Finance and HR Coordinator - Ukraine - M/F

--ALIMA Ukraine--

ALIMA in Ukraine

We will focus its effort in South Ukraine to provide emergency primary health care and support to hospitals in the war zone of Mykolaiv Oblast and around. The main objective is to reduce the mortality and suffering among the population affected by the war in this area through 4 axes:

        Reduce the morbidity and mortality associated with chronic disease and communicable diseases among the isolated population in Mykolaiv Oblast

        Reduce mental health burden through psychological care in Mykolaiv Oblast

        Support hospitals to deliver trauma and intensive health care in Mykolaiv City

        Ensuring a rapid response mechanism to delivered health care support to affected population

MISSION LOCATION : Odessa

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 2: either the jobholder will have access to personal data concerning children and/or vulnerable adults in the course of his/her work, or he/she will occupy a "regulated" position (accountant, lawyer, legal executive); therefore, a criminal record check or a certificate of good conduct will be required. In situations where it is impossible to provide a criminal record or a certificate of good conduct, a declaration on honour will be requested.

FUNCTIONAL AND HIERARCHICAL LINKS

He/she reports to the Head of Mission (line manager), or to the Finance Desk.

He/she manages administrators, supervisors and assistant administrators in coordination and in the field, accounting managers, archivists.

He/she works in close collaboration with the coordinators (medical, logistics and projects).

MISSION AND MAIN ACTIVITIES

The COFIRH supports the capital and project coordinators in all matters related to the financial and administrative management of all projects that make up the country mission. He/she guarantees the proper management of funds and their transparency by ensuring the accounting and financial management of the mission in accordance with the ALIMA management framework and local legislation.

1.       Budget management

        Contribute to the definition of the mission's strategy by developing the mission's budgets and budget amendments

        Consolidate and carry out budgets, in collaboration with the Coordinators (monthly general and specific)

        To elaborate the budgetary follow-ups intended for the headquarters and the members of the country and project coordination, in order to draw their attention to the possible under- and over-consumption of the budget

        Produce financial reports for donors so that they can be validated by the head office within the deadlines set out in the funding agreements.

        Be the focal point for our donor audits at the mission level in conjunction with Alima's internal audit department. Prepare the documentation, control its content and alert if necessary. 

2.       Accounting

        Ensure the existence of and compliance with financial and accounting resource management rules in the country

        Supervise and oversee the accounting system to ensure transparency, completeness of financial information, compliance with procedures and legibility of expenditures.

3.       Cash management

        To ensure that the necessary and sufficient level of cash is always available for the smooth running of operations with maximum control of security and operational risks

        Ensuring compliance with species management procedures on its mission

        Ensure the archiving of the mission's accounting documents

4.       General management of resources

        Put in place the necessary elements to monitor the use of material resources

        Participate in the development of the mission's procurement framework (procurement plan)

5.       Institutional funding

        Ensure compliance with commitments made to institutional donors (regular meetings, monthly financial monitoring, reports, recommendations, etc.)

        Respect of the procedures of the lessors

        Ensure the proper management of the mission's human resources in accordance with ALIMA's administrative management framework and local legislation. To this end, act as ALIMA's representative to the administrative authorities (Labor Inspectorate, Lawyer, Social Security, Taxes, etc.)

        Define, adapt, plan and oversee the implementation of the mission's human resources policies, ensuring that they are in line with the context, local legislation and operational issues.

        Contribute to the definition and implementation of the mission objectives, particularly with regard to the aspects related to team sizing, the required HR profile and capacity, and the strengthening of staff skills in order to effectively achieve the mission objectives.

        Be the focal point and advisor for HR issues to the mission's managers

  1. Administrative management of the mission, legal watch 

      Ensure the updating of legal documents for the proper functioning of ALIMA

      In collaboration with the other members of the coordination team, notably CDM, ensure the annual registration of lease agreements and the terms of contracts for coordination houses and projects

      Ensure the legal monitoring of the mission by creating and maintaining a network of relevant information, in particular on labor and tax legislation

      Ensure compliance with laws and regulations within the mission in its areas of responsibility (labor law, social and tax legislation, etc.)

      Contribute to the definition, validation, update/revision and ensure the application of HR management documents, procedures and policies on the mission (internal regulations, work contracts, recruitment policies...)

      Follow-up of bonus or incentive personnel

  1. Administrative Management of Human Resources

    1. Recruiting

      Ensure the rigorous application of the recruitment policy on all bases and applied to all positions (from the definition of the need to the archiving of recruitment files)

      Train the Project Administration Managers (PAMs) in ALIMA procedures, best practices and recruitment techniques

      Participate in the recruitment process for base managers (HR validation)

      Participate in the recruitment process of the ETAMs of the bases on request of the CP and/or the RAP

      Provide RAPs and team leaders with recruitment tests when required or advised and requested

      Provide RAPs with a general induction of ALIMA and the mission, support the updating of the project section and ensure that each staff member benefits from this induction

      Provide induction for all HQ or coordinated managers and for all positions at level 12 and above

      Ensures that each new employee recruited to the base is briefed on the internal regulations, the code of conduct, the anti-fraud policy and the policy for the prevention of harassment and sexual and gender-based violence

      Ensure that the induction process is understood by stakeholders and implemented on the mission (coordination and baseline).

b.      Work contract and follow-up

      Ensure that personnel files are complete and maintained in electronic format

      Implement efficient contract monitoring tools and ensure that RAPs use them (monitoring of contract dates, leaves, etc.)

c.       Payment of salaries, taxes and social contributions

      Oversee the use of the payroll software and train RAPs on their responsibilities

      Validate payrolls each month for each base

d.      Life and team composition

        Support the organization of monthly staff meetings

        Participate in staff representative / coordination meetings

        Participates in the resolution of work conflicts in collaboration with project coordinators, RAPs and team leaders


  1. Operational management of Human Resources

        Support project coordinators and department managers in defining the composition of their teams

        Update and share mission organization charts with the bases, coordination and headquarters on a monthly basis

     Participates in the elaboration of the mission's budgets for the HR part (organization chart, salaries, bonuses...), international transport, rent.

  1. Quality management of personnel

a.       Job Profile - Performance Objective Plan - Review

      Provide RAPs and team leaders with standard job profiles

      Ensure that updated job profiles are available for each employee and that each employee has read and signed them, support the RAPs and team leaders in case of blockage

      Train team leaders in the use of POP documents and reports

      Verify that team leaders set goals at the beginning of the period and complete staff reviews at the end of the period

      Analyzes personnel reviews from a career path perspective

 

b.      Training and capacity building

      Contribute to the identification of training needs for the mission's staff

      Compile all training needs annually and develop an annual training plan for the mission

      Be proactive in identifying sources of funding for training, and in identifying collaborations with other NGOs and training organizations in the country

      To be responsible for the organization of training taking place in the coordination or in the city of the coordination

      Propose and anticipate the secondment of personnel to other ALIMA missions

      Accompany the capacity building of all employees in support of team leaders

      Collect data related to the training provided in the field and propose an analysis of these data

      Apply post-training monitoring and evaluation methods to measure impact

      Ensure the link with the Head of Training at headquarters

  1. Specific management of international staff

    1. Administration

    In liaison with the administrative department in Dakar, ensure the administrative follow-up of the international staff: arrival and departure dates, paid leave, passports, visas and airline tickets

      In collaboration with the Admin/HR Manager, ensures the renewal of expatriate visas, security visas and/or any other legal documents required by the police and the Ministry (Agreement, Convention with the Ministry of Trustees, Request for Entry Authorization...)

      Monitor contract dates and bring to the attention of line managers at least 3 months in advance

    Ensures the constitution of the files of the internationals and provides the necessary documents for those who do not have them (ALIMA card, mission order, residence permit...)

    1. Recruitment and follow-up

      Support the mission leader and the project coordinators in the planning of the breaks and provide a monitoring tool

      In collaboration with the administrators, alert for interim and final reviews

      Ensures the transmission of the end-of-assignment reports to the HR referent of the

      Supports the Head of Mission in the management of human resources of expatriate personnel (conflict management, anticipation of recruitment, drafting of job profiles, etc.)

  1. Team management and animation

     Set up a finance department to coordinate in a spirit and operation that guarantees synergies between services. Promotes the exchange of best practices within and between departments.

      Define job profiles and performance objective plans for team members with a view to developing skills. Participates in the reviews of his/her team in a career path approach and participates in the reviews of the project administrative managers (RAP)

       Make training and job changes possible by strengthening their skills and developing their autonomy

       Propose and anticipate secondments to other ALIMA missions

     Identify the skills that team members need to acquire in order to master their positions and organize training to reinforce them OR Ensure that the organization's needs match the know-how and motivations of its employees

       Embodies and transmits values, ensures compliance with the code of conduct and institutional policies, the state of mind and expected individual and collective behaviors

       Organize and facilitate team meetings

12.   Implementation of preventive measures against abuse of power, gender-based and sexual violence, fraud and money laundering

        Participate in training and awareness sessions

        Provide ongoing training to all staff on the anti-fraud policy

        Apply standards for abuse prevention

        Ensure that team members attend training and awareness sessions and follow abuse prevention rules

        Contribute to creating and maintaining a nurturing and protective environment

This job description is not exhaustive and may be modified as the mission evolves.

Experience and Skills

  • Experiences

           Bac + 5 in Management, Finance, Accounting, business school or equivalent

        Previous experience in the humanitarian field, in the position of Finance and Human Resources Coordinator and/or Human Resources Coordinator

            Experience in emergency and degraded security contexts strongly preferred

            Knowledge of humanitarian donors

            Computer skills, including advanced level of Excel and GSuite

    Qualities of the candidate

            Professional rigor

            Discretion

            Calm, excellent stress management and composure

            Very good communication and listening skills

            Experience in team management and supervision

            Ability to adapt

            Excellent comprehension skills

            Training and coaching skills

            Analytical and critical thinking skills

            Organizational skills, rigor and autonomy

            Writing skills

            Excellent computer skills (Word, Excel...)

            Knowledge of HOMERE software

            Ability to prioritize and work under pressure

            Ability to adapt and diplomacy

            Ability to work in a team in multicultural contexts

            Training and coaching skills

    Languages

            Fluency in French (oral and written) essential

            Fluency in English is an asset

Conditions

  • Contract term:

          Contract term: contract under French law, contract length: 6 weeks.

          Position to be filled: ASAP

          Salary:  depending on experience + per diem

     

    ALIMA pays for:

          travel costs between the expatriate’s country of origin and the mission location

          accommodation costs

          medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee

          evacuation of the employee

How to apply

  • To apply, please send your CV and your answers to our job page.

     

    Applications are processed in the order of arrival and we reserve the right to close the offer before the term initially indicated if a good application is successful. Only full applications will be taken into account. Only accepted applications will be contacted.

    Female candidates are strongly encouraged to apply.