HR and Administrative Coordinator

Description

Mission

The Human Resource (HR) and Administrative Coordinator is responsible for the overall HR and administrative management in the country of operations as per MdM, donors and legal requirements. He/she will lead and manage the HR and administrative department and strengthen the HR and administrative management in the country by developing/updating and ensuring adequate implementation of policies, procedures and tools.

Geographical scope of intervention

The HR and Administrative coordinator will be based in Kyiv with regular visits to the field.

Organisation chart

The HR and Administrative Coordinator will report to the Deputy Country Coordinator – Head of Operations

Functions

Human Resources

Develop, update and ensure adequate implementation of HR policies, procedures, tools, and archiving system, in line with MdM, donor and legal requirements and operational needs and priorities.

Identify, develop, implement, update and follow-up an action plan for the HR department, setting objectives and priorities in line with operational needs and priorities in the country.

Identify and propose an adequate strategy and measures to attract, recruit and retain a highly qualified and efficient MdM team, in line with operational and programmatic strategy and objectives in the country.

Lead and follow-up on adequate induction and training plans, as well as staff review system for all MdM staff in the country.

Develop and follow-up on the adequate implementation of an accountability and feedback system for MdM staff.

Support the head of operations and country coordinator in the establishment, update and implementation of an adequate MdM PSEA (protection against sexual exploitation and abuse) policy and system in the country

Provides advice and technical expertise to the Mission Coordination Team, in order to design job profiles, organisational charts and decision-making channels.

Define and coordinate the local implementation of a fair rewarding policy in the Mission in accordance to MDM policies and local regulations checking monthly calculations of salaries and taxes, in order to ensure internal equity, adequate competitiveness and legal compliance

Ensures systematic briefings and induction of all staff in the mission (international and national)

Supervise administrative processes for all staff and manage conflicts when they appear, in order to ensure labour legal compliance and to improve employer branding awareness.

Administration

Ensure proper follow-up of all administrative HR management matters for both national and international staff, in the country.

Ensures proper drafting or revision as well as archiving of contracts at mission level.

Is responsible to make sure that Internal regulations and all HR related policies, procedures and administrative documents (i.e. employment contracts, payslip, etc.) are within the national legal framework

Ensure that all administrative aspects required by the national and local authorities regarding MdM presence in the country are followed in a timely manner.

Support HQ and the country coordination on all issues linked to the registration and other legal matters in the country.

Others

Participate in the recruitment, manage, either directly or technically, train and build capacity of HR and administrative staff.

Ensure high-quality and timely internal and external reporting for all matters related to HR and administration.

This list of tasks is not exhaustive and may change depending on the situation.

Minimum requirements

Required qualifications

Academic background:

University degree or diploma.

Desirable: Master in Human Resources, Administration and/or related fields, International Cooperation and/or Humanitarian Aid

Requirements

Language: Fluent English (written and spoken), C1 level, required. Ukranian/Russian: a strong asset

Computer requirements: Office pack user level.

Experience

Substantial experience in humanitarian/emergency context in top senior management roles, ideally as Administrative and/or HR Coordinator

Experience in health programming is an asset

Experience in Ukraine or similar contexts is a strong asset

Experience managing large multi-sectoral and multi-cultural teams

Experience in change management is an asset

Experience in developing partnerships and working with local partners is an asset

Competence profile

Strong leadership, people management and mentoring skills

Excellent organizational capacity.

Excellent planning and coordination skills.

Strong communication (written and spoken) and interpersonal skills.

Stress management skills.

Willing and able to work productively in a challenging environment.

Cultural awareness and adaptability.

Sensitive to gender issues and their inclusion in projects.

Assertive and diplomatic.

Good team work and networking skills.

Capacity to adapt to a rapidly changing context

Alignment with principles and ethics of Médicos del Mundo.

Identification with the lines of work, values and mission of Médicos del Mundo.

Availability

May 2023

Salary

Medicos del Mundo’s Salary charts.

Category: Group 4