Admin Manager, Адміністративний менеджер

Medecins Sans Frontieres (MSF) is an independent international medical humanitarian organisation that delivers emergency aid in more than 60 countries to people affected by armed conflict, epidemics, natural or man-made disasters or exclusion from healthcare. Our strength lies in our teams, from health staff, to logisticians and administrative staff (nearly 68,000 team members).

MSF-Spain (OCBA) has been providing humanitarian, primary health care and psychosocial support to the population with mobile clinics in Ukraine since March 2022. Currently, the field team is working and implementing activities in in the cities of Poltava, Kharkiv, Kropyvnytskyi, Mykolaiv and surrounding areas. MSF-Spain has the following vacant position:

Title: ADMIN MANAGER

Place of Work: POLTAVA (Up to 50%) KHARKIV (Up to 50%)

Poltava-Kharkiv project is operating in two cities, therefore regular physical presence of FIN/HR Manager in Poltava and Kharkiv cities is required. Work travel expenses from one city to another and accommodation are covered by MSF.

Starting date in the position: as soon as possible

MAIN OBJECTIVE OF THE POSITION 

Planning, coordinating, and implementing HR, Admin and Financial activities and policies in the project according to legal obligations and MSF protocols, standards, and procedures in order to provide quality, reliable and transparent information to the organization on the use and allocation of resources in the project and to realize the HR capacity required to achieve project objectives.

 WHAT DO WE OFFER?

• Fixed-term contract 
• Full-time employment
• Stable and guaranteed salary
• Annual paid vacation of 25 working days
• Medical insurance for employees and their families
• Paid relocation package to the proposed place of work (in case of moving from one region to another for the purpose of employment)
• Individual development provided by MSF (trainings, courses in professional field, English language courses)
• Convenient office location and friendly team
• Working hours: Monday to Friday, 08:30-17:30, one hour lunch break (40 hours per week)

KEY RESPONSIBILITIES 

• In close coordination with the Project Coordinator (PC) and the HR Coordinator and Finance Coordinator, calculating, analysing and monitoring the project's HR and Financial operational needs and the associated 

• Planning, supervising, and ensuring the implementation of, in close coordination with the HRCo, the associated processes (recruitment, training, briefing, induction, evaluation, potential detection, development and communication) of the project staff. 

• Advising on set-up and updating the project's organizational chart and job descriptions and assisting 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

• Ensuring hiring, amendments, and contract termination formalities for employees at project level are according to local labour laws. Archiving and updating individual employee files, and informing them on their rights.

• Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculation of the project employees are correctly entered in Homere (HR Software)  in order to ensure on time and accurate salary payments.

• In close collaboration with the PC and HRCo, implementing the administrative procedures of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and MSF.

• Implementing circuits and workflows (management of cash boxes, transfers, , purchase procedures etc.) in order to anticipate expenses at project level and to optimize cash needs and its security.

• Implementing and supervising transactional procedures and systems to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place. 

• Being responsible for all movements and/or accommodation of staff in the Project.

Minimum qualifications & skills required. 

Education: Desirable, degree in finance, management (business, HR) or administration

Experience:

• Essential, working experience of at least two years in relevant and similar jobs.
• Desirable working experience with MSF or other NGOs

Languages: ENGLISH; UKRAINIAN.

Knowledge: 

• Essential computer literacy (word, excel, internet)
• Desirable HR and Financial MSF software (Homere, FFC, SAGA)

MSF is truly committed to a diverse, equitable and inclusive organization.   We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics. 

All interested candidates irrespective of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics are encouraged to apply for the vacancy!

HOW TO BECOME AN ADMIN MANAGER IN MSF-SPAIN?

There are three ways to apply:

1. Work in Likari Bez Cordoniv Spain (MSF, Spain). Vacancies — Work.ua
2. Work in MSF - Doctors Without Borders. Vacancies at MSF - Doctors Without Borders | robota.ua
3. Present a CV, educational records, work certificates and copy of ID card either to the HR Manager or by email to ( Відправити резюме )

Posting date: 25/09/2023

Closing date: 06/10/2023 or until we have enough applications.

A recruitment process includes:

1. Technical written or online test in our office.
2. Interview with HR Manager and Field Coordinator.
3. Voila! Job offer 

Please note that only short-listed applicants will be contacted.