Anunțuri de Angajare

Médecins du monde (MdM), or Doctors of the World, is an international humanitarian organization which seeks to provide emergency and long-term medical care to the world's most vulnerable people.

MdM in Moldova is loking for a new colleague that will be in charge of administrative and HR:

MAIN RESPONSIBILITIES

Under the direct supervision of the Admin Manager, the HR/Admin Officer is responsible to support the Admin Manager in the administrative, accounting and human resources management of the mission.

He/she will carry out his/her tasks and responsibilities in strict compliance with MdM's procedure and rule, while ensuring the confidentiality of the mission's financial, HR and administrative data.

List of main activities / detailed tasks:

1. The HR/Admin Officer’s main task :

Administration :

• Regularly files all administrative, human resources, accounting and financial documents for the project, both digital and physical.
• Monitors rental contracts and other services and submits - before their expiry date - their renewal to his/her line manager, as well as their payment in strict compliance with contractual clauses.
• Displays legal and regulatory information on MdM's premises, as well as any information notes intended for MdM staff.
• Monitors current regulations and legal changes affecting the work and informs his/her line manager and the coordinator.
• Takes part in weekly and/or monthly meetings as required
  • Drafts minutes of meetings, various memos and letters

National human resources:

• Welcomes new employees and prepares for their integration into their departments by:
• Drawing up briefing schedules with the various departments concerned before they actually take up their duties,
• Preparing the workstation and ensuring the availability of the office supplies and equipment needed to take up the post (such as desk, chair, computer, mobile phone, etc.).
• Makes available the equipment and visibility necessary for the performance of his/her duties
• Goes round the office to introduce the new employee and his/her role
• Carry out the administrative briefing (explanation of office rules such as working hours, internal regulations, etc.)
• Makes all HR documentation available to employees (holiday requests, salary advance requests, etc.) and ensures that it is available to everyone at all times.
• Collects and checks time sheets, holiday requests and any other information to be entered into the National HR database needed to calculate monthly salaries.
• Updates the National HR database, prepares the payroll and ensures payment after validation by his/her line manager.
• Assists his/her line manager and department managers in the administrative management of recruitment and hiring of new employees
• Updates staff administrative files: filing of recruitment documents, leave requests, salary advances, training, appraisals, etc. and ensures that contracts are signed, the job description, house rules and rules of conduct as soon as a new employee is recruited
• repares work contracts for day labourers,
• Shares with the site administrator every month :
• Upcoming contract end dates
• Upcoming trial period end dates
• Holiday pay balance

Expatriate human resources :

• Pays per diems and salary advances in accordance with duly validated supporting documents
• Monitors the legal conditions of presence of expatriates in Moldova and informs his/her line manager and the coordinator of forthcoming visa renewal requirements

Management of cash and accounts:

• Ensures that the petty cash fund is sufficient for the daily needs of the base and informs his/her line manager of cash requirements in advance.
• Pays the expenses relating to the daily operations of the mission after checking the accounting vouchers and supporting documentation and ensuring that the procedures in force have been complied with and the expenses approved by his/her line manager.
• Checks the conformity of the accounting documents: before any payment and accounting entry, ensures that the purchase file is complete and that all the required signatures have been affixed.
• Strictly complies with payment procedures in accordance with the thresholds defined for the assignment.
• Monitors operational advances from the base on a daily basis in accordance with MdM procedures.
• Records daily in the cash and bank journals all transactions related to this journal and carried out during the day.
• Encodes the accounts in accordance with the MdM chart of accounts and the allocation plan.
• Carries out a daily and weekly cash control with his/her line manager.
• Draws up cash inventories on the last day of each month and compares them with the saga balance for approval by his/her line manager.
• Identifies any cash discrepancies and informs his/her line manager immediately.
• Carries out a systematic monthly check of advances from each cash desk (lettered and unlettered) and reports to his/her line manager.
• Prepares the monthly accounts to be sent to the digital and physical coordination.
• Prepares the accounting schedules: monthly statement of national staff, expatriate staff, bank reconciliation, cash control, etc.
• Prepares the paper accounts: issues vouchers, pastes expense receipts, checks that each document is complete,
• Files and scans original accounting documents at the end of each month and places them on SP,
• Checks and records partners' accounting documents in accordance with the MdM procedure.
• Pre-fills cheques for validation and signature by his/her line manager.
• Informs his/her line manager of any anomalies or problems relating to cash management (non-compliant invoices, cash discrepancies, unjustified advances, etc.).
• Responds to feedback/comments from his/her line manager and the monthly closing co-ordinator and corrects the accounting vouchers and input entries concerned

2. The HR/Admin Officer

 - Adheres to the work schedules that have been given to him/her

                        - Follows the safety instructions given to him/her

                       - Is responsible for the correct use and maintenance of the equipment assigned to him/her

                       - Respect the confidentiality of the information he/she receives

- Must help his/her colleagues when his/her workload allows.

Education

Degree in Finance/Accounting, Administration, HR Management or Business

Personal skills

• Rigorous and organisational skills
• Sense of service to programmes
• Adaptability and flexibility

Skills

• Proficiency in Excel, SAGA and Word

Language                 

• Fluency in spoken and written Englis

The interested candidates can send thei resumes at tatiana.nita@onenote.md