Administrative coordinator (H/F)

Job posted by: Doctors of the World UK- Medecins du Monde (MDM) - - Wed, 1 Jul 2015

Job Details:

Organisation: Doctors of the World UK- Medecins du Monde (MDM) -

Deadline Thu, 1 Oct 2015

Job type: Contract

Location: Nepal

Tweet Recommend Google + LinkedIn Email

Under the direct supervision of General Coordinator of Nepal, as Administrative Coordinator you are responsible for the overall management of HR and financial, accounting, budgetary, administrative and legal’s aspects of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines.

 

For more than 30 years, Médecins du Monde, a campaigning medical organisation committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies. Those working for this independent organisation do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM currently works in 40 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, combating HIV and reducing the harm and risks associated with drug use, crises and conflicts.

The MdM Emergency Response following the 2 consecutive earthquakes of April and May 2015 in Sindhupalchowk District, the most affected district, includes the components below:

- Mobile clinics activities by land and by air

- Construction of semi-permanent Health Facilities

- Refurbishment of health facilities and donation of medical supplies

- Support to the District Heatlh Office -Provision of MHPSS services

- Restore Women’s cooperative previously established and supported by MdM and affected by the earthquake -Emergency Preparedness

 

 

Accounting-Budget planning & monitoring:

- Responsible for the accounting, budget planning & monitoring of programs implemented in Nepal. Develop and implement the administrative procedures and guidelines and ensure it is updated with the evolvement of MDM and donors’ regulations.

-Cash management & monthly fund request:responsible for the cash provision between the different programs/base; organise and supervise all aspects of cash flow including security of cash.

-Supervision of the accounting and invoices & allowance payment: are responsible for the accountancy of all sites: quality of documents, respect of procedures, accounting & donor allocation; Coordinate the closure of monthly accountancy and links with regional coordination; Supervise the archiving of the accounting documents; Ensure preparation of external or internal audit

-Budgetary monitoring: Prepare annual and donor budgets in coordination with the teams; Monitor overall budget consumption with respect to donors’ constraints; create and update regularly allocation board; communicate with the financial controller at HQ and the coordinators about the budget follow up; Prepare financial reports to donors

Funding & donors:
-Ensure when needed and by delegation of the General Coordinator the representation of MdM in front of donors
-Ensure appropriate follow-up of the current funding plan, as well as MdM commitments to donors
-In coordination with the General Coordinator, negotiate financial elements and prepares answers to contractual obligations fixed by donors.

Human resources management:
-Administrative management of the national staff: Develop the HR policy regarding the context in Nepal; Create or improve a database for the monthly salary & allowance payment; Ensure the application of MDM rules for the national staff; Ensure that the general HR administration procedures are in place; are the warrant of the MdM wage and appraisal policies implementation; share and compare with other NGOs conditions of employment and rules; supervise disciplinary procedures of all staff when appropriate and in coordination with the supervisors

-Administrative management of the expatriate staff: Ensure the existence of written job profiles validated by the technical coordinator; Ensure the application of local legislation concerning the expatriate personnel (visa); Participate in the definition of living rules and working conditions;Supervise the constitution of individual files; Make arrival and departure briefings about the administrative and contractual aspects; Supervise the payment of monthly per-diem for volunteers, and advances for expatriate; Respect the rules for expatriate management regarding to their status; Follow-up administrative aspects for expatriate with HQ;

Team management:
-Recruit and train the administrative staff
-Support the Administrator/Administrative Assistant for any administrative, accounting and financial issue
-Provide regular evaluation to the team under his/her responsibility
-Take disciplinary measures when appropriate

Legal framework:
-Regarding to the position of MDM in the country, establish all formalities could be required by the local authorities, within the times allowed
-Supervise the reparation of the various contracts (rental contracts, service providers...)
-Check on the existence, monitoring and the archiving of all documents and contracts (rental contracts for instance…)
-Work with HQ and general coordination on all issues linked to registrations in Nepal

Communication;
-Write a monthly admin report
-Participate to the weekly team meeting
-Ensure that copy or originals of all legal documents and contracts are timely sent to Paris HQ

Experience of 2 years minimum in a similar position Autonomous Experience in negotiations and relations with local partners and authorities in a moving and difficult legal, administrative and political context Ability to work in unstable and volatile context excellent computer skills Knowledge of Saga is an asset Ability to work under a minimum of supervision Reactivity, anticipation, adaptability, capacity to take initiatives Organisational skills, rigor, detail oriented Ability to classify and to manage priorities Listening and diplomacy skills Ability to work and adapt to multi-cultural team Team spirit Capacity to work and to live in tense conditions (proximity to an armed conflict, unstable situation ) Languages: English fluent
You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.


Please follow this link to apply: http://www.aplitrak.com/?adid=Y2xhcmFiaWdlbC42MzI0Ni40ODEwQG1kbS5hcGxpdHJhay5jb20



Premium & featured jobs