Admin, finance and HR Manager Ukraine – M/W

ABOUT LA CHAÎNE DE L’ESPOIR

La Chaîne 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.

We work in 28 countries with a comprehensive approach, focusing on children, mothers and disadvantaged communities:

• Prevention and screening from an early age, particularly through school health programs.
• Care and surgery, to meet the most urgent needs of children and their mothers.
• Strengthening the medical and surgical workforce thanks to our international network of experts.
• Construction and equipment of hospital structures adapted to local needs.

CONTEXTE

La Chaîne de l’Espoir has been working in Ukraine since march 2022. The goal of La Chaîne de l’Espoir is to increase access to quality, medical and surgical care for Ukrainian population and wounded people. To date, La Chaîne de l’Espoir has supported 12 hospitals in the most affected oblasts (Mykolaiv, Kharkiv, Dnipro, Cherkasy, Lviv, Kyiv), providing 28 tons of traumatology kits, oral and injectable medications, operating room material and biomedical equipment. With its partner Mehad (ex UOSSM-Fr), La Chaîne de l’Espoir has provided training of health providers from all over the country in war medicine techniques (emergency ultrasound, surgery, psycho-trauma).

Given the evolution of the situation in the country La Chaîne de l’Espoir plans to continue its support to the hospital health system, especially to ensure better access to trauma and surgical care in the most affected oblast and newly accessible areas. La Chaîne de l’Espoir plans to assess the infrastructure needs (reconstruction/rehabilitation) of health facilities and provide technical feasibility study of structures if needed. La Chaîne de l’Espoir will also consider needs on paediatric emergencies during its intervention.

POSITION AND MISSION

Under the functional supervision of the HQ Financial Controller, the Admin, Finance and HR 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 management of the recruitment process of the national team, the administrative and legal files of the mission in compliance with the procedures of La Chaîne de l’Espoir and the donors. The Admin, Finance and HR manager works under the hierarchical supervision of the Head of Mission.

MAIN ACTIVITIES

1. Participate in the opening process of the mission in Ukraine

• Participates in the registration process, liaise with the local law firm in charge of the registration for the follow-up of the file and possible additional requests.
• Ensures the opening of the local bank account.
• Participates in the opening process of the representative office and the guesthouse, in coordination with the logistics department.

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

• Ensures that the accounts are entered according to internal rules and communicated to the HQ Financial Controller according to the established schedule, after validation by the Head of Mission.
• Is responsible for keeping the accounts and ensures that they are justified by the appropriate accounting documents.
• Ensures the proper maintenance and archiving of accounting and HR documents (journals, accounting vouchers, bank reconciliations, physical inventories, bank statements, HR files, etc.).
• 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.

1. Ensure the proper management of national human resources

Under the supervision of the Head of mission, the Admin, Finance and HR manager is responsible for the mission’s recruitment processes (validation of job descriptions, recruitment requests, selection grid, etc.).

• 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 Chaîne 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 Chaîne de l’Espoir’s HR policies (evaluates changes, monitors the evolution of the cost of living, etc.) and refers to the HQ HR officer.
• Participates in the decision to impose disciplinary sanctions or to terminate the work contract in conjunction with the Head of Mission.

1. 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.

1. 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 Chaîne 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.

TRAINING AND EXPERIENCE

• Degree in Finance or Accountancy will be appreciated
• At least 2 years of experience on a similar position in an INGO is necessary
• Experience in Ukraine is an asset
• Experience in HR management is necessary
• Experience in opening a mission will be appreciated

SKILLS AND ABILITIES

• 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
• French and English required, Ukrainian is an asset
• Adherence to the humanitarian principles and the code of ethics of La Chaîne de l’Espoir

CONDITION

• Expatriate position, 3 months contract
• Full time position, based in Ukraine (Kyiv)
• Salary: according to profile and experience + expatriate allowance
• Health insurance 50% covered by La Chaîne de l’Espoir
• Housing 100% covered by La Chaîne de l’Espoir

How to apply

Application to be sent by e-mail, no later than March 31 : CV and cover letter under Reference Admin finance and HR manager – Ukraine

Contact: [email protected]