Project Administrator – Mykolaïv – Ukraine – M/F

THE ALIMA ASSOCIATION

ALIMA’S SPIRIT: ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals. We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.

Our CHARTER defines the VALUES and PRINCIPLES of our action:

1. Putting the Patient First
2. Revolutionizing humanitarian medicine
3. Responsibility and freedom
4. Improve the quality of our actions
5. Placing trust
6. Collective intelligence
7. Environmental liability

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender and sexual violence as well as towards inaction in the face of alleged or proven acts of violence. The protection of those benefiting from and impacted by our intervention is our top priority in everything we do. Everyone collaborating with ALIMA is committed to:

• Respect the charter, the code of conduct, the institutional policies including the policy of protection against abuse of power and sexist and sexual violence, the policy of prevention of corruption and fraud;
• Report any violation of the policies, framework documents and procedures to a superior or to a referent.

CARING – INNOVATING – TOGETHER: Since its creation in 2009, ALIMA has treated more than 10 million patients and today deploys its operations in 12 African countries. In 2021, we developed more than 60 humanitarian medical response projects to meet the needs of populations affected by conflicts, epidemics and extreme poverty. All of these projects are carried out in support to national authorities through nearly 357 health facilities (including 45 hospitals and 312 health facilities). Whenever possible, we work in partnership with local NGO’s to ensure that our patients benefit from the best and most relevant expertise wherever it is, whether within their own country or in the rest of the world. In addition, to improve the humanitarian response, we are carrying out operational and clinical research projects particularly in the field of the fight against malnutrition and viral haemorrhagic fevers.

ALIMA’S TEAM: more than 2 000 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from coordination teams generally based in the intervention countries’ capitals. They receive support from the 4 desk teams and the emergency and opening service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working to raise funds and represent ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams working on behalf of other organizations such as medical NGOs BEFEN, ALERTE Santé, SOS Médecins / KEOOGO, AMCP, research organizations PACCI and INSERM, Bordeaux or Copenhagen Universities, the INGO Solidarités International and many others.

COUNTRIES WHERE WE WORK: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, Sudan, Mauritania, Ukraine and Ethiopia.

THE WORK WE DO covers: Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), Research, Hospitalization, Emergencies, Gender Based Violence, Vaccination, Mental Health.

ALIMA in UKRAINE

We will focus our efforts in the South of 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 propulation affected by the war in this area through 4 axes:

• Reduce the morbidity and mortality associated with chronic diseases and communicable diseases among the isolated population in Mykolaiv Oblast
• Reduce the mental health burden through psychological care in Mykolaiv Oblast
• Support hospitals in delivering trauma and intensive health care in Mykolaiv City
• Ensure a rapid response mechanism to deliver health care support to affected population

PROTECTION OF BENEFICIARIES AND MEMBERS OF THE COMMUNITY

Level 2: The jobholder will be in a “regulated” position (accountant, lawyer, legal executive, etc.); therefore, a criminal record check will be required.

POST TYPOLOGY, FUNCTIONAL AND HIERARCHICAL LINKS

Mission Location: Mykolaiv, Ukraine

Management lines: The Project Administrator:

• Reports directly to the Project Coordinator
• Refers technically to the Finance and Human Resources Coordinator
• Collaborates with the other Coordinators and the project teams

MISSION AND MAIN ACTIVITIES

The main function of the Project Administrator is to put in place the component parts of the resource management system.

He/she is responsible for managing the staff administration (contracts, employees’ files, work attendance, payroll), controlling spending commitments against the procedures of the association, monitoring the financial means raised for the project (expenditure monitoring, accounting, budget monitoring and review, follow-up of tables of allocations per donor), as well as implementing financial and HR management tools.

Under his/her various areas of responsibility, the Project Administrator will be in charge of ensuring:

• Compliance with the ALIMA rules and procedures applicable to the country;
• Smooth functional organization of the project resources;
• Monitoring of the use of the resources (expenditure and spending commitments);
• Adequacy in terms of number, skills and allocation of human and administrative resources.

Main responsibilities:

• Advise the Project Coordinator on set up (org chart), and together with the FINHRCO, update the project’s organizational chart and job descriptions;
• In close coordination with the Project Coordinator, FINHRCO calculate the HR operational needs and the associated budget, in order to efficiently ensure the required sizing and capabilities of the mission, and to facilitate budget following-up;
• Ensure hiring, carrying out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance;
• Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs, and to ensure HR availability for the project activities;
• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.) and incentives payments, in order to ensure on time and accurate salary payments;
• Under the supervision of the FINHRCO, ensure indexation process of national staff salary grids, in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites;
• Support, in close coordination with the project team, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals;
• Plan and supervise, in close coordination with the FINHRCO, the associated processes (recruitment, training/induction, evaluation, potential, detection, development and communication) of the staff under his/her responsibility, in order to ensure both the sizing and the amount of knowledge required;
• Together with the Project Coordinator, support the line managers in implementing the internal communication policies, in order to boost staff active participation, and ALIMA commitment;
• In close collaboration with the coordination team, apply the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and ALIMA;
• In close collaboration with the coordination team, look for the best options to avoid and/or solve possible labour conflicts in the project;
• Follow up all movements and/or accommodation of staff in the mission;
• Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at capital and project level, and to optimize cash needs and its security;
• Implement and supervise transactional procedures and systems, in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place;
• Ensure that monthly accountancy closure is taking place and controlled, with due quality and on due time;
• In close collaboration with the coordination team, analyse and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action;
• Ensure all HR, administrative and financial reporting of the project (Homere and SAGA) monthly closure, sitreps, etc.

Implementation of prevention measures against abuse of power, gender-based and sexual violence:

• Participate in training and awareness-raising sessions;
• Implement abuse prevention standards;
• Ensure that team members follow training and awareness sessions, and apply abuse prevention rules;
• Contribute to creating and maintaining a nurturing and protective environment.

EXPERIENCE AND SKILLS

• University degree in Finance, Administration and Human Resources
• Minimum 2-year experience in Finance & HR management
• Experience with medical international NGO, an asset
• Perfect knowledge of MS Office package, especially Excel & Word
• Knowledge of Saga (Finance software) & Homere (HR software) is an asset

Behavioural Skills:

• Strong interpersonal skills, team work;
• Strong communication skills;
• Ability to work on own initiative and adaptable to changing needs and situations;
• Flexible, patient and adaptable to a changing environment;
• Ability to work under pressure with numerous deadlines, etc.

Languages:

• A good command of oral and written English is essential;
• French is an asset.

CONDITIONS

Contract term: contract under French law, 3 months

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
• 2.08 days off per month
• Daily per diem
• 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