Administration Manager

Malteser International (MI) is the international humanitarian relief agency of the Sovereign Order of Malta. For over 60 years we provide relief and recovery for people during and following conflicts and disasters around the world. Christian values and humanitarian principles form the foundations of our work. In over 30 countries in Africa, the Americas, Asia, Europe, and the Middle East, we support people in need – regardless of their religion, origin, or political convictions.

Since the outbreak of the war in eastern Ukraine in 2014, Malteser International has been working with the local partner “Malteser Lviv” in the sector of mental health and psycho-social support (MHPSS). Within the framework of humanitarian projects funded by the German Federal Foreign Office, two further partner organizations with MHPSS sector expertise have been added as implementing partners, which have run social centers in eastern Ukraine. As a result of the Russian attack in February 2022, Malteser International has massively expanded its humanitarian activities in Ukraine, including direct relief deliveries to war-affected areas – shelter, housing, and winterization – a scale-up of Mental Health and Psycho-social support – medical assistance in form of prostheses and rehabilitation – as well as social support and cohesion.

In support of the current program implementation and to reinforce the capacities of our local partners in Ukraine, Malteser International is looking for an experienced Administration Manager.

As Administration Manager, you will be responsible for the financial, administrative and logistics management of the Ukraine response, ensuring and maintaining compliance with Malteser International and Donor procedures, standards as well as rules & regulations. You support the local partner organisations and take over responsibility for capacity building measures in the sector of finance and administration. The Administration Manager supports operations in Ukraine in all finance, administrative and logistic aspects and coordinates with the HQ of Malteser International in Germany.

Your responsibilities:

• Ensure compliance with Malteser International and donor standards, rules and regulations as well as financial, administrative and logistic procedures during program/project planning, implementation and closure and ensure that they are implemented, used and adhered to by all partners
• Ensure the sound financial set-up and management of the MI office in Ukraine as well as sound planning and preparation of budgets, amendments and forecasts together with the Partner Program Coordinator and the partner organizations
• Provide up-to-date analysis, budget control evaluation and required monthly financial reports in coordination with local implementing partners
• In close coordination with HQ, review, approve and submit donor financial reports/liquidations and ensure that they are prepared in line with Malteser International and donor reporting requirements. Additionally, prepare for internal and external audits, act as focal point and ensure timely response and appropriate follow-up on audit recommendations in close cooperation with the local partners and HQ
• Assist the Partner Program Coordinator in legal matters as well as human resource management, establishing and enforcing compliance with national law and procedures
• Provide support, training and advice to local partners and administrative staff supporting the organizational development of local partners with capacity-building measures
• Support the Partner Program Coordinator to put in place risk assessments and internal controls to mitigate risks, and implement global MI policies (e. g. anti-fraud and corruption policy)

Your profile:

• University degree in a relevant field with at least 2 years of proven experience in similar positions with (international) NGOs
• In depth knowledge of financial control systems, accounting, budget planning, financial reporting and logistics management in humanitarian aid projects including proven experience in administrative standards and requirements of donors
• Proven hands-on experience in partner capacity strengthening, staff development, training and mentoring and team building as well as the ability to effectively motivate people
• Fully computer literate (Microsoft Office, accounting software)
• Context experience in Ukraine is desired as well as stress resilience and readiness to live and work in a challenging security context
• Fluency in English (written and spoken); knowledge of German and/or Ukrainian is an asset

What we offer:

• Start Date: April/May 2023 desirable
• Duty Station: Lviv / Ukraine with duty trips to other parts of Ukraine following the safety and security framework
• Duration of contract: Duration of contract: 1 year (with possibility to extend)
• Salary according to qualification and experience, insurance package, 1 annual flight to home country

Working for Malteser International

Malteser is an equal opportunity employer and welcomes applications from all people, regardless of gender, confession or origin.

Whether you work as a specialist on overseas service or in one of our regional offices - we offer you a challenging working environment in an experienced international team. More than 1,000 national and international staff are currently deployed in various crisis and disaster areas around the world as well as in our regional offices in Cologne and New York City. For more information please have a look here.

How to apply:

If you are interested in this position, kindly submit your extensive application (CV, letter of motivation, copies of diplomas and three professional references) online at our job portal until 19th March 2023.