UKRAINE - Finance, HR & Administrative coordinator M/W - Ukraine (2024)

DESCRIPTION OF THE ASSOCIATION

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.

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 and HR direction, the Finance, HR & Administrative Coordinator participates in the administrative and legal aspects 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. He/she works under the hierarchical supervision of the Head of Mission.

The Finance/HR/Admin Coordinator is responsible for managing accountancy, financial and budget related activities, processing human resources administrative tasks and handling procedures related to La Chaîne de l’Espoir agreement in Ukraine. The Finance/HR/Admin Coordinator ensures compliance with laws and regulations, La Chaîne de l’Espoir’ procedures, donors’ requirements and any other applicable regulation.

The Finance/HR/Admin Coordinator works under the management of the Head of Mission and will supervise one Admin and Finance Manager Officer based in Kyiv.

The Finance/HR/Admin Coordinator works under the technical supervision of the Financial Controller at the Headquarter in Paris, and in close coordination with, the accounting and institutional funding services, HR department and the programme Coordinator.

MAIN ACTIVITIES

Accounting management and monitoring

Manage the monthly accounting closure by submit bank and cash journals to the headquarter on monthly basis with the supporting documents;
Prepare treasury forecast for the country office, submit them for validation to the Head of Mission, and transfer them to the headquarter;
Control the eligibility of vouchers and supporting documents;
Control accounting entries and cost allocations;
Ensure that suppliers’ invoices and payments are properly followed.

Budget and financial follow-up

Participate in the elaboration of the operational project budgets, including all activities;
Prepare budget follow-ups and budget forecasts for projects on a monthly basis, activities and donor’s contributions (private or public);
Participate in the budget follow-up meetings with the Head of Mission and the support and technical field team
Assist in the budget revision exercise;
Know and master donor’s contract for relevant costs allocation and compliance with the regulations related to the budgets (with the support of the institutional funding service in headquarter).
Draft and consolidate qualitative reports, and participate in the elaboration of external reports (for donors, authorities, etc.) starting from projects’ and partners’ data.

Human resources and administrative management

Contribute to negotiate contracts (purchasing, rents, etc.) in coordination with the Logistics and Security manager and the Head of Mission.
Elaborate contracts, submit them to the Head of Mission and/or Logistics and Security manager, handle administrative follow-up, especially for the health insurance;
Establish and maintain individual personnel folders, for national and international staff, according to the national labour and tax laws as well as La Chaîne de l’Espoir procedures, including formalities linked to recruitment;
Elaborate monthly payroll and payslips, contribution declarations, taxes and any other formality related to income, rights and taxes, and submit them for validation to the Head of Mission;
In collaboration with the Head of Mission, handle all necessary procedures to ensure La Chaîne de l’Espoir compliance, especially with national laws and regulations, and all other regulations applicable within the framework of La Chaîne de l’Espoir’s activities;
Alert on any external regulation changes that may affect activities or La Chaîne de l’Espoir presence in Ukraine;
Ensure physical and digital archiving as per La Chaîne de l’Espoir standards, for all administrative and financial documents of the country office.

Others

Contribute in audit and control exercises, whether internal or external, as well as in the implementation of the accepted recommendations;
Collaborate with La Chaîne de l’Espoir lawyer in writing letters and synthesis. Eventually facilitate communication between La Chaîne de l’Espoir lawyer in Ukraine and La Chaîne de l’Espoir head office in France;
Submit to the Head of Mission regular and update information on achievements and challenges met.

TRAINING AND SKILLS

Training/ Experiences

A university degree in accounting, finance, business administration, or equivalent is required.
Minimum 2 years of work experience in a similar position, preferably within and international NGO.
Experience in Ukraine is an asset
Experience in HR management is necessary

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)

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

CONDITIONS

Expatriate position, 6 months contract, renewable
Starting date: July, 1st 2024
Full time position, based in Ukraine (Kyiv)
Salary: Fixed monthly gross salary from 2 600 €, according to profile and experience
Monthly per diem and living allowance: 725€
Leaves and R&R: 25 days of paid leaves per year, 5 days R&R at 3 months
Travel: round trip ticket flight beginning/end of contract
Housing: single room in a collective accommodation provided
Medical coverage with 50% of employer contribution
Medical evacuation and repatriation insurance covered
Death and disability insurance covered