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 46 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.
In June 2014, regarding the situation of massive displacement people (Syrian Refugees, Iraqi IDPs) in Iraq the past few months, MdM decides to launch an exploratory mission.
Following the result of this evaluation, MdM decided to launch a program targeted the IDPs in the KRI region through the support of Mobile clinics, fixed clinics but also the support to local partners and the Ministry of Health.
TASKS AND RESPONSIBILITIES:
Under the direct supervision of General Coordinator of Iraq, the Administrative Coordinator is 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.
The Administrative Coordinator works in close collaboration with the Regional Finance Coordinator and the Financial Controller at the headquarters.
More specifically:
Accounting-Budget planning & monitoring:
- Is responsible for the accounting, budget planning & monitoring of programs implemented in Iraq.
- 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: cash provision between the different programs/bases; cash needs assessment and fund requests submission to HQ in Paris; cash flow supervision including security of cash; control over transactions
- Supervision of the accounting and invoices & allowance payment: responsible for the accountancy of all sites; archiving of accounting documents supervision; preparation of external or internal audit
- Budgetary monitoring: preparation of annual and donor budgets in coordination with the teams; monitoring of overall budget consumption; communication with the financial controller at HQ and the coordinators about the budget follow up; discrepancy identification and analysis; 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
- Administrative management of the national staff:
- Develop the HR policy regarding the context in Iraq: write internal regulation, study the local labour and tax law
- Create or improve a database for the monthly 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
- 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 (volunteer, salary, desk,…)
- 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 allowe
- Supervise the reparation of the various contracts
- Check on the existence, monitoring and the archiving of all documents and contracts
- Work with HQ and general coordination on all issues linked to registrations in Iraq
Communication ; Reporting ; Capitalisation:
- 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.
CONDITIONS OF EMPLOYMENT:
Status : Employee
Contract : Fixed-term contract
Duration : 6 months renewable
Starting: ASAP
Single posting
SKILLS AND EXPERIENCE NEEDED:
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
Team spirit
Capacity to work and to live in tense conditions (proximity to an armed conflict, unstable situation )
Languages: English fluent, French is an asset
You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.
https://mdm.profilsearch.com/recrute/intranet/fo_annonce_voir.php?id=1340&idpartenaire=127
Administration coodinator (M/F) - Iraq
Job posted by: Doctors of the World UK- Medecins du Monde (MDM) - - Mon, 25 May 2015Job Details:
Organisation: Doctors of the World UK- Medecins du Monde (MDM) -
Deadline Mon, 31 Aug 2015
Job type: Contract
Location: France
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 46 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.
In June 2014, regarding the situation of massive displacement people (Syrian Refugees, Iraqi IDPs) in Iraq the past few months, MdM decides to launch an exploratory mission.
Following the result of this evaluation, MdM decided to launch a program targeted the IDPs in the KRI region through the support of Mobile clinics, fixed clinics but also the support to local partners and the Ministry of Health.
TASKS AND RESPONSIBILITIES:
Under the direct supervision of General Coordinator of Iraq, the Administrative Coordinator is 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.
The Administrative Coordinator works in close collaboration with the Regional Finance Coordinator and the Financial Controller at the headquarters.
More specifically:
Accounting-Budget planning & monitoring:
- Is responsible for the accounting, budget planning & monitoring of programs implemented in Iraq.
- 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: cash provision between the different programs/bases; cash needs assessment and fund requests submission to HQ in Paris; cash flow supervision including security of cash; control over transactions
- Supervision of the accounting and invoices & allowance payment: responsible for the accountancy of all sites; archiving of accounting documents supervision; preparation of external or internal audit
- Budgetary monitoring: preparation of annual and donor budgets in coordination with the teams; monitoring of overall budget consumption; communication with the financial controller at HQ and the coordinators about the budget follow up; discrepancy identification and analysis; 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
- Administrative management of the national staff:
- Develop the HR policy regarding the context in Iraq: write internal regulation, study the local labour and tax law
- Create or improve a database for the monthly 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
- 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 (volunteer, salary, desk,…)
- 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 allowe
- Supervise the reparation of the various contracts
- Check on the existence, monitoring and the archiving of all documents and contracts
- Work with HQ and general coordination on all issues linked to registrations in Iraq
Communication ; Reporting ; Capitalisation:
- 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.
CONDITIONS OF EMPLOYMENT:
Status : Employee
Contract : Fixed-term contract
Duration : 6 months renewable
Starting: ASAP
Single posting
SKILLS AND EXPERIENCE NEEDED:
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
Team spirit
Capacity to work and to live in tense conditions (proximity to an armed conflict, unstable situation )
Languages: English fluent, French is an asset
You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.
https://mdm.profilsearch.com/recrute/intranet/fo_annonce_voir.php?id=1340&idpartenaire=127