Administration & Finance Manager — KYIV

90 000 — 100 000 ₴ According to experience

La Chaine de L'espoir

КиївЖилянська

В офісі/на місці

Повна зайнятість

Офіс з безперебійним інтернетом

Медичне страхування

Компенсація подорожей

CDE background

La Chaine de l’Espoir (CDE)

La Chaine de l’Espoir is an international Non-Governmental Organization (NGO) founded in 1994. Its mission is to strengthen health systems to give everyone, especially children, the same chances of survival and development. CDE works in 28 countries with a comprehensive approach, focusing on children, mothers and disadvantaged communities.

Since March 2022, La Chaine de l’Espoir has been implementing a project to support the Ukrainian health system to improve medical and surgical care for victims of the war and patients in general, in collaboration with the Ministry of Health (MoH), the Health Cluster co-led by the World Health Organization (WHO), and the health authorities at oblast levels. The initiative is a response to assessments conducted by La Chaine de l’Espoir's medical and biomedical team in coordination with relevant stakeholders.

La Chaine de l’Espoir mainly focused its activities in areas close to the frontline and newly accessible areas (Mykolaivska, Kharkivska, Dnipropetrovsk, Zaporizka) on the delivery of medical supplies including emergency traumatology kits, medicines and consumables, biomedical equipment (for endoscopy, intensive care, orthopaedics surgeries, radiology, operating theatre...), and war medicine training (more than 1000 health medical and paramedical staff trained)

La Chaine de l'Espoir has developed a global strategy to improve specialised medical care in orthopaedics, traumatology and paediatric cardiology. This strategy aims to fill the gaps identified in medical services, focusing on improving access to surgical equipment, providing advanced training for healthcare professionals (surgical damage control, orthopaedic surgery) and improving the quality of diagnoses for children and pregnant women with cardiac pathologies, in particular by taking advantage of telemedicine.

ROLE PURPOSE

Under the supervision of the HoM, the Administration & Finance Manager participates in the administrative and legal aspects of the opening of the mission, is responsible for the proper financial, accounting and budgetary management of the mission, as well as the administrative and legal files of the mission in compliance with the procedures of La Chaine de l'Espoir and the donors. He/she works under the hierarchical supervision of the Head of Mission.

Responsibilities & Duties:

Ensure the proper financial, budgetary and accounting management of the mission

Ensures that account books (cash and bank) are completed in accordance with internal rules
Ensures the proper maintenance and archiving of accounting and HR documents (journals, accounting vouchers, bank reconciliations, physical inventories, bank statements, HR files, etc.).
Is responsible for keeping the accounts and ensures that they are justified by the appropriate accounting documents.
Prepares Finance and HR documents to be submitted to the HQ Financial Controller for audit.
Monitors cash flow, supervises payments and is the contact person for the bank.
Ensures compliance with the expenditure commitment procedure and participates in the validation of purchasing files.
Ensures that an internal control system is in place for the mission, with the support of the HQ Financial Controller.
Participates in the analysis of budget monitoring, detects discrepancies, and proposes adjustments.
Support in the preparation of Monthly, Quarterly and Annual donor reports in accordance with the prescribed formats and reporting requirements.
Preparation of Monthly, Quarterly and Annual donor reports in accordance with the prescribed formats and reporting requirements.

Ensure the proper administration management of national human resources

Participates in the integration of all new employees, proceeds with their financial induction and ensures in particular that administrative, HR and financial procedures are explained and understood.
Ensures compliance with the Internal Regulations of La Chaine de l'Espoir on the mission.
Ensures the administrative management of the national staff, in particular the contractual management, the follow-up of attendance and absences, the constitution and updating of the personnel files as well as their archiving.
Is responsible for the validation of the database and payroll operations. Is responsible for the calculation and declaration of taxes and supervises the declaration and payments to the relevant organizations for employees.
Ensures the respect of the good working conditions of the employees and works in collaboration with the legal bodies of representation and consultation of the employees.
Participates in and monitors the definition and application of La Chaine de l'Espoir's HR policies (evaluates changes, monitors the evolution of the cost of living, etc.) and refers to the HQ HR Manager.
Ensures the proper archiving of staff individual files.
Participates in the creation and update of HR policies (internal regulations, salary grid, etc).
Collects and archives staff appraisal forms.
Collects timesheets of the team.
Participates in collaboration with the HOM, in the recruitment process (collecting job descriptions, posting job adverts, shortlisting, contacting candidates, organizing interviews, reference checks, etc).

Ensure the administrative management of the mission

Verifies and validates all contracts drawn up for the mission, with the support of the HQ Legal Advisor.
Verifies the modalities of taxation and tax exemption and, if necessary, introduce and follow up the request with the competent authorities
Ensures the administrative follow-up of leases, claims and insurance contracts.

Participate in the reporting and circulation of information

Sends internal and external reports to the HQ Financial Controller and to the Head of Mission, respecting the internal validation deadlines.
Ensures effective circulation of Finance and Human Resources information to the team.
Is responsible for the monthly update of the HR data base
In the field, represents La Chaine de l'Espoir with the administrative authorities for all HR and Finance issues (Bank, Labour Inspectorate...) at the base level.
Participates in the regional regulatory watch and reports to the coordination.
Participates in the HR Cluster with other International NGOs

Tasks and responsibilities are subject to modifications according to the needs.

JOB REQUIREMENTS:

Training/ Experiences:

Degree in Finance/Accountancy will be appreciated

Skills and abilities:

Fluent in English
French notion will be an asset
Rigor/precision
Autonomy
Ability to work within a team/good communication and listening skills
Perseverance and determination
Sens of initiative, ability to propose solutions
Informatic: Excel (good level required)
A previous experience in opening/closing mission would be an asset
Ability to deal with stressful situations
Autonomous, resilient and diplomatic
Adherence to the humanitarian principles and the code of ethics of La Chaine de l’Espoir

General Terms & Conditions:

CDE applies a 'zero tolerance' policy with regard to all misconduct affecting the professional credibility of its employees: CDE staff, partners (local or international) and service providers.

Safeguarding & PSEA:

CDE policies ensure the protection of children and vulnerable adults; protection includes any harmful activates that might put vulnerable in risk, sexual exploitation, injuries or any other kind of harm. We expect from our employees to show full commitment to all policies.

Accountability to CDE Policies:

CDE Ensures a transparent and fair competitive recruitment process for all applicants. At the same time, CDE expect from new employees to apply “no harm” principles and adhere to CDE policies and regulations in the areas of information confidentiality, Safety & Security, CDE reputation, and data protection.

Conditions: