The Logistic Finance HR Manager will play a pivotal role in overseeing adherence to the project’s MAGNA protocols, donor’s regulations, contract requirements and limitations, policies, procedures, controls, and reporting systems.  Planning, coordinating, and monitoring all technical logistics, supply chain, HR and finance related activities in the project according to MAGNA protocols, standards and policies, in order to optimize the mission’s response to the needs of the target population and ensure an optimal running of the project.

Duties and Responsibilities

Office Administration:

• Support relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time. Serve as point of contact with vendors to support ongoing office activities
• Keep office supplies in stock, working with vendors, making sure that office facilities are clean, orderly and safe.
• Oversee regular inventory audit and reporting, ensuring that asset labels are affixed to project property and added to property insurance; update administrative trackers and maintain administrative and office supplies files.
• Ensure management of petty cash.
• Handle calls, mail, and electronic communications and routing messages and information to appropriate individuals;

Logistics:

• Assisting the Project Coordinator in the definition and follow-up of logistics activities in the project or capital, managers in order to identify and give a response to the needs of the targeted population
• Ensuring and monitoring the implementation of logistics/technical activities in the project / capital including the following: 

-        Logistics: (construction, transport of goods and staff, communications, water and sanitation, vehicles and engines, equipment/installation and infrastructures, communications, installation and maintenance of functional office space(s) and lodging facilities for staff in adequate living conditions)

-        Supply: implementation and maintenance of an appropriate supply chain for the project

• Assist in scheduling and preparing travel arrangements for meetings and events;
• Ensure all administrative records are properly documented in hard copy files;
• Manage logistics processes, ensuring MAGNA protocols, standards and policies are followed transparently;
• Manage the office driver, including regular auditing of mileage and fuel trackers, vehicle log;

Supply/Procurement:

• Coordinating, in close collaboration with the Project Coordinator in the project, the supply chain processes and systems, keeping updated information on stocks (expiry dates, security level, pipeline and lead times) in order to ensure availability of all the medical and non-medical material and related services under optimal conditions.
• Supervising administration related activities, in close relation with the Project Coordinator and in accordance with the MAGNA purchasing and payment procedures for the mission.
• Assist and collaborate in external or internal audits as necessary
• Ensure integrity, fairness, accuracy, and openness in procurement processes
• Conduct price/cost/reasonability analyses
• Review requisition documentation, cost estimates, statements of work, etc.
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications
• Determine source selection methods for complex procurement to ensure compliance
• Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process
• Prepare cost evaluation data, and source selection documentation

Finance:

• Carrying out Finance related activities, ensuring taxes and national social insurances compliance, transparency on accountancy as well as coherent information on service supply chain processes.
• Tracking administrative employment contracts for national staff, updating the existing database to comply with local labour regulations, coordinating and supervising procedures for payroll, controlling the payment of overtime and the closing of the monthly payroll.
• Preparing declarations form for monthly taxes and employee/employer social security contributions, creating a file containing all data to comply with legal regulations
• Reviews and submits monthly reconciliation reports
• Monitors and submits advance, commitment, and grant reports as applicable
• Monitors and reports on partner/vendor payment schedules and obligations
• Provides annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as applicable
• Conducts daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations

Recruitment:

• Ensure compliance with MAGNA protocols, standards and policies, and local labor laws, support the hiring procedure and recruitment of national staff and consultants in projects in close coordination with Project Coordinator that recruitment is done as per MAGNA protocols, standards and policies and donor’s operational standards and policies.
• Make pre-selection of the candidates for designated vacancies; submit the pre-selection candidate’s sheet to the recruiting manager for further decision making.
• Check submitted by the candidates’ documents and draft orders and Employment
• Agreements, as well as Independent Consultant Agreements for new hires to be ready before a start date.

Contract management:

• Draft Labor Agreements, Consultancy Contracts, Amendments, monitoring the contracts duration.
• Maintain a database of all employee contracts with dates of contract start, termination and dates and information on starting salary and increases;

Employee development:

• Coordinate in the area of responsibility induction process for newly recruited staff, both employees and consultants.
• Conduct general HR induction for new hires on personnel procedures Code of Conduct, IT security, etc.
• Organize of HR events in compliance with organizational procedures.

Administration of expatriates’ support:

• Assist expatriate personnel with getting visa and Temporary Residence Permits and following registration by an address, Personal Tax codes, if requested.
• Draft letters to oblast state administration with the request of visa and TRP support in compliance with the Ukrainian legislation, ensuring proper translation of personal documents and notarization when required.
• Collect and submit documents for TRP procedure to state migration service, monitor progress of TRP issue and further registration.

Benefits management:

• Monitor Employees’ leave records, ensure that annual leave requests are submitted on time for financial administration.
• Tracking annual leave and complying between Ukrainian law and MAGNA standards and policies
• Prepare orders on annual leaves
• Collect and check time sheets’ accuracy
• Advise employees on corporate medical insurance coverage and procedures.

Records keeping:

• Maintain Employment agreements in HR files, ensure confidentiality and no access policy.
• Update HR documents regularly and upload recruitment and employment documentation for new staff.
• Ensure accurate recording of personnel and pay records, including, but not limited to, leave accrued and taken, and advise the Project Coordinator of the status of such issues monthly
• Collect performance management plans, share with employees learning and development opportunities.

Please, send a cover letter and resume to [email protected].

Deadline for submission: July 18, 2020.