MdM is looking for and Administrative officer

If you have at least three years university diploma on business administration, law or similar, you have at least three years work-related experience, you have working knowledge of English, Romanian and Russian or Ukrainian and you are motivated to engage with a multicultural team, send us your CV to mdm.moldova@gmail.com indicating in the email subject: Administrative officer

Main mission:

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

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

www.medecinsdumonde.net

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

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

 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 detail and skills:

General Administration

  • Support to the organization registration procedure
  • Draw up and monitor service and insurance contracts (medical, insurance, rental, 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.), within the Moldovan and the organization accountancy systems
  • 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

  • Follow up and support to HR management
  • Provide support with managing disciplinary cases (writing letters, legal advice, archiving, 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

 Requirements:

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

- Profound working experience knowledge of moldovan accountancy rules 

- 3-6 years previous professional experience as accountant/administrative officer/finance officer required: 

- Fluency in English language 

- Fluency in romanian and/or russian language

- Other languages will be an asset

- Previous experience with International organization will be an asset

 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 English, Romanian and Russian or Ukranian. (other languages will be an asset)