Human Resources & Administration Officer - Damboa at Medecins Du Monde

MAIN RESPONSIBILITIES 

The HR & Administration Officer is responsible for supporting and coordinating Human Resources, Administration, and Finance functions at base level, ensuring compliance with organizational policies, donor requirements, and national regulations. The role contributes to the efficient management of personnel, administrative processes, financial operations, and stakeholder relations to support program implementation. The Areas of responsibility of this position are: 

• Human Resources
• Administration
• Finance

WORKING RELATIONSHIPS:

• Hierarchical link: Base Manager /Field Coordinator Borno 
• Functional link: HR Coordinator and Finance Coordinator

ADMINISTRATION:

• Support the Base Manager and Coordination Office in preparing official correspondence to staff, authorities, and external stakeholders.
• Assist in the preparation and follow-up of Memoranda of Understanding (MoUs) and other partnership documents.
• Ensure proper review, approval, and signature workflows for administrative documents.
• Coordinate appointments and maintain effective communication with authorities and key stakeholders.
• Maintain and regularly update institutional contact lists and administrative records.

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

HUMAN RESOURCES:

• Support the implementation of HR policies, procedures, and processes, including recruitment, onboarding, performance management, staff development, and internal communication.
• Monitor employee attendance, leave, and absences, ensuring accurate reporting and recordkeeping.
• Maintain complete, accurate, and confidential personnel files, HR databases, and staff records.
• Facilitate HR information sessions and awareness initiatives to strengthen staff understanding of HR policies and procedures.
• Support recruitment processes, including candidate testing, interviews, and selection activities as delegated by the HR Department.
• Coordinate onboarding and induction processes for new employees and ensure all required documentation is properly completed and filed.
• Assist in monthly payroll preparation and verification.
• Manage employment contracts, amendments, extensions, and personnel documentation for staff, Ministry of Health personnel, and daily workers.
• Ensure staff contact information is regularly updated in coordination with Logistics.
• Manage health insurance updates for new hires and departing staff.
• Maintain accurate records of timesheets, payroll documentation, salary advances, overtime, and monthly payslip distribution.
• Coordinate with Logistics to ensure the recovery of organizational assets from departing employees.
• Provide support for HR reporting, external representation, and other HR-related activities as required.
• This list of activities is not exhaustive and may change depending on the situation.

FINANCE:

• Support the Finance Coordinator in the review of MRs, procurement files, and evaluation grids by ensuring donor and SAGA codes are correctly completed and budget availability is confirmed.
• Ensure all payment and procurement supporting documents are complete, compliant, properly approved, and audit-ready before processing.
• Supervise and process all disbursements and payments at base level in compliance with MdM procedures, donor regulations, and authorization thresholds.
• Ensure proper bookkeeping and accounting management for the base, including accurate recording, coding, filing, and timely submission of accounting documents to coordination.
• Participate in monthly accountancy closing, including review of cashbooks, accounting entries, supporting documentation, and reconciliation prior to submission to coordination.
• Ensure proper management, security, and reconciliation of base cash and bank accounts in line with the Money Management Protocol and MdM financial procedures.
• Conduct regular physical cash counts and immediately report any discrepancy or financial risk to the Base Manager /Field Coordinator Borno and Finance Coordinator.
• Prepare monthly treasury forecasts and cash requests for the base and ensure adequate cash availability for operational activities.
• Monitor staff, supplier, and operational advances and ensure timely recovery, justification, and reconciliation of all outstanding advances.
• Prepare and update monthly Budget Follow-Up (BFU) and forecasts in collaboration with the Field Coordinator and programme managers, including variance analysis and identification of financial risks.
• Alert the Base Manager /Field Coordinator Borno and Finance Coordinator on risks related to budget overspending, underspending, ineligible costs, exchange rate fluctuations, or insufficient budget coverage.
• Participate in preparation of donor financial reports, audits, and budget revisions by providing accurate and timely financial data and supporting documentation.
• Ensure proper deduction, tracking, and remittance of withholding tax (WHT) and other statutory obligations in compliance with national legislation.
• Support renewal and follow-up of tax clearance and other financial administrative obligations at state level.
• Ensure proper financial archiving (physical and digital) of all finance documents in accordance with MdM procedures and donor requirements.
• Promote compliance with MdM anti-fraud, anti-corruption, and internal control procedures and immediately report any suspected misuse of funds or non-compliance.

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

OTHERS

• Maintain effective filing, recordkeeping, and reporting systems.
• Contribute to continuous improvement of administrative, HR, and finance processes.
• Perform any other duties assigned by the Field Coordinator, HR Coordinator, or Finance Coordinator.
• Ensure compliance with organizational policies, procedures, safeguarding standards, code of conduct, and security regulations.

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

QUALIFICATIONS & COMPETENCIES:

     Education

• University degree in Human Resources, Social Sciences, Business Administration, or a related field.
• Relevant professional certification in HR or administration is an advantage.

     Experience and Skills

• Minimum of 2–3 years of relevant professional experience in Human Resources, Administration, and/or Finance, preferably within an INGO, NGO, or humanitarian organization.
• Demonstrated experience in recruitment, personnel administration, payroll support, contract management, and employee record management.
• Proven experience in financial administration, bookkeeping, budget monitoring, cash management, and donor compliance.
• Experience working with government authorities, service providers, and external stakeholders.
• Previous experience in a complex, multicultural, and security-sensitive operational environment is desirable.
• Strong knowledge of HR policies, labor regulations, and personnel administration practices.
• Solid understanding of accounting principles, financial procedures, budgeting, and internal controls.
• Experience in processing payroll, managing personnel files, and maintaining financial records.
• Ability to monitor contracts, administrative agreements, and compliance requirements.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Experience with HR, accounting, and database management systems is an asset.
• Ability to maintain discretion when handling sensitive HR and financial information.
• Willingness to travel within the area of operation when required.

DISCLAIMER: Please note that MdM does not engage in or accept bribes in exchange for job opportunities. Any attempts to offer or accept bribes will result in immediate disqualification from the recruitment process.

Due to the nature of this role, we will be reviewing applications on a ROLLING basis, and the role might be filled and closed before the closing date. Early applications are encouraged.