Administrative coordinator (F/M)

Do you want to join a committed, activist-driven organization and take meaningful action for social justice?
For over 40 years, Médecins du Monde has been delivering healthcare to the most vulnerable, challenging barriers to access, and driving long-term change in health policies.

In France and across nearly 30 countries, our work is built around six core missions:

• Sexual and reproductive health and rights (including access to safe abortion)

• Migration, exile, human rights and health

• Harm reduction

• Health and the environment

• Healthcare systems

• Humanitarian spaces

MdM in Ukraine

MdM International Network has been operating in Ukraine since 2014, improving access to health care, especially providing comprehensive Primary Health Care (PHC), Sexual and Reproductive Health (SRH) and Mental Health and Psychosocial support (MHPSS) services.

Since February 2022, MdM Spain is leading the country response for the network, while MdM-France is in charge of the operations in Southern Ukraine. The global strategy aims at ensuring the access to quality comprehensive healthcare services for the conflict-affected population in Ukraine.

In Southern Ukraine, MdM-France has set up its country office and a base office in Mykolaiv. An office in Odesa is still running for specific activities monitoring in Odesa. The program consists in supporting various local-based organizations in the delivery of health services for people facing severe constraints to healthcare in Mykolaev and Kherson Oblasts.

The main strategic objectives for the Adminisrative department are, to consolidate the operational process at mission level to strengthen the quality of support services, to transfer competencies to national staff as well as working closer with national partners to build capacities.

Living conditions in Mykolaiv are pleasant (access to restaurants, presence of other organizations, places to relax…).

Expats share modern, well-equiped guesthouse. However, there are strict security rules (curfew imposed by the authorities) and a volatile environment (regular activation of air alerts).

About the role

As Administrative Coordinator, you ensure completeness, correctness, timeliness and integrity in your role. As a strategic partner to the operations, you will contribute to the definition and implementation of the mission’s objectives, participate in the sizing of the HR and financial needs and provide technical support to operational staff on the HR and Financial management of the mission.

What you’ll do

More specifically, your main responsibilities are the following:

• Nationalize the administrative coordinator position
• Review & implement a new HR set up of Finance & HR department post nationalization
• Supervise the implementation of the mission’s HR set-up
• Define, adapt, plan, and supervise the implementation of the mission’s human resources frameworks, procedures and policies while respecting the local context, local legislation and MdM policies and values (compensations and benefits, recruitment good practices, performance reviews, staff safe guarding, talent management, staff disciplines, career development and learning or team building)
• Plan, centralize, coordinate, and supervise the financial management and administration of the mission (accounting, budget construction and follow-up, internal and external reporting, donor compliance, audits, administrative legal obligations, etc.)
• Follow up the evolution of the legal environment and ensure MdM remains in line with official guidelines and policies in the framework of its principled approach
• Recruit, train, and manage an administrative department team
• Provide technical support to operational staff on the HR and financial management of the mission
• In terms of coordination and representation, you will ensure, when needed and by delegation of the General Coordinator, the representation of MdM in front of donors and liaise with INGOs heads of Admin Departments in-country
• You will provide strong oversight to MDM local Partner activities, including compliance with donor regulations

Who you’ll work with

Under the supervision of the General Coordinator (F/M), you will manage the HR and Finance team in the coordination office and functionally support the HR and Finance team in the operational base(s). You will closely interact with the HR and Finance Advisors based in the HQ and the other departments at mission level (logistics, programs etc.)

Employment conditions

• Contract & status:
• Gross monthly salary: 3’392 €
• Fixed-term contract (6 months), starting in beginning of December
• Single posting
• Work environment:
• Position based in Mykolaiv
• Regular field visits
• Benefits:
• 13th-month salary (for employees with more than 6 months’ seniority)
• Expatriation allowance: 10% of gross monthly salary
• Coverage of travel (home – mission), visas, and vaccinations
• Accommodation: guesthouse managed by the mission
• Health insurance (50% covered by MdM and 50% by the employee)
• Repatriation insurance
• MdM promotes training and internal mobility
• Essentials:
• 5 weeks paid leave + 22.5 RTT days per year
• Strong commitment to inclusion and fighting all forms of discrimination
• More info: https://www.medecinsdumonde.org/en/working-internationally/

Our commitment to diversity and inclusion

MdM is committed to the inclusion of people with disabilities and to fighting all forms of discrimination.
if you are officially recognized as a person with a disability and/or require workplace accommodations, please let us know.

You are the right match if you:

• hold a 3 years’ higher education management qualification
• have at least 4 years of experience in administration (HR and Finance) in a humanitarian context (including at least two years’ experience in an international NGO at coordination level)
• have an experience in a conflict setting or challenging environment. like in Ukraine (strong asset)
• have previous experience with MdM (preferred)
• proved your ability to negotiate and build / consolidate a network with authorities in a complex and volatile legal environment
• have a previous successful experience in team management (preferred)
• have a significant experience in PSEA management (an advantage)
• have a solid experience in budget management backed by institutional donors, payroll and accounting in a humanitarian context (prerequisite)
• you proved you are able to understand and interpret the legal administrative framework for staff and the MdM rules
• you have excellent Microsoft Office skills (especially Excel) and knowledge of accountancy software (like Saga or any relevant ERP)
• are fluent in English (mandatory, C1 level minimum), and have some knowledge of Ukrainian and/or Russian (would be an asset

This role may not suit you if:

• you are not aligned with MdM’s values and activist approach
• you are not able to defend the Administrative point of you in front of other actors/leaders
• you are not diplomatic and assertive

Recruitment process

If shortlisted, you will first meet with our HR team. Technical and managerial interviews, which may include practical case studies, will follow during the month of November.

Please note: as part of our anti–money laundering and counter-terrorism policy, international background checks may be conducted. Data is processed confidentially and securely. More info: https://www.medecinsdumonde.org/en/working-internationally/
All successful candidates must provide a criminal record extract (B3).

Ready to apply?

We only need your CV and a cover letter.
If this role sounds like the right fit for you, apply now – we’d love to hear from you!