Administrative Assistant

CDE background 

La Chaine de l’Espoir (CDE)  

La Chaine de l’Espoir is an international Non-Governmental Organization (NGO) founded in 1994. Its mission is to strengthen health systems to give everyone, especially children, the same chances of survival and development.  

We work in 28 countries with a comprehensive approach, focusing on children, mothers and disadvantaged communities. 

Since March 2022, La Chaine de l’Espoir has been implementing a project to support the Ukrainian health system to improve medical and surgical care for victims of the war and patients in general, in collaboration with the ministry of Health (MoH), the Health Cluster co-led by the World Health Organization (WHO), and the health authorities at oblast levels. The initiative is a response to assessments conducted by La Chaine de l’Espoir's medical and biomedical team in coordination with relevant stakeholders. 

La Chaine de l’Espoir mainly focused its activities in areas close to the frontline and newly accessible areas (Mykolaivska, Kharkivska, Dnipropetrovsk, Zaporizka) on the delivery of medical supplies including emergency traumatology kits, medicines and consumables, biomedical equipment (for endoscopy, intensive care, orthopaedics surgeries, radiology, operating theatre...), and war medicine training (more than 1000 health medical and paramedical staff trained). 

ROLE PURPOSE  

To manage the travel and bookings for our partners and support our broader support team with administrative management 

TASKS AND RESPONSIBILITIES   

1. Manages travel booking for staff and partner   

• Liaising with training participants regards their travel details 

• Liaising with agency regards bookings 

• Receiving and conducting booking reconciliation with the travel agency 

• Collecting and Providing all supporting documents for booking to AFM 

• Tracking payments and ensuring we manage thresholds and risks 

2. Support admin and finance manager (AFM) 

• Supports AFM and LSM regards keeping appropriate documentation is scanned and archived. 

• Ensures compliance regards procurement, payments and archives  

• Implements the internal control system is in place for the mission, with the support of the AFM 

• Participates in the analysis of budget monitoring and adjustments 

• Support in the preparation of donor reports in accordance with the prescribed formats  

3. Ensure Support the logistics and security manager (LSM) 

• Support the LSM with small tasks, e.g. documentation archiving and scanning 

• Managing small procurement under guidance of LSM, occasional supplier liaison 

• Organise small stocks under guidance of LSM – for example stationary/ hibernation kits 

Tasks and responsibilities are subject to modifications according to the needs. 

JOB REQUIREMENTS

Training/ Experiences:  

• Qualifications in Finance or Accountancy will be appreciated 

• Some experience on a similar position in an INGO is appreciated 

Skills and abilities: 

• Fluent in English 

• Strong and confident communicator  

• Autonomy 

• Ability to work within a team/good communication and listening skills  

• Perseverance and determination 

• Sens of initiative, ability to propose solutions 

• Informatic: Excel (good level required) 

• Autonomous, resilient and diplomatic 

• Adherence to the humanitarian principles and the code of ethics of La Chaine de l’Espoir 

TERMS AND CONDITIONS

CDE applies a 'zero tolerance' policy with regard to all misconduct affecting the professional credibility of its employees: CDE staff, partners (local or international) and service providers. 

Safeguarding & PSEA: 

CDE policies ensure the protection of children and vulnerable adults; protection includes any harmful activates that might put vulnerable in risk, sexual exploitation, injuries or any other kind of harm. We expect from our employees to show full commitment to all policies.  

Accountability to CDE Policies:  

CDE Ensures a transparent and fair competitive recruitment process for all applicants. At the same time, CDE expect from new employees to apply “no harm” principles and adhere to CDE policies and regulations in the areas of information confidentiality, Safety & Security, CDE reputation, and data protection.  

Conditions:  

• National position, 4 months with potential extension 

• Full time position, based in Ukraine (Kyiv) 

• Salary range: 45,000 – 52,000 UAH (gross salary)