UKRAINE - ADMINISTRATIVE MANAGER (M/F) - KHARKIV

About us

Desired start date: 17/02/2025
Duration of the mission: 6 months
Location: Kharkiv

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian aid association which, since more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their basic needs for food, water and shelter. Particularly committed to the fight against diseases linked to unsafe water, the leading cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in 26 countries, the SI teams – 3200 people in total, made up of expatriates, national staff, permanent staff at HQ, and a few volunteers - intervene with professionalism and commitment while respecting cultural norms.

About the mission

About the job

General objective:

The Admin Manager will implement and supervise all Finance, HR, and Administrative operations at his/her assigned base.
He/she will organize administrative support for programs, in keeping with Solidarités International procedures.
He/she will assist the field coordinator in the implementation of compliance rules.

• Supervises the department’s team.
• Implements and pursues the objectives of the department.
• Provides advice and methodological support to all program and support teams on technical questions linked to finance and HR
• Makes sure his/her department is cross-cutting and well integrated with all departments (functional links) as well as coherent with all coordinators and managers.

The main challenges:

Kharkivska oblast's security context creates challenges in conducting implementation of programs.
Humanitarian context is challenging due to the high level of needs, specificity of needs, and coordination between actors.

Internal challenges of re-organization and transition to a new set-up are adressed together by the PM and coordinators.
Delays in implementation have to be targeted toward successful and efficient operational activities.

Issues and specific challenges:
Regional office being structured with a well staffed team needing daily support and capacity building. Encourage strong and efficient collaboration between departments. Ensure compliance of process, and training of all team members from admin, log and program departments. Participate in the HR sizing and targeting of the base. Ensure application of follow up of national legislation.

Priorities for the 2/3 first months:

Consolidation of the department and reinforcement of the team.
Support the HR re-structuring
Lead the budget management

Security constraints: Security is evolving in Kharkiv. In May 2024 a sudden deterioration of the security context occurred with a breakthrough of the Russian Army in the North and the East of Kharkivska oblast, leading to intense fighting in these areas and to numerous episodes of shelling on the city of Kharkiv. Since July, the situation has stabilized, and the numbers of attacks against the city of Kharkiv has decreased. Nevertheless, air alarms are still very frequent and can last for hours, imposing a high level of stress to people living there. SI security rules and set-up is a very effective protection against the effects of the attacks. For example, the neighborhood where SI's premises are located was very rarely targeted since the beginning of the full scale invasion.
As of December 2024, punctual lockdown or shelter occur during day/night time. Curfew at 22h30 in the Guest houses' area; curfew at 21h30 in the city center. Noise of explosions can be heard. Other security rules apply according to the context changes.

Your profile

Education / academic background: Bachelor or Master degree in a relevant field

Specific skills and experience:

EXPERIMENT IN THE HUMANITARIAN SECTOR : 0-2 years
EXPERIMENT ON SIMILAR POSITIONS : 0-2 years

TECHNICAL SKILLS

1. Accountancy + SAGA
2. Budget and Project Follow up
3. HOMERE Software

TRANSVERSAL SKILLS

1. Team Management
2. Training skill
3. Adaptability

Language: 1. English

2.Ukrainian / Russian an asset

SI will offer you

A salaried position:
According to experience, starting from EUR 2310 gross per month (2100 base salary + 10% annual leave allowance paid monthly) and a monthly Per Diem of USD 700.

SI also covers accommodation costs and travel expenses between the expatriate's country of origin and the place of assignment.

Breaks: During the assignment, a system of alternation between work and time off is implemented at the rate of 7 working days every three months (with a USD 850 break allowance, allocated by Sl). To these breaks periods, SI grants one (1) additional rest day per month worked.

Insurance package: Expatriates benefit from an insurance package which refunds all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.

LIVING CONDITIONS:

In the residential area where SI's premises are located for security reasons (15 minutes to city center in metro) there is possibility to walk outside, a few local restaurants, some grocery shops, some shopping stores, and basic sports facilities (gym). ATM are easily accessible and daily expenses can be paid with credit card. The office is located 10 to 20 minutes walk from the guest houses. Guest houses are above Kharkiv standard and comfortable. Internet is accessible everywhere but both internet and power limited interruptions are likely, due to recent attacks on energy infrastructures.

Despite the tense security situation, Kharkiv's city center offers a range of activities, bars, clubs, restaurants. A mapping of bars and restaurants located near shelters or metro stations allow for expatriates to enjoy a social life, within the limit of a strict early curfew. Overnights are forbidden in the city center.
Movement between the area where SI's premises are located and the city center are possible through the subway; and personal movements in the city are feasible though walking, and subway options, within a strict limited area.

Application Process

Do you recognize yourself in this description? If yes, please send us your CV and cover letter!

Please note that CV-only applications will not be considered, and that the vacancy may close before the deadline.

Thank you for your understanding.

To learn more about Sl: www.solidarites.org

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Solidarités International (SI) est déterminé à prévenir et à combattre tout type d’abus – tout acte d’exploitation, d’abus et/ou de harcèlement sexuels (SEAH) à l’encontre des membres des communautés bénéficiaires ou de ses collaborateurs et collaboratrices, atteinte aux personnes et/ou aux biens, fraude, corruption, conflit d’intérêt non déclaré, financement d’activités portant atteinte aux droits de l’homme - qui pourrait être perpétré dans le cadre de ses interventions. SI applique une tolérance zéro à l’égard de tout type d’abus, particulièrement des actes de SEAH.

Solidarités International est un employeur équitable qui combat toute forme de discrimination. SI ne demandera jamais une rétribution quelconque en vue de participer à un processus de recrutement.

Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of abuse, notably acts of SEAH.

Solidarités International is an equitable employer committed to find all forms of discrimination. SI will ever ask for any remuneration to take part in a recruitment process.