Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity.

Today, PU-AMI is intervening in 23 countries in Africa, Middle East, Caucasus, and Asia to cover the needs of populations affected by conflict, natural disasters or economic crises.

As vulnerable populations (IDPs and persons living in conflict affected areas) are facing difficulties to access food and other basic needs in the East of Ukraine. PU-AMI is willing to launch a cash-based intervention in Kostiantynivka supporting conflict affected population in accessing food. In addition, PU-AMI wishes to support the hospital canteens in Horlivka in covering the food needs of vulnerable inpatients.

                                             OVERALL MISSION

Under the direct supervision of the Administrative & Financial Coordinator, the Administrative Officer supports the Administrative & Financial Coordinator in implementing and supervising all the activities related to human resources, finance and administration. He/she temporarily takes on the basic tasks of the Administrative & Financial Coordinator in his/her absence.

RESPONSABILITIES & MAIN TASKS

1.      HUMAN RESSOURCES

                        Administrative management & follow up

-         To be responsible for staff internal files: contracts and supporting documents and follow-up of any updates (dates, position, monthly allowance, payment details, etc)

-         Keep an organization chart up to date

-         To keep track of the days off for the national staff and to make sure the process is respected;

-       To prepare monthly payroll

-       To issue pay slips and supervise payment of salaries after approval by the Admininitrative and Financial Coordinator

-       To calculate, pay and record taxes and duties

                  Participate in Human Resource management

-         To assist in the recruitment process and in evaluating the members of the admin team.

-         To ensure or assist with training policy

-         To support the base on the HR procedures and tools application

-         To participate in elaboration of rules and procedures

-         To follow the evaluation/appraisals deadlines and inform the managers accordingly;

                 Participate in management of recruitment

-         To ensure that the recruitment policy is implemented and respected

-         To ensure that all the recruitement documents (selection  grid, comparative table, technical tests) are available in all the files

-         To participate in the recruitment process of national staff when needed

-         To manage the database of resume

-         To prepare integration of new employees

2.      FINANCE

Treasury & Cash follow-up

-         To supervise physical maintenance and safety of cash box and report any discrepancies to superior

-         To manage the petty cash and prepare bank transfers

-         To do and follow up pay-outs and advances, within established guidelines

-         To keep the registry of pay-outs and the cashier’s register

-         To prepare and validate any checks done at base and mission level

-         To make necesssary payments to supplier and monitor due dates for payments of contracts

-         To check, before making any payment, that the accounting records are compliant with PU-AMI regulations and procedures.

-         To exchange currencies at request of superiors

Finance management

-         To participate in the consolidation of budget follow ups and cash forecasts at base and mission level

-         To support the base on financial procedures and tools

-         To follow the regulations in terms of taxation

-         Participate in audits or any checks issued by partners or head office, at the base level

-         To record budgetary transfers and make necessary changes in archives.

Accounting management

-         To check, before recording any entry, that the invoices and records are compliant with PU-AMI regulations and procedures

-         To translate accounting documents if needed

-         To record all expenses in the excel sheet on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code etc…)

-         To prepare monthly closing, revision and integrity of accounts

-         To issue vouchers, and to properly archive invoices and SAGA vouchers

-         To support the base on the accounting procedures and monthly closure

 3.      GENERAL ADMINISTRATION

-          To help the Admininitrative and Financial Coordinator through all procedures with administrative authorities

-         To represent Admininitrative and Financial Coordinator when needed

-         To translate documents if needed

-         To be responsible for archiving all finance, HR and administrative documents according to PU-AMI procedures

-         To keep updated on legislation changes regarding HR, Finance and Administrative issues

-         To guarantee confidentiality of all HR and Finance data

-         To record minutes of meetings when asked by superiors

QUALIFICATIONS

• Language Skills: Fluent in Ukrainian, Russian and English, (speaking/reading/writing).
• Education Degree:  University degree in Human Recourses, Finance or related field.
• Work experience: Minimum 2 years experience in a similar position (NGOs/private companies)
• Knowledge & skills: Good comprehension of administrative legislation, Good analytical and writing skills
• Computer skills: Excellent in Excel, Good knowledge of other MS office software including Word and Outlook.
• Other:

-         Knowledge of humanitarian actors

-          Good management and pedagogical skills

 Assets

• Interest:

-       Work in relief sector

-       Strong motivation to help people in needs

-       Management/capacity building

• Transversal skills

-         Honest and trustworthy

-         Reliable, rigorous and well organized

-         Neutrality

-         Motivated and dedicated to his/her job

-         Ability to take initiative to deal with difficulties encountered in daily work

-         Ability to adapt or change priorities according to the changing situation within a mission or the organization itself

-         Autonomy, hard worker

-         Able to manage stress and pressure

-         Able and willing to learn to extend his/her scope of work

-         Able to manage priorities

HOW TO APPLY?

Interested candidates should submit their CV and cover letter including at least 2 reference contacts.

Deadline: 20.04.15

The position must be clearly indicated on the application. Only candidates who meet the selection criteria will be contacted.