Finance, HR & Administrative coordinator M/W

Poste et mission

Under the functional supervision of the HQ Financial Controller and HR direction, the Finance, HR & Administrative Coordinator participates in the administrative and legal aspects of the mission, is responsible for the proper financial, accounting and budgetary management of the mission, as well as the management of the recruitment process of the national team, 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. The Finance/HR/Admin Coordinator is responsible for managing accountancy, financial and budget related activities, processing human resources administrative tasks and handling procedures related to La Chaîne de l’Espoir agreement in Ukraine. The Finance/HR/Admin Coordinator ensures compliance with laws and regulations, La Chaîne de l’Espoir’ procedures, donors’ requirements and any other applicable regulation. The Finance/HR/Admin Coordinator works under the management of the Head of Mission and will supervise one Admin and Finance Manager Officer based in Kyiv. The Finance/HR/Admin Coordinator works under the technical supervision of the Financial Controller at the Headquarter in Paris, and in close coordination with, the accounting and institutional funding services, HR department and the programme Coordinator.

Activités principales

Accounting management and monitoring

• Manage the monthly accounting closure by submit bank and cash journals to the headquarter on monthly basis with the supporting documents;
• Prepare treasury forecast for the country office, submit them for validation to the Head of Mission, and transfer them to the headquarter;
• Control the eligibility of vouchers and supporting documents;
• Control accounting entries and cost allocations;
• Ensure that suppliers’ invoices and payments are properly followed.

Budget and financial follow-up

• Participate in the elaboration of the operational project budgets, including all activities;
• Prepare budget follow-ups and budget forecasts for projects on a monthly basis, activities and donor’s contributions (private or public);
• Participate in the budget follow-up meetings with the Head of Mission and the support and technical field team
• Assist in the budget revision exercise;
• Know and master donor’s contract for relevant costs allocation and compliance with the regulations related to the budgets (with the support of the institutional funding service in headquarter).
• Draft and consolidate qualitative reports, and participate in the elaboration of external reports (for donors, authorities, etc.) starting from projects’ and partners’ data.

Human resources and administrative management

• Contribute to negotiate contracts (purchasing, rents, etc.) in coordination with the Logistics and Security manager and the Head of Mission.
• Elaborate contracts, submit them to the Head of Mission and/or Logistics and Security manager, handle administrative follow-up, especially for the health insurance;
• Establish and maintain individual personnel folders, for national and international staff, according to the national labour and tax laws as well as La Chaîne de l’Espoir procedures, including formalities linked to recruitment;
• Elaborate monthly payroll and payslips, contribution declarations, taxes and any other formality related to income, rights and taxes, and submit them for validation to the Head of Mission;
• In collaboration with the Head of Mission, handle all necessary procedures to ensure La Chaîne de l’Espoir compliance, especially with national laws and regulations, and all other regulations applicable within the framework of La Chaîne de l’Espoir’s activities;
• Alert on any external regulation changes that may affect activities or La Chaîne de l’Espoir presence in Ukraine;
• Ensure physical and digital archiving as per La Chaîne de l’Espoir standards, for all administrative and financial documents of the country office.

Others

• Contribute in audit and control exercises, whether internal or external, as well as in the implementation of the accepted recommendations;
• Collaborate with La Chaîne de l’Espoir lawyer in writing letters and synthesis. Eventually facilitate communication between La Chaîne de l’Espoir lawyer in Ukraine and La Chaîne de l’Espoir head office in France;
• Submit to the Head of Mission regular and update information on achievements and challenges met.

Formation et experience

Training/ Experiences

• A university degree in accounting, finance, business administration, or equivalent is required.
• Minimum 2 years of work experience in a similar position, preferably within and international NGO.
• Experience in Ukraine is an asset
• Experience in HR management is necessary

Compétences et qualités requises

Skills and abilities

• 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)
• Ability to deal with stressful situations
• Autonomous, resilient and diplomatic
• French and English required, Ukrainian is an asset
• Adherence to the humanitarian principles and the code of ethics of La Chaîne de l’Espoir