Back Ukraine - An Administrative and Financial Coordinator in Kiev

Starting Date : As Soon As Possible

Duration of mission: 6 months

Localisation : Ukraine, Kiev frequent travel to Kostyantinivka

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The association leads in average 200 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 6 million people in 20 countries – in Africa, Asia, Middle East and Europe.

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Humanitarian situation and needs

Since April 2014, Eastern Ukraine has been experiencing significant armed conflict; the Ukrainian Army is being forced to ward off pro-Russian separatist groups. A significant part of the Donetsk and Lugansk Oblasts (regions) are now controlled by separatists, who have declared the independence of two new states, still unrecognized by the international community: "Donetsk People's Republic" and "Lugansk People's Republic." Despite the signing of a ceasefire agreement between the Ukrainian authorities and the separatists, fighting has persisted, causing a considerable number of casualties.

Humanitarian access to certain areas remains very limited, particularly in zones where armed hostilities are taking place, and hampering the delivery of humanitarian assistance to the most vulnerable people who are in need of humanitarian aid due to the combined impact of conflict, displacement and extreme poverty.

For nearly six years, the conflict has threatened the lives, physical and psychological well-being of millions of civilians. Collateral damage to critical infrastructure and systems, including hospitals, roads, schools and water infrastructure, has affected services and is now compounded by a socio-economic downturn aggravated by the COVID-19 pandemic.

According to the Humanitarian Needs Overview 2020, 3,4 million people are in need of humanitarian assistance among them 0.6 million are located within 5km along the contact line.

Our action on the field

PUI priority is to improve or restore equitable access to quality health services as well as to water, sanitation and hygiene for the most vulnerable population living in cities located along the contact line in Eastern Ukraine. PUI focuses on provision of humanitarian aid to vulnerable population within the conflict-affected area employing complex approach strategy based on technical, medical and non-medical expertise.

Click here for more informations about our response to the crisis

As part of our activities in Ukraine we are looking for an Administrative and Financial Coordinator in Kiev:

Overall Objectives

The Administrative and Financial Coordinator is accountable for the sound financial, accounting and budgetary management of the mission as well as the management of human resources and the administrative and legal records.

• Financial, budgetary and accounting management: He/She is responsible for all aspects related to finance, including budgetary and accounting elements, as well as the mission cash flow.
• Management of human resources: He/She is responsible for the administrative management of the local and international teams, for the definition/updating of procedures and HR management tools in accordance with labor regulations in the intervention country and the HR policies of PUI, and for the monitoring of risks linked to HR matters.
• Administrative and legal management: He/She supervises administrative records and guarantees that the status and modus operandi of the mission are compliant with the country legislation.
• Representation: He/She represents the association in its relations with partners, authorities and different local players for the financial, administrative, legal and human resources aspects of the mission.
• Coordination: He/She centralizes and diffuses information within the mission and to headquarters for all financial, administrative, legal and human resources aspects of the mission, and consolidates the internal and external reporting for these domains.

Tasks and Responsabilities

• Ensuring sound financial, budgetary and accounting management for the mission
• Ensuring the good management of local human resources for the mission
• Ensuring the administrative management of international mission personnel
• Ensuring the administrative and legal management of the mission
• Ensuring the circulation of information, the coordination and the representation for "Admin" questions
• Supervising and managing the Admin team

Focus on 3 priority activities relating to the context of the mission:

• To ensure proper financial/budgetary follow up system is in place (by improving the accountancy processes), is regularly updated and serves as an early-warning system to identify financial consumption issues
• To support the Head of Mission in developping a risk matrix for administrative matters and a risk mitigation action plan
• To ensure HR processes at mission-level are followed and assist in deploying/strenthening specific policies (ethical framework, capacity building of staff).

Training and Experiences

Training : Financial/accounting management - Human Resources Management - Project management

Professional Experience: Humanitarian - International - Technical

Knowledge and skills :

• Organizational and coordination skills
• Knowledge of institutional donor procedures (OFDA, ECHO, CDC, UN agencies…)
• Knowledge of Ukrainian accountancy

Software : Pack Office: Excel compulsory - SAGA (desirable)

Required Personal Characteristics :

• Ability to work independently, take the initiative and take responsibility
• Resilience to stress
• Diplomacy and open-mindedness
• Good analytical skills
• Organisation and ability to manage priorities
• Proactive approach to making proposals and identifying solutions
• Ability to work and manage professionally and maturely
• Ability to integrate into the local environment, taking account of its political, economic and historical characteristics

Languages: French - English - Ukrainian - Russian

Proposed Terms

• Employed with a Fixed-Term Contract - 6 months
• Monthly gross income: from 2 200 to 2 530 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI
• Daily living Expenses (« Per diem »)
• Cost covered: Round-trip transportation to and from home / mission, visas, vaccines…
• Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation.
• Break Policy: 5 working days at 3 and 9 months

• Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months.

• Housing in collective accommodation.

• Based in Kiev with regular trips to Kostantynovka (this is indicative and can be modified during the mission depending on the operational needs and strategic objectives).

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