VAC-11285 Account Manager

CTG Ukraine is looking for a dynamic Account Manager (AM) who can support the Country Manager (CM) with contractors’ recruitment, onboarding, mobilisation & ensure the Duty of Care (DoC) for our staff, incident management & reporting.

The selected candidate is expected to assist the Country Manager. Specific responsibilities will include but not be limited to:

HR management:

• Support & coordinate the mobilization of contractors & ensure the smooth startup of new projects: s / he will be responsible for ensuring deployment plans & agenda, coordinating with the client’s Program Manager, filing all administrative documents, ensuring that the system & personnel management Standard Operating Procedures (SOP's) are in place, compiled & updated.

• Under the supervision of the CM, s / he will control / perform payroll procedures ensuring that all data related to the monthly salary calculation are correctly entered (days off, unpaid leaves, sick leaves, overtime, salary advance, CTO, etc.), to ensure on time & accurate salary payments.

• Maintain, keep track of & update payment records received by contractors, generate & submit payslips to contractors.

• Assist the CM in ensuring the invoices are correctly & timely submitted to the clients.

• Ensure clients are regularly updated & client expectations are met under agreed time frames.

• Explain all contract arrangements to consultants & ensure that contractual obligations are adhered to.

• In close collaboration with the CM, looks for the best options to avoid & / or solve possible conflicts in the project.

Duty of Care (DoC) / security:

• Provide support to CTG international contractors to organize their deployment in their new duty station.

• After relevant personnel training, the AM must ensure that CTGs HR portal is updated at all times.

• Support Field Security Officer (FSO) with security guidance & advice to our contractors, both internationals & locals alike, this includes impromptu headcounts etc.

• Act as a focal point between insurers & contractors / emergency liaison persons in medevac (medical evacuation).

• Support documentation collection in case of an accident & liaise with the insurers.

• Review consultant’s performance under client’s requirements.

Administrative tasks:

• Establish central filing system with guidance from CM & the Senior Account Manager (Snr. AM).

• Ensure SOP's are in place & complied.

• Translate documents (Ukrainian to English & vice versa) upon request.

• Provide administrative support to staff & visitors.

• Manage timely & accurate response to client orders, information, documents & letters related to CTG’s activities in line with CM's approval.

• Schedule in house events, town halls with CTG AM's & management.

• Take minutes at all meetings & share minutes.

• Prepare correspondence, memos, reports, presentations & emails to CTG Ukraine concerning the field office operations.

• Ensure inventory is kept at the office level & periodic verification of existence is carried out.

• Provide inputs / recommendations to CTG senior management for planned missions at a local level.

• Make logistic arrangements, including flights reservations, accommodation & follow up with travel permits for project staff & visitors.

• Keep abreast & monitor of policies & procedure developments in relevant United Nations (UN) bodies & regularly share summaries & or updates internally.

• Attend coordination meetings on behalf of the CM or Snr. AM when instructed.

• Update the project’s organizational chart & job descriptions.

• Assist with ensuring compliance with local labour law.

Finance / operational tasks:

• Oversee timesheets timely receipts.

• Generate timely & accurate invoices for clients, either system generated or manually as required.

• Reconciliation of invoices against payroll & COOs.

• Ensure timely payment of invoices by client.

• Support the Credit Controller (CC) with chasing clients for unpaid invoices.

• Resolve any queries / issues with invoices to ensure swift payment.

Other responsibilities:

• As directed by CM.

This role will report directly to the Country Manager.

• Bachelors degree in a related field (desirable), if no bachelors degree, an extra 2 years of work experience is required.

• Minimum of 2 years of demonstrable relevant Human Resource / Account Management experience.

• Minimum of 2 years of experience in Ukraine (essential).

• Fluent in English & Ukrainian.

Good team management skills are required for this role.

Qualified female candidates are encouraged to apply for this role.