UKRAINE – Administration & Finance Manager – National Only At La Chaîne de l’Espoir

La Chaîne de l’Espoir background

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.

Since March 2022, La Chaîne de l’Espoir has been implementing a project to support the Ukrainian health system to improve medical and surgical care for victims of the war and patients in general, in collaboration with the Ministry of Health (MoH), the Health Cluster co-led by the World Health Organization (WHO), and the health authorities at oblast levels. The initiative, co-funded by the Centre de Crise et de Soutien (CDCS) of the French Ministry of Europe and Foreign Affairs, is a response to assessments conducted by La Chaîne de l’Espoir’s medical and biomedical team in coordination with relevant stakeholders.

La Chaîne de l’Espoir mainly focused its activities in areas close to the frontline and newly accessible areas (Mykolaivska, Kharkivska, Dnipropetrovsk, Zaporizka) on the delivery of medical supplies including emergency traumatology kits, medicines and consumables, biomedical equipment (for endoscopy, intensive care, orthopaedics surgeries, radiology, operating theatre…), and war medicine training (more than 1000 health medical and paramedical staff trained).

In 2024, La Chaîne de l’Espoir aims to fill critical gaps at the primary, secondary and tertiary levels of the Ukrainian healthcare system, with a particular focus on improving access to quality healthcare for trauma, cardiology and maternity departments. La Chaîne de l’Espoir is also working on improving availability of services to reduce risk factors for children with cardiac conditions, girls, newborns and pregnant women and aims to improve prevention for community members on children’s heart conditions and sexual and reproductive health. La Chaîne de l’Espoir’s intervention also aims to promote capacity-building among healthcare professionals regarding the health conditions of children (cardiology), adolescents and women of childbearing age, as well as detection methods and referral processes.

General objective of the position:

ROLE PURPOSE

Under the supervision of the HoM, the Administration & Finance 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 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.

Responsibilities & Duties:

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

• Ensures that account books (cash and bank) are completed in accordance with internal rules, and that all necessary documents are sent to the Program, Accounting and Financial Control departments at head office in accordance with 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.
• Support in the preparation of Monthly, Quarterly and Annual donor reports in accordance with the prescribed formats and reporting requirements.
• Preparation of Monthly, Quarterly and Annual donor reports in accordance with the prescribed formats and reporting requirements.

Ensure the proper administration management of national human resources.

• Participates in the integration of all new employees, proceeds with their financial induction, and ensures 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, particularly 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 Manager.
• Ensures the proper archiving of staff individual files.
• Participates in the creation and update of HR policies (internal regulations, salary grid, etc).
• Collects and archives staff appraisal forms.
• Collects timesheets of the team.
• Participates in collaboration with the HOM, in the recruitment process (collecting job descriptions, posting job adverts, shortlisting, contacting candidates, organizing interviews, reference checks, etc).

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.

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.
• Participates in the HR Cluster with other International NGOs

Tasks and responsibilities are subject to modifications according to the needs.

Training/ Experiences:

• Degree in Finance/Accountancy will be appreciated
• Minimum 2 years’ experience in a similar position

Skills and abilities:

• Fluent in English
• French notion will be an asset
• 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
• Adherence to the humanitarian principles and the code of ethics of La Chaîne de l’Espoir

Conditions:

• National position : 12 months
• Desired starting date : April 2024
• Full time position, based in Ukraine (Kyiv)
• Salary: according to profile and experience

General Terms & Conditions:

La Chaine de l’Espoir applies a ‘zero tolerance’ policy with regard to all misconduct affecting the professional credibility of its employees: La Chaine de l’Espoir staff, partners (local or international) and service providers.

• Safeguarding & PSEA:

La Chaine de l’Espoir policies ensure the protection of children and vulnerable adults; protection includes any harmful activates that might put vulnerable in risk, sexual exploitation, injuries or any other kind of harm. We expect from our employees to show full commitment to all policies.

• Accountability to La Chaine de l’Espoir Policies:

La Chaine de Espoir ensures a transparent and fair competitive recruitment process for all applicants. At the same time, La Chaine de Espoir expect from new employees to apply “no harm” principles and adhere to the policies and regulations in the areas of information confidentiality, Safety & Security, La Chaine de l’Espoir reputation, and data protection.