Jobs at Alliance for International Medical Action (ALIMA)

MISSION AND MAIN ACTIVITIES

The Admin Supervisor is responsible for the management of the administrative files of the national staff and the administrative and accounting management of the project where he works

Function & Responsibilities

ADMINISTRATIVE MANAGEMENT OF PERSONNEL

• Assigns work, provides direction to staff and ensures that assigned tasks are completed. Ensures effective and appropriate staff coverage.
• Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.
• Participates in the recruitment and selection of staff by performing duties such as advertising vacancies locally, screening resumes, interviewing applicants and providing input on selection.
• Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
• Performs a variety of secretarial duties such as drafting and typing routine correspondence, arranging meetings and taking minutes.
• Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions. Provides input into budget formulation.
• Maintains staff and program information using spreadsheet and/or database software.
• Performs other related duties as required.

PAYROLL MANAGEMENT

• He captures the variable elements of the payroll in Homer
• He validates the requests of instalments and records them on Homer,
• He collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Homer payroll software he/she establishes the monthly pay slips
• It publishes the ballots and verifies that each ballot is correctly established,
• He has checked and targeted salary listings by the logistician-administration or field administration manager,
• It prints the bulletins and closes the pay of the month. At the end of the contract, he establishes the balances of all accounts
• It verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software,
• He/she prints payslips and gives to staffs and files acknowledged copy
• He causes these elements to be targeted and transmitted to the employee.

ADMINISTRATIVE AND ACCOUNTING MANAGEMENT

• He/she in charge of accounting management under the supervision of the logistics and administration manager and under the responsibility of the Accountant, in strict compliance with ALIMA internal procedures
• He reports the inconsistencies to the Accounting Coordinator or the Field Administration Coordinator.

MONEY MANAGEMENT

• He/she is responsible for the sums entrusted to him in his safe and manages them with discretion
• Maintains follow-up workbooks (for operational advances, payroll, suppliers' advances) and ensures that advances are delivered on time, justified by invoices and do not accumulate,
• Ensures at least weekly that his physical inventory corresponds to the balance of his workbook in the presence of his supervisor,
• Checks the balance of bank statements,
• Signs any difference in cash on his notebook and his manager as soon as he finds it.
• Plans cash demands based on daily needs during the month (payday advances, month-end pay, daily needs - operational advances and direct payment
• Provides monthly cash flow with its supervisor and communicates it to the financial coordinator,
• Signals with his supervisor any operational changes that may require additional funds. He shall pay the suppliers on time (direct payment / operational advances),
• Receives invoices and receipts, ensures that they are consistent and conform, that they are validated by the purchasing officer and in accordance with the purchasing procedure in force,
• Informs his supervisor of any difference in price and quantity detected in order to resolve or validate it,
• Pay by the most appropriate means (cash, checks, transfers) and ensure that they are received by the recipient (stamp, signature ...).

Implementation of prevention measures against abuse of power, gender-based and sexual violence:

• Ensures that his/her team, partners and community members are aware of ALIMA's policy and have access to information (complaint escalation mechanism, focal point...).
• Facilitates the organization of training and awareness sessions
• Implements standards related to the prevention of abuse of power, gender-based violence and sexual violence.
• Ensures that team members and partners involved in the project (Ministry of Health, national partners, etc.) follow training and awareness sessions and apply the rules for preventing abuse.
• Contributes to creating and maintaining a nurturing and protective environment for his/her team, community members and project partners.

You meet the following qualifications:
Education

Degree/HND in Accounting, Business Admin or other related field.

Experience

• 2 years experience. INGO experience is added advantage.

Languages                            

• Local language essential. Mission language desirable.

Knowledge

• Essential basic mathematics and use of measuring equipment.
• Desirable computer literacy (word, excel)
• Desirable ability to do basic repairs.
• Competences
• Results.
• Teamwork.
• Flexibility.
• Commitment.
• Stress Management.

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MISSION AND MAIN ACTIVITIES

• Carry out all activities related to entry of medical data into the mission database, according to ALIMA protocols and maintaining confidentiality, in order to have reliable and up to date information

Function & Responsibilities

• Enter medical data (e.g. patient data, dates of visit, content of prescription, viral load, etc.) in project’s database on a regular basis and according to ALIMA protocols.
• Participate in compilation of data both from ALIMA structures and from collaborating health facilities.
• Participate in the search for missing data.
• Update files of existing patients and make any corrections needed.
• Make regular back-ups of all data processed.
• Look after all equipment provided and keep recording area clean and tidy, giving special importance to all patient files.
• Report any issue concerning data management to superior
• Elaborate statistical reports when required by the medical team.
• Ensure, promote and maintain confidentiality regarding all information registered
• Participate in data analysis activities of the project.
• Alert or report any abnormal trends in the activities data to the superior.

Education

• Essential Secondary School certificate.

Experience

• 1 years experience. INGO experience is added advantage.

Languages                            

• Local language essential. Mission language desirable.

Knowledge

• Essential basic mathematics and use of measuring equipment.
• Desirable computer literacy (word, excel)
• Desirable ability to do basic repairs.

Competences

• Results.
• Teamwork.
• Flexibility.
• Commitment.
• Stress Management.

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MISSION AND MAIN ACTIVITIES

In compliance with ALIMA standard practices and protocols, ensure Good Medical Practices in patient care management in the Covid19 Unit in FMCO: Consultations (as required), health education, medial prescriptions, data collection & analysis, reporting and staff management (if any).

• Improve the patient care and management in the Infection Control and Research Centre unit in FMCO.
• Guarantee patient safety by complying with the protocol and the Rational use of drugs.
• Accompany the medical team in the good medical practices.
• Ensure the capitalization of the medical activity (indicators).

Function & Responsibilities

1-     Medical activities

• All medical decisions taken must be discussed with the Consultant in-charge of the patients in the service.
• Apply medical knowledge and skills to the diagnosis, treatment and prevention of infection (based on clinical examinations, laboratory results and available tests);
• Perform the daily ward rounds of patients with; confirmed or suspected in collaboration with the colleagues in the service.
• Ensure the implementation of the appropriate treatment, in accordance with ALIMA/NCDC recommendations and protocols;
• Participate in the follow up clinics for discharged patients with covid19;
• Ensure the smooth running of medical activities in the service (correct medication administration, adequate follow-up of patients ...);
• Ensure that results of investigations requested are available for decision making in patient’s care on a timely basis;
• Ensure the proper filling of forms needed from time to time. They are either to play supervisory roles or get the forms filled themselves. Such forms include, the CIF, CMF, daily progress forms for patients, and the clinical audit forms;
• Ensure He or She hands over properly to the next Doctor on call before leaving the service at the end of the day;
• Participate in all trainings and retraining of staff of the service with regards to the prompt detection, management and follow up of cases; suspected or confirmed and the effective management of Biomedical equipment in the service in general;

Keep the patient and family informed of any changes;

• Work with the nurse supervisors and/or team leader and tell them what the needs are in terms of medical equipment and medicines in the service;
• Supervise triage (follow-up of notification forms, patient interview, list symptoms, substantial investigation, including contacts), admission, transfer and discharge of patients;
• Ensure that any patient who shows signs of infection or emergency is consulted within less than one hour and take all necessary measures for their proper management;
• Supervise the follow-up of admissions of patients with Lassa fever administrative level (sheet, register, medical file ...) and medical (prescription, drug administration ...) and ensure the oral and written transmission of this information;
• Organize information sessions with the patient and his family on the management of Lassa fever in collaboration with the nurses and if necessary, psycho-social team;
• Respect medical confidentiality and data confidentiality;
• Respect and participate in the operating rules of the center (in terms of hygiene, patient circuit ...);
• Participate in the identification of new needs, in terms of drugs and medical facilities, according to the pathologies encountered during practice;
• Participate in medical discussions based on knowledge and area of ​​expertise;
• Participate in training and supervision of the investigation/referral team.

2-     Organization:

• Participate in the organization of activities in collaboration with the nurse supervisor, or team leader (Project coordinator);
• In accordance with the WHO, NCDC, national and ALIMA guidelines, and in order to ensure the quality and continuity of care, when the physician is not in service, he may need to define treatment protocols or to adapt treatments that nurses will have to implement.

3-     Monitoring, analyze and report:

• Participate in the development of the action plan on the project’s activities.
• Monitor medical activities, analyze them in context by adopting a public health approach, and if necessary make proposals on their possible evolution;
• Report immediately to the technical representative (Project coordinator/Medical Referent) any problem arising in the service, particularly the loss / theft / degradation of medical equipment or medicines;
• Immediately report any incident of exposure that occurred in the Center to the Medical Referent/Project coordinator and participate in the post-exposure care.

4-     Pharmacy:

• Participate in the pharmacy order
• Analyze the consumption of drugs and consumable according to the data
• Report to the medco and project coordinator any abuse of drugs or consumable
• Participate in any pharmacy inventory if needed

5-    Others

•  Assume any duty requested by Medical coordination or the project Coordinator    

Education

• MBBS Degree

Experience

• Essential 3-5 years’ experience minimum as a Medical Doctor or in clinical work. Experience with NGO desirable, Infectious diseases and Hospital management.

Languages                            

• Local language essential. Mission language desirable.

Knowledge

• Essential basic mathematics and use of measuring equipment.
• Desirable computer literacy (word, excel)
• Desirable ability to do basic repairs.

Competences

• Results.
• Teamwork.
• Flexibility.
• Commitment.
• Stress Management.