HR/Admin Officer at Medecins Du Monde

MAIN RESPONSIBILITIES

The HR / administrator Officer oversees:

• Finance/ Admin
• Human Resource

WORKING RELATIONSHIPS:

Hierarchical link: Field coordinator

Functional link: HR coordinator and Finance coordinator all based in Maiduguri.

Human resources and administrative

• Supporting the Deputy HR Coordinator in ensuring the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, staff's development and internal communication…)
• To follow-up employee’s absences (paid leaves, sick leaves…) and report it to the HR Coordinator
• Filing and ensuring all staff files are up-to-date including the staff database and properly stored.
• Ensure information sessions with HR Coordinator in order to increase the MdM team member knowledge and understanding on Human Resources.
• Participate in interviews when requested to do so by the Human Resources Coordinator, on behalf of the HR Department
• Assist HR Coordinator in monthly Payroll preparation.
• Contract management of staff, MoH staff, and daily workers (including staff contracts, extension, amendments).
• Lease with Logistics to ensure the staff contact details list is up to date.
• Work with Logistics to ensure MdM property is returned at the end of the staff contract.

 Finance

• Support the Finance Co in the review of MRs, evaluation grids by ensuring the donor and saga code are completed.
• Supervise all disbursements, payments at the base level (in respect of donors’ budgets) and ensure the security of funds and safety of staff.
• Work with Admin officer in ensuring all entries in Saga are adequately supported and keyed in.
• Responsible for the book keeping (Accounting) of the base under the line management of Finance Coordinator. Prepare and supervise the monthly closing, review and integration of the accounting for his/her base before sending to the coordination.
• Responsible for the management of the base treasury and sending of cash forecast to country office on bi monthly bases; ensure the smooth transfer and security of funds at the base level.
• Prepare and finalize the base fund forecast with Field coordinator and program managers.
• Update the budget Follow up and forecast on monthly bases and conduct a meeting to share the results with the team.
• Participate and assist the finance coordinator in provision of data, preparation and timely submission of financial reports to donor/HQ and etc.

This list of activities is not exhaustive and may change depending on the situation.

OTHERS:

• Develop filing system for administration department, and after validation of HR/Administrative Coordinator.
• Comply with MdM policies and practice with respect to code of conduct, safety and security and other relevant policies and procedures.

Profile required

• BSC in Business Admin, Finance, Human Resources Management, or similar education. 
• Minimum of 4 years of professional experience in HR/Finance
• Experience of 3 years minimum in a similar position with an I.NGO is required (with MDM is an asset).
• Experience in conflict or difficult contexts a distinct asset.
• Excellent computer skills in Excel particularly (database management)
• Languages:
  • English: mandatory
  • Hausa and Kanuri: recommended.
  • French: an asset