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Administration coordinator (M/F) - Ukraine


For more than 30 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 40 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, combating HIV and reducing the harm and risks associated with drug use, crises and conflicts.

MdM is currently starting its operations in Ukraine. A number of exploratory missions have been undertaken in different areas of Ukraine in 2015. The most recent was in April 2015 to government and non-government controlled areas of Luhansk Oblast in order to assess population health needs. The mission focused on changes in availability of, and access to, healthcare due to the conflict, particularly for the most vulnerable populations including the elderly and those with chronic diseases. Based on the evidence gathered during this assessment MdM has decided to intervene to improve access and quality of health care services for vulnerable conflict affected populations in Luhansk Oblast, namely internally displaced persons (IDPs) and host communities in government controlled areas and civilians remaining resident in non-government controlled areas. A field team has been in place since 16 June 2015 in order to register MdM in country, to further develop the MdM response, and to build and maintain coordinating relationships with other key actors.

Following assessments done in April 2015, MdM is now implementing activities in Luhansk Oblast (GCA and NGCA) in order to:
•Restore access to primary healthcare services for displaced and host populations
•Improve specialized care for survivors of sexual and gender based violence for displaced and host populations
•Improving access to mental health and psychosocial support for displaced and host populations


As the Administrative Coordinator you are in charge of the overall management of HR and financial, accountancy, budgetary, administrative and legal’s 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.

Regarding the recent opening of the project, you will be particularly involved in organization of the administrative department, accountancy implementation, and support to the operational project. You will work in close collaboration with the technical advisers in HQ.

Accountancy, Budget planning & monitoring

-Are responsible for the accountancy, budget planning & monitoring of programs implemented in Ukraine

-Develop and implement the administrative procedures and guidelines and ensures it is updated with the evolvement of MDM and donors’ regulations, as well as Ukrainian laws.

-Are responsible for cash management & monthly fund request

-Supervise the accountancy and invoices & allowance payment

-Responsible for budget monitoring

Funding & donors

-Ensure when needed and by delegation of the General Coordinator the representation of MdM in front of donors

-Analyse funding opportunities for MdM projects

-Ensure appropriate follow-up of the current funding plan, as well as MdM commitments to donors

-In coordination with the General Coordinator, negotiate financial elements and prepare answers to contractual obligations fixed by donors

Personnel management

-Technically supervise the recruitment and management on the mission

-Monitor the administrative management of the national staff: application of MdM legislation; supervise the general HR administration; HR policy development; guarantee the MdM wage and appraisal policies implementation; ensure the confidentiality of HR information

-Monitor the administrative management of the expatriate staff: application of local legislation; participation in the definition of living rules and working conditions; supervision the constitution of individual files; arrival and departure briefings about the administrative and contractual aspect; supervision of different payments for expatriates;supervision of the respect of rules and procedures for expatriate management; follow-up of administrative aspects for expatriates with HQ

Team management of administrative staff: recruitment; technical support; regular appraisals; disciplinary measures when appropriate

Legal framework

-Regarding to the position of MdM in the country, establish all formalities could be required by the local authorities, within the times allowed

-Prepare the various contracts

-Check on the existence of a monitoring and archiving system of all documents and contracts

Communication; reporting Capitalisation and Filing

-Write a monthly admin report

-Participate to the weekly team meeting

-Set up or reinforce the archiving procedures and ensure a proper filing process for all official or legal documents

-Ensure that copy or original of all legal documents and contract are timely sent to Paris HQ


Status : Employee

Contract : Fixed-term contract Duration : 6 months

Starting date: 14/03

Single posting


Experience of 2 years minimum as administrator
Previous experience in opening of project is an asset
Experience in ex-USSR country is an asset
Accountancy background is an asset
Training capacity
Ability to work in unstable and volatile context

Good computer skills
Ability to take quick decisions according to the context in coordination with the team
Reactivity, anticipation, adaptability, capacity to take initiatives
Organizational skills
Good communication skills
Team spirit

Languages: English fluent; Russian and/or Ukrainian is an asset

You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.

Please apply via :

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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  • Organization: MDM - Médecins du Monde
  • Location: Kiev
  • Grade: Mid level
  • Occupational Groups:
    • Management, Administration and Finance
  • Closing Date: 2016-04-11

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