Finance/Admin officer

• Under the hierarchical supervision of the FieldCo East, and the technical guidance of the Deputy General Coordinator Support the Administrative Fin/HR officer will be responsible of the following tasks: accountancy and reporting under Ukrainian standards and legislation; accountancy under MdM standards; administration and management of Human Resources; other administrative tasks on request.

• Day to day accountancy for Dnipro & Zaporizhzhia expenses (and Kharkiv expenses in the absence of Admin officer) through the MDM accountancy's software in accordance to the accountancy and budgetary framework and MDM written procedures.
• Execute and manage the migration of financial data from SAGA to UNIT 4 at field level.
• Ensure correctness on payroll calculations (at field level) and collaborate closely with Accountant CT
• In collaboration with Field Coordinator and CT, Prepare, organize and control payment of expenses related to the daily operations after verification that purchase procedures are respected.
• Verify all field expenditures are allocated correctly to each project during monthly budget monitoring and guarantee data reliability.
• Review budgets with the aim of gaining a clear understanding of budget guidelines and providing necessary support to Logistics and Program teams on cost allocation board.
• Support in preparation for field/mission internal and external audits, expenditure verification exercise by preparing the documents for review.
• Support the field coordinator to Disseminate and implement all new Finance related guidelines and procedures for compliance.
• Prepare and archive all necessary documents for accountancy in accordance with both MdM procedures and Ukrainian standards and legislation.
• Manage cash flow (advances and reimbursement of expenses) and security envelopes (if needed)
• Ensure a weekly check of the cashbox and Cash counts every Friday and last working day of the month.
• Prepare the forecast of expenses and monitor the expenses vs. the budget and highlight deviations when necessary.
• Collect and verify the accuracy of accounting documentation (invoices, supporting documents, etc.).
• Prepare all primary documents needed on request of Field or Finance Coordinator.
• Provide regular updates to supervisor on the work done during the various reporting period(s).

• In close coordination with the Field Coordinator East, provide support in planning, supervising and ensuring the implementation of HR and Administrative management of the project staff to ensure both the sizing and the amount of knowledge required: (recruitment, training, briefing, induction, evaluation, potential detection of development, internal communication, workplace discipline).
• Ensure that the team gets adequate knowledge and understanding about HR and administrative processes, rules and regulations. If needed, provide specific information and briefing sessions.
• Support the project line managers on HR processes; to improve staff capabilities, their end results contribution to mission goals and to boost their active participation and MdM Spain commitment.
• Advise on set-up and update the project's organizational chart and job descriptions and assist the FieldCo East, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts to forecast HR needs and to ensure HR availability for the project activities. Responsible for drafting the individual holidays orders of the team.
• In close collaboration with Fieldco East and FinCo, look for the best options to avoid and/or solve possible labor conflicts in the project (legal, inter person)
• Check payroll procedures, ensure that all data related to monthly salary calculation of the project national employees are correctly entered in the HR system (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), to ensure on time and accurate salary payments.
• Collect and dispatch personal documents in liaison with Country coordination team

• Provide Briefing to new staff members, related to Administration, Finance and HR rules and procedures
• Functions as a back-up for the counterpart of Kharkiv Base and vice versa in case of absence of one or the other: fluid communication and cooperation is required on a regular basis. Perform other additional activities that do not contradict this Job Description on request of line manager or technical referent.

• This position is nominally assigned to Zaporizhzhia however, Operations are currently situated at DNIPRO as a temporary Security measure.
• This list of activities is not exhaustive and may change depending on the situation

• Bachelor's degree in finance, HR or related fields.

• English: at least Intermediate level (written and oral) is desirable
• Ukrainian: fluent

• Experience in Accounting, Finance and HR at least 1 year, preferably with NGO/INGO
• Ability to work hard, quickly, under pressure, and with short deadlines.
• Ability to manage emergency situations and remain calm.
• Necessity to manage priorities and to adapt them daily according to the context.
• Flexibility to adapt to changing requirements and environment.
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Ability to listen and share decisions.
• Team player.
• Alignment with principles and ethics of MdM.

• Send CV + cover letter;

• Fixed term contract;
• Salary according to the MDM salary Grid 1650Euro gross;
• Medical insurance.
• Full -time job
• Location: Dnipro/Zaporizhzhia

Rabota