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PROJECT ADMINISTRATOR - MYKOLAIV - UKRAINE - M/F

Ukraine

  • Organization: ALIMA - Alliance for International Medical Action
  • Location: Ukraine
  • Grade: Mid level - Mid level
  • Occupational Groups:
    • Project and Programme Management
  • Closing Date: Closed

ALIMA in UKRAINE

We will focus our efforts in the South of Ukraine to provide emergency primary health care and support to hospitals in the war zone of Mykolaiv Oblast and around. The main objective is to reduce the motality and suffering among the population affected by the war in this area through 4 axes:

• Reduce the morbidity and mortality associated with chronic diseases and communicable diseases among the isolated population in Mykolaiv Oblast;
• Reduce the mental health burden through psychological care in Mykolaiv Oblast;
• Support hospitals in delivering trauma and intensive health care in Mykolaiv City;
• Ensure a rapid response mechanism to deliver health care support to affected population.  

MISSION LOCATION: Mykolaiv, Ukraine.

FUNCTIONAL AND HIERARCHICAL LINKS

Reports directly to the Project Coordinator;
Refers technically to the Finance and Human Resources Coordinator;
Collaborates with the other Coordinators and the project teams.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 2: The jobholder will be in a "regulated" position (Accountant, Lawyer, Legal Executive, etc.). Therefore, a criminal record check will be required.
MAIN MISSIONS:
The main function of the Project Administration Manager is to put in place the component parts of the resource management system. He/She is responsible for managing the staff administration (contracts, empoyees'files, work attendance, payroll), controlling spending commitments against the procedures of the association, monitoring the financial means raised for the project (expenditure monitoring, accounting, budget monitoring and review, follow-up of tables of allocatons per donor), as well as implementing financial and HR management tools.

Under his/her various areas of responsibilit, the Project Administration Manager will be in charge of ensuring:
• Compliance with the ALIMA rules and procedures applicable to the country;
• Smooth functional organization of the project resources;
• Monitoring of the use of the resources (expenditure and spending commitments);
• Adequacy in terms of number, skills and allocation of human and administrative resources.

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.

EXPERIENCE AND SKILLS

  • Training:

    University degree in Finance, Administration and Human Resources

  • Experiences:

    Minimum 2-year experience in Finance & HR Management

    Experience with medical international NGO is an asset

    Perfect knowledge of MS Office Package, especially Excel and Word, and Knowledge of Saga (Finance software) & Homere (HR software) is an asset

  • Behavioural Skills:

    Strong interpersonal skills, team work

    Strong communication skills

    Ability to work on own initiative and adaptable to changing needs and situations

    Flexible, patient and adaptable to a changing environment

    Ability to work under pressure with numerous deadlines

  • Languages:

    A good command of oral and written English is essential

    French is an asset

CONDITIONS

  • Contract term: contract under French law, 3 months

  • Desired start date: ASAP

  • SalaryDepending on experience + Per Diem

  •        ALIMA pays for : 

         ●Travel costs between the expatriate's country of origin and the mission location

         ●Accomodation costs
    2.08 days off per month
    Daily Per Diem

         ●Medical cover from the first day of the contrat to a month after the date of departure from the mission country for the employee and their dependents

         ●Evacuation of the employee

DOCUMENTS TO BE SENT

  • To apply, please send your cv and cover letter to our page.

  • Applications are processed in the order in which they are received. ALIMA reserves the right to close the offer before the initial deadline if an application is accepted. Only complete applications (CV in PDF format + cover letter in PDF format) will be considered.

  • Female candidates are strongly encourages to apply.

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This vacancy is now closed.
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