Anunțuri de Angajare

OCCUPATION TITLE: Administrative Officer

Main mission:

 To provide technical support to operational staff and partners on HR, legal procedures and/or financial management.

To ensure the administrative and/or accounting and/or financial and/or HR management of a site, respecting MdM procedures, local legislation and donor rules.

Doctors of the World is and international medical organization for more information you can access www.medcinsdumonde.net

Main activities (more details on activities after the applicaction procedure):

 Support in local procedures (registration, recruitment, accounting..)

• Maintain expected standards regarding procedures and deadlines
• Lead the cross-cutting and multi-disciplinary connection within the context of the activities with MdM and partners’ teams
• As necessary: provide technical supervision, support partners. Compile, control and check elements submitted and ensure compliance with the MdM framework

If you have at least three years university diploma on business administration, law or similar, and you have at least three years working experience and you are motivated to engage with a multicultural team, send us your CV to mdm.moldova@gmail.com (don’t send certifications just the CV and maximum a cover letter) indicating in the email subject: Administrative officer

MDM is advancing the announcement for potential positions, Applications will be processed on an ongoing basis, don’t wait for applying!

Only shortlisted candidates will be contacted within 10 days from receiving the CV

Activities details and skills:

General Administration

• Support to the organization registration procedure
• Draw up and monitor service and insurance contracts (medical, insurance, etc.)
• Draft administrative letters
• Archive partnership agreements, MoU, etc.
• Monitor the legal framework (employment law, taxation, etc.)
• Contribute towards updating HR and financial procedures, proposals for adjusting the internal management framework
• Manage visas, work permits and various authorisations (applications, monitoring expiry dates, renewals)

 Finances

• Cash management (inventories, management of foreign currencies, banks, supplies, etc.)
• Establish payments, manage advances and monitor contract payment deadlines
• Carry out accounting procedures (recordings, codification, reconciliation, closing, transmission, archiving, etc.)
• Check invoices (compliance check), file, copies, archive
• Monitor the site budget (actual and forecast)
• Support and participate in budget preparation (construction, revision)
• Contribute to the preparation of donor proposals and reports
• Provide support during audits

HR

• Draw up contracts
• Pay wages, prepare pay slips
• Post-pay management (social and employer charges)
• Manage personnel data, physical files and databases
• Manage and monitor absences (leave, sick leave, etc.)
• Provide support with managing disciplinary cases (writing letters, legal advice, archiving, etc.)
• Provide support with recruitment (publishing advertisements, sorting CVs, invitation to interviews, organise written tests, collate references, etc.)
• Participation in the implementation of the training plan (follow-up with training organisations, monitor individual training files, etc.)

Others

• Draft activity reports
• Representation before the competent local authorities
• Depending on the organisation, possibly supervise the team (plan and monitor activities, recruitment, discipline, training, etc.)
• Depending on the organisation, may carry out activities usually carried out by the logistician

Education required: At least three years of higher education (university diploma) on administration, law or similar.

 Previous professional experience required: 3-6 years experience

 Main skills:

•  Understand and interpret a legal framework
• Know and apply accounting, financial and HR rule and procedures
• Identify and look for accounting errors and the reasons for them, and regularise them
• Ability to use Excel and the Microsoft Office Pack
• Know how to use a piece of accounting software (i.e., SAGA)
• Organise the priorities of the relevant activities, adapt planning according to priorities and hazards
• Read, analyse and monitor a budget
• Support a partner (identify needs, technical supervision, checks)
• Adapt communication to the audience
• Work in a multidisciplinary team and with partner teams
• Draft professional documents
• Identify, analyse and summarise important information to be reported and information in the relevant area
• Master the language of the coordination (English). French and Spanish could be considered.