FIN/HR Assistant in Medair Ukraine

- Control that financial documents are kept in full both in paper and scanned copies.

F) Training

- Acquaintance of new employees with the work of financial of the department (PDF completion, correct understanding of the Chart of Accounts).

Activities related to human resources

G) Payment processing

- Responsible for maintaining an efficient and accurate personnel record keeping system that facilitatesretrieves documents and information when necessary.

- Develops and maintains a reliable work tracking system, continuously updates it and provides information to HRM and Deputy HRM for changes.

- Creates personal files for new employees and ensuring the availability of all necessary documents in the personal file

- Timely processing of information for Medair employee IDs

H) Contract management

- Ensuring the availability, accounting, proper signing of all contracts and other contractual agreements, as well as monitoring their implementation if necessary. 

- Proactively track copies of contracts and any other documents affecting wages (notices of contract termination, dismissal documents)

- Track feedback on employee interviews, which are released.

I) Audit Support Function

- Responsible for providing supporting documentation and managing any audit processes that may be required by the management in accordance with the requests of donors. For example: ECHO, OFDA, CHF, etc.  Maintain files, scan and provide auditors with all necessary documents.

 J) Delegated Authority

- Maintain and ensure confidentiality of employee information

- Collaborate with relevant colleagues to ensure timely management of HR processes

- Monitor that all employment practices for nationally recruited staff are in line with local labor laws legislation

WISHES FOR THE CANDIDATE:

QUALIFICATION / EXPERIENCE:

Professional qualification - diploma in the field personnel management, administration or finance/accounting, business administration, management. Diploma in HR or Business Administration PREFERRED. Certified accountant.

Work experience - 1 year in the field of finance or personnel management and/or administrative/archival experience, preferably in an NGO; 2+ years of experience in finance and HR would be an advantage. Work experience in the field of logistics - 1 year in an NGO.

Languages - confident command of English (oral and written), fluent Ukrainian with good knowledge of grammar (oral and written)

IT - Ability to work with the Microsoft Office package, including Outlook, Word and Excel. DESIRED - Experience with accounting and logistics packages, payroll software.

SKILL

Motivation- desire to serve others, high motivation. DESIRABLE Compassionate, goal-oriented, energetic, independent, enthusiastic, energetic.

Teamwork - Team player but also able to work independently, good interpersonal and conflict resolution skills, can well to work in a multicultural team, decisive and self-confident character. DESIRED Ability to encourage, support.

Adaptability - Ability to work under pressure and manage personal stress level, creativity, openness, flexibility, self-learning ability; good understanding of cross-cultural issues; the ability to work in multitasking mode, keep cool under pressure, think ahead and work on time; "can do", positive attitude and flexible approach; ability to work confidentially at all times.

Technical Expertise - general administrative experience with proven success in demonstrating attention to detail, written and communication skills. Ability to solve problems. Commitment to best practices. Successful experience working with detailed processes and procedures.

Management and Leadership - Good communication and leadership skills

Work Attitude - attention to detail, organized, neat , purposeful, with an analytical mindset, able to support others, a team player.

Other qualities - Honest, reliable

MEDAIR BRANCH IN UKRAINE strives to create diverse and inclusive workplaces and is an equal employment opportunity employer. For more detailed information, please contact us.

OVERALL PURPOSE

Working as an important member of a diverse team committed to serving the world's most vulnerable with practical and compassionate care, the Finance and Human Resources Assistant (FHRA) is responsible for supporting the Finance and Human Resources Departments.

With regard to Finance, the FHRA will ensure accurate and timely processing of payments and preparation of accounting as per generally accepted accounting principles records (cash book, banking and receipts) for good corporate financial management. On a day-to-day basis the FHRA carries out a variety of accounting functions required to ensure the financial needs of the Ukraine response program are met and that all financial transactions are carried out and recorded with integrity and in accordance with donor, HQ and field guidelines.

With regard to HR, the FHRA, under the overall guidance of the Human Resources Manager, will support the HR Department in ensuring effective and efficient delivery of HR services in the Office with high quality, accuracy and consistency. The FHRA will be responsible for promoting client and result-oriented approaches consistent with Medair's strategic objectives of People-to-People. The FHRA will interpret and apply HR policies, rules and regulations, implement internal procedures in recruitment, filling, auditing, facilitation of travels.

PROJECT OVERVIEW

Multi-sector relief program including: provision of Primary Health Care, Nutrition, Health and Hygiene Promotion, Water and Sanitation and NFI & Emergency Shelter distributions across fixed and emergency response locations throughout Ukraine. The goal is to assist in reducing morbidity and mortality in vulnerable communities in Ukraine.

FUNCTIONAL LINKS

Internal:
 Finance Manager, HR Manager, Project Support Manager, Sr. FIN and HR Officers, FIN and HR Officers, Logistic Officers, Accountants, Project Managers, Project Coordinators, all national staff members and other Medair staff as necessary.

External:

Local suppliers, transfer agents, local authorities, counterparts in other NGO’s, auditors and administrators in HQ.

RESPONSIBILITIES and MAIN ACTIVITIES:

General

• To uphold Medair values and to contribute to the wellbeing of the team as an active member.

FINANCE RELETED ACTIVITIES

A) Payment processing

• Timely processing of payment voucher.
• Submit payment vouchers for approval, and ensure receipts are properly attached as evidence of acknowledgement by vendors/suppliers.
• Provide liaison to financial agents on all matters related with cash delivery to the office. 
• Correctly and properly reference and file payment vouchers with no duplications.
• Adhere to Medair Procedures, Policies, Finance and procurement Manual when processing payments. 
• Follow up to ensure cash advances are accounted for and expenses recorded on a timely basis as in the finance manual.
• On daily, weekly and monthly basis do cash reconciliations for all safe accounts to ensure all payments reconciles with the ledger.

B) Cash Management

• Maintain adequate cash (if applicable), the office should not run out of cash at any time.
• On daily, weekly, monthly and yearly basis ensure that cash count is done and reconciled to the ledger.
• Prepare weekly cash flow needs forecasts for the location, with input from the logistics and programs team..

C) Audits & Internal Control

• Play active role in maintenance of internal controls by ensuring laid down procedures are followed and Zero tolerance to Fraud is adhered to.
• Audit recommendation affecting area of responsibility are cleared within two months after issuance of audit report (both internal & external).
• Assist in retrieving required documentation and samples to facilitate smooth audit.

D) Accounts Reporting

• Review the accounts to confirm expenses are coded to the right GL Account, Fund, Project, Sector, Locations and accounting principles are adhered to.
• Take part and participate on Monthly and Yearly closure of accounts.
• Grant Management tool – If applicable, to regularly use the grant management tool to determine the light donor to charge various expenses during different time period during the cycle of the Project.

E) Archiving

• Ensure clear and readable finance documents are scanned and saved in Sharepoint on a daily basis ,
• Ensure completeness of financial documents are kept in both hardcopies and scanned copies.

F) Training

• Orientation of new staff in regards to finance department (filling PDF, correct understanding of chart of Accounts).

HUMAN RESOURCES RELATED ACTIVITIES

G) Payment processing

• Responsible for maintaining an effective and accurate HR personnel filing system that make retrial of documents and information easy whenever it’s needed.
• Develop and maintain sound working tracking system, continues update and share with HRM and Deputy HRM for inputs
• Create files for new recruited staff and ensure that all the required documents are in the personnel file
• Timely procession of information for Medair staff IDs

H) Contract Management

• Ensure that all contracts and all other contractual agreements are in place, accounted for, properly signed and follow up if needed. 
• Proactively follow-on contract copies and any other related documents that have impact on the payroll (end of contract notice, separation documents)
• Track exit interview feedback

I) Support Audit function

• Responsible for providing supporting documents and lead any audit processes that might be called upon by Management as per donor’s requests. For instance; ECHO, OFDA, CHF etc.        Keep files, scan and share all the required documents with the auditors.

 J) Delegated authority

• Confidentiality of information held on individual staff
• Work with relevant colleagues to ensure the HR processes are managed in a timely manner
• Ensure all employment practices for nationally recruited staff comply with local labour laws

K) Cover for colleagues

• While on leave or any other assignment at a delegated level.

PERSON SPECIFICATION: 

QUALIFICATION / EXPERIENCE:
 Vocational qualification - Preferably has a diploma in HR, Administration or Finance/Accounting, Business Administration, Management. DESIRABLE Degree in HRM or Business Administration. Certified Accountant.
Work experience - 1 years in FIN or HR and/or administration /archive experience, preferably in an NGO; DESIRABLE 2 + 2 years of experience in FIN and HR. Logistics experience 1 year in NGO sector.

Languages - Conversant in English (spoken and written), Fluent in Ukrainian (spoken and written)

IT - Ability to oprate Microsoft Office package, specifically Outlook, Word and Excel. DESIRABLE Proficient with accounting & Logistical packages, payroll software.

COMPETENCIES
Motivation - Desire to serve others, Highly motivated. DESIRABLE Compassionate, self-motivated, enthusiastic, energetic, autonomous.

Team building - Team-player but also able to work independently, Good inter-personal and conflict resolution skills, can work well in a multi-cultural team, Determined and confident character. DESIRABLE Encouraging, supportive

Adaptability -  Capacity to work under pressure and manage personal stress levels, Creative, open-minded, flexible, self-learner; Good understanding of cross-cultural issues; Ability to multi-task, maintain a level head when under pressure, think ahead and to work to deadlines; "Can Do", positive attitude and flexible approach; Ability to work confidentially at all times.

Technical expertise - Generalist administration experience with proven success in demonstrating attention to detail, written and communication skills. Problem solving ability. Commitment to best practice. Successful track record working with detailed processes and procedures.
Management & Leadership - Good communication and leadership skills

Attitude to work - Attention to details, organized, accurate, devoted, analytical mind, supportive, team player

Other attributes – Honest, Trustworthy

MEDAIR UKRAINE BRANCH strives to create diverse and inclusive workplaces and is an equal employment opportunity employer. For more detailed information, please contact us.