under his/her responsibility, in order to ensure both the sizing and the amount of knowledge required;

●Together with the Project Coordinator, support the line managers in implementing the internal communication policies, in order to boost staff active participation, and ALIMA commitment;

●In close collaboration with the coordination team, apply the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and ALIMA;

● In close collaboration with the coordination team, look for the best options to avoid and/or solve possible labour conflicts in the project;

●Follow up all movements and/or accomodation of staff in the mission;

●Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation), in order to anticipate expenses at capital and project level, and to optimize cash needs and its security;

●Implement and supervise transactional procedures and systems, in order to ensure transparent accounting practices and full documentary traceability (invoives, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place;

●Ensure that monthly accountancy closure is taking place and controlled, with due quality and on due time;

●In close collaboration with the coordination team, analyse and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action;

●Ensure all HR, administrative and financial reporting of the project (Homere and SAGA) monthly closure, sitreps, etc.

Implementation of preventive measures against abuse of power, gender-based and sexual violence (PSEA):

●Participate in training and awareness-raising sessions;

●Implement abuse prevention standards;

●Ensure that team members follow training and awareness sessions, and apply abuse prevention rules;

●Contribute to creating and maintaining a nurturing and protective environment.