Job Openings at Médecins du Monde

TASKS AND RESPONSIBILITIES:

• Under the supervision of the general coordinator, the field coordinator will supervise the overall field project team and ensure close collaboration between the logistics, medical and administrative departments and good team spirit.
• S/he will ensure smooth implementation of the project in Damboa LGA, according to project proposal including budget monitoring of activities, coordination with others NGOs and government bodies.
• Ensure team security and safety and compliance with security regulations for the staff under her/his own responsibility.
• Continuously assess the humanitarian and security situation in the field and timely inform the general coordinator.
• S/he manages directly the support and program team in Damboa: medical supervisor, MHPSS supervisor, community outreach officer, log/admin officer. The total Damboa team is about 50 people. S/he gets the technical support of the country coordination team that is based in Maiduguri.
• More specifically, you will be in charge of:

Base Management

• Ensure adequate information flow within the different departments (medical, admin & fin, logistics)
• Oversee and coordinate the general functioning of the base and all departments
• Create/maintain a “team spirit” within the different departments and amongst the staff

Program implementation and management

• Good planning and implementation, create tools for use by the whole team, support team communication, efficiency and effectiveness with tasks
• Ensure the implementation of the program and its follow-up in its different aspects: logistical, administrative / finance and medical
• Continuously assess the needs & adjust the programmes to the needs in collaboration with the coordination team
• Contribute to the definition / revision of MdM strategy in Damboa, draw up scenarios and proposals and support the budget creation/revision for future/new activities in collaboration with the coordination team and relevant departments
• Contribute in defining the project needs and respond with support of the Emergency Response Team within Damboa LGA

Logistics, Finance and Administration

• Ensure familiarity with donor compliance issues, ensuring all projects are compliant with these and MdM procedures
• Ensure appropriate administrative, financial and logistical MdM systems/procedures are in place (with the support of the finance co, Human Resources Co and Logistics Co), maintained and adhered to so that all support functions are carried out effectively and efficiently
• Ensure regular communications are maintained between the different departments and act as a mediator when necessary
• Be responsible for accurate budget control and overall responsibility for financial management at the project site in line with project proposals
• Ensure, in coordination with the finance coordinator that financial needs are well planned according to activities workplan

Human Resource Management

• Be responsible for the well-being of all team members; conduct regular team building activities
• Where relevant, contribute to recruitment and selection of national staff
• Be responsible for the disciplinary and grievance procedures of the national team under his/her line management
• Maintain good inter-team communications, engender good team dynamics and take suitable action when problems occur
• Support team members professionally ; monitor and support stress management, including regular documented team meetings for planning and reporting purposes
• Carry out appraisals as per MdM standard requirements and procedures
• Ensure all new team members are adequately briefed on arrival in the field, and departing team members are debriefed
• Be responsible for capacity building and training of national personnel in collaboration with all technical coordinators (Med Co, HR Co, Finance Co, and Log Co)

Representation

• Carry out representation activities with other NGOs, UN agencies, local and national government bodies, traditional authorities, donors and other relevant parties
• Participate on a regular basis to all relevant meetings and be collaborative and build a strong relationship with all partners working in the area
• When relevant and with the general coordinator approval, represent MdM to donors, authorities, NGOs and other parties as necessary

Safety and Security Management

• Ensure team security and safety in a highly volatile security environment in collaboration with the coordination team
• Proactively monitor the political, military and security situation in the project areas and update the logistics coordinator / general coordinator accordingly
• Ensure that appropriate security guidelines are developed, communicated, adhered to, and regularly reviewed with the logistics coordinator and the general coordinator accordingly
• Ensure timely and accurate security / incident reports are sent to the logistics coordinator / general coordinator

Reporting

• Elaborate coordination report with the coordination team
• Ensure regular contacts with the general coordinator
• Participate to proposals & reports to donors

CONDITIONS OF EMPLOYMENT:
Status : Employee
Fixed-term contract
Duration : 6 months

Starting date: May 11th, 2020
Gross monthly salary: 3.041 euros

• Premium equal to one month salary paid in two instalments - minimum of 6 months seniority required
• Expatriation bonus (10% gross salary per month)
• Transportation cost, vaccines and visas covered
• Guesthouse housing
• 22.5 RTT (recovery days) per year
• 5 weeks of paid leaves per year.
• Break policy every 3 months.
• Health insurance (60% covered by MdM)
• Insurance (repatriation…)
• Médecins du Monde promotes trainings and internal mobility
• Single posting

SKILLS AND EXPERIENCE NEEDED:

• University degree in social or political sciences, social communication, health promotion or related studies
• Desirable degree in Project Management or HR Management
• Experience with an international NGO working in emergency contexts, preferably within the health sector, or previous field experience with MdM in different contexts
• Previous experience of project planning and budget holding; proposal and report writing
• Knowledge and understanding of project management tools (Logical Framework analysis, project cycle management, objectives and indicators etc.)
• Experience of security management at the field site level
• Strong leadership skills and a supportive management style (experience managing national and expatriate staff)
• Diplomacy, negotiation and networking skills
• Ability to work under a minimum of supervision
• Willing to live and work in challenging conditions
• Reactivity, anticipation, adaptability, capacity to take initiatives
• Strong problem solving and organisational skills in day to day and crisis situations
• Ability to classify and to manage priorities
• IT: Windows office package (Word, Excel, Outlook…)
• Languages: English is mandatory, Hausa, Arabic or Kanuri are an asset.
• You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.

TELEPHONE APPLICATIONS WILL NOT BE ACCEPTED

• Médecins du Monde reserves the right to fill the vacancy before the closing date for applications.
• MdM stands up for the integration of people living with disabilities and fights against discrimination.

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Context of the Mission

• Violence in the northeast has caused massive displacement and at the same time restricted movement: it has disrupted food supplies, seriously hindered access to basic services, and limited agricultural activities. In seven years of conflict, over 20,000 people have been killed in Boko Haram-related incidents
• The entire population of northeast Nigeria – 24.5 million people – is indirectly affected. People affected by violence in Adamawa, Borno, and Yobe, and neighbouring Bauchi, Taraba, and Gombe states are in urgent need of protection, shelter, food, and access to health services and education
• Since February 2016, as humanitarian access is increasing, extreme food insecurity and malnutrition conditions have been revealed in Borno state.
• As of 3rd August, 1.82 million people are estimated to be displaced within/from of Borno state, from which 1.63 million actually stayed within the state. Most of them (more than 1.2m) are living in Maiduguri with the host community and others in formal and informal camps.

Overall Responsibility

• As Finance and Compliance Manager, you will support the Finance Coordinator in managing budget of an approx. 4 million € yearly budget involving 3 institutional donors funding the Nigeria mission, managed from Maiduguri, from 2 different hubs.

Team Management:

• You will work under the direct supervision of the Finance Coordinator based in Maiduguri
• You will ensure proper information sharing with the different members of the Nigeria Coordination.

You will directly supervise:

• 1 Programme Accountant and 1 Finance Assistant staff based in Maiduguri

You will be the technical referent for the following staff:

• Finance and Administration Officer based in Damboa
• Partners’ administration or finance staffs
• Focus on the 3 priority activities relative to the context of the mission:
• The FFU is updated every month and The FFU meeting is done every month at field level
• The Finance team is trained and autonomous on his functions
• Monthly accountancy is submitted to HQ by 15th of every month

Main Responsibilities
Accounting:

• Assist Oversee Nigeria Coordination accounting and finance functions
• Ensure that Nigeria Coordination Administrative, Accountancy and cash flow procedures, tools and software are used in the missions
• Ensure that expenses are justified according to MdM France and donor’s procedures
• Assist to ensure that all administrative documents are properly filed and archived
• Assist Supervise the accountancy closure, and ensure deadline are respected
• Integrate the new donor contracts into the financial management of the mission’s projects.

Budget:

• Assist manage the Budget Follow-up (BFU) and provide financial information and analysis to the Finance Coordinators within the mission budget cycle
• Take part in the development of the reference budget together with the Finance Coordinator and in the construction of the annual budgetary frame.
• Take part in donor’s visit with the Finance Coordinator and to present the updated budget and analysis.
• Assist in preparing financial reports to donors
• Ensure that expenditures for budgets, grants and contracts are monitored and the reports are prepared to maintain balance account
• Train the mission’s senior staff in how to use the Budget Follow up

Treasury:

• Daily management of the safe, and of needed transfers with cash box or change operations
• Supervise of safe movements in SAGA and update of compliant supporting documents
• Elaborate monthly cash requests with the team for the program and support services; and communicate to the Finance coordinator
• Ensure cash security rules for the mission are implemented and that MdM-France procedures and tools are being used for cash flow management (bank account, safe, cash box, advances);
• Ensure the transfer of funding for the Nigeria Mission
• Develop cash flow projections for funded and support activities
• Follow up and ensure advances are closed at end of each month.

Compliance:

• Participate in internal/external audits and reviews as required to ensure compliance with MdM France procedures and donor's requirements
• Effectively stay abreast of donor policies, procedures, rules and regulations including match/co-financing rules; compile and update applicable local policies; and train program and partner staff in these policies
• Assist develop and maintain local office policies and procedures and provide training for all issues related to local financial matters.

Relation with Partners:

• Effectively stay abreast of the MoUs between MdM France and partners for the finance chapters
• Review and monitor partners with financial reporting and compliance. Provide additional assistance with the Finance team to partners when required
• Train, support and build administrations capacities of implementing partner staff in compliance with MdM France Procedures, in close coordination with the Finance Coordinator
• Ensure that monthly financial reports from partners are respecting MdM France procedures

Team Management:

• Create a sustainable work environment of mutual respect that attracts motivated, skilled and effective team members and enables them individually and collectively to strive to achieve excellence.
• Train the Programme Accountant and Admin assistants based in Maiduguri and log admin based in Damboa
• Contribute to country team-building efforts; build constructive internal relationships; help team members identify problem-solving options and ensure integration of all team members into relevant decision-making processes.
• Liaise and work in close coordination with Finance Coordinator, when required

Coordination:

• S/he ensures efficient circulation of information to field and capital teams
• S/he drafts or participates in the drafting of internal activity reports for everything dealing with financial, budgetary, issues for the mission.
• S/he ensures proper finance coordination at mission level by regular visits to the bases, controls, monitoring, training, etc
• Ensure proper archiving of financial contracts and correspondence with donors
• Support Finance Coordinator in relationships with the administrative authorities at the national level
• This list of activities is not exhaustive and may change depending on the situation.

Hierarchical & Functional links:

• The Finance and Compliance Manager is under the direct responsibility of the Finance Coordinator
• S/he supports and ensures close relation between the finance teams involved in the Nigeria mission

Background of the Candidate

• Sex: indifferent
• Humanitarian experience: Yes
• Nationality: No preference
• Emergency experience: Yes
• Coordination experience: Yes
• Language: English (Fluent)
• Computer skills
• Excellent excel skills
• French: Added value.

Skills Required

• Experience of 4-5 years minimum in a similar position
• Experience in negotiations and relations with partners in a moving and difficult legal, administrative and political context
• Excellent computer skills
• Experience in multi-donors’ budgets and multi-countries grants
• Training and capacity-building experience
• Knowledge of Saga is an asset

Personal Skills Required:

• Ability to work under a minimum of supervision, autonomous
• Reactivity, anticipation, adaptability, capacity to take initiatives
• Organizational skills, rigor, detail-oriented
• Ability to classify and to manage priorities
• Listening and diplomacy skills
• Team spirit
• Ability to work in an unstable and volatile context.

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Main Responsibilities

• Under the supervision of the Programme, the Finance Assistant will be responsible for the following main activities in accordance to national and MdM procedures:

Cash Box Management:

• Make payments according to MdM procedures.
• Keep the cash and cash boxes safe and according procedures.
• Estimate petty cash, and make request to the Administrative Coordinator for replenishment.
• Perform daily/weekly/and monthly cash control with Finance Officer.
• if necessary, realize the payment of monthly per-diem and advance of salary according to MdM procedures for the international staff
• Management of safety envelop for international staff (payment and refund in and out)

Accountancy:

• Enter invoices & payments data regularly into accountancy software (saga) in accordance with MdM standards and to the accountancy and budget framework.
• Prepare the payment of expenses related to the daily operation of the MdM programs, according to MdM procurement procedures (Mission Request, Purchase order, contract, invoices & receipts, quotations, and proformas etc.)
• Double check of records, according to MdM & donor procedures
• Verify that all the receipts/invoices are correctly filled and they are eligible for MdM accountancy (indicating: date, details of the supplier, clearly written the amount with the stamp PAID);
• Make cash advances for operation to validated staff after validation of the Finance Coordinator and ensure that all advance are reconciled/closed by the end of the week & month.
• Prepare (glue and copy) and archive all necessary documents for monthly accountancy in accordance with MdM procedures: accountancy (ledger, cash controls) and annexes.
• Complete the monthly closing operation of the cash accounts in accountancy after validation of Finance Coordinator, in the schedule fixed and send the documents required
• Keep the administrative archive on the mission (do the copies, classify and archive)
• Support to look for invoices when required

Administration:

• Develop filing system for administration department, and after validation of Administrative Coordinator,
• Realize copying and filing and scanning, especially for accountancy
• Assist during organization of trainings, accommodation and transportation.

Reporting:

• Prepare a summary of weekly activities
• Participate in a pro-active way to the improvement of the MdM internal meetings (general, admin, security…)

Others:

• Be flexible in performing his/her duties
• Inform immediately the security focal point in case of any security problem
• Perform other additional duties on request of the Finance Coordinator

Key Requirements

• At least two years' work experience in the field of finance/accounting/bookkeeping in an INGO or the commercial sector.
• Hands-on experience/skills in MS Excel (experience in working with formulas).

Desirable:

• University Degree in Finance / Accounting / Commerce / Business Administration.
• Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
• Willing to meet deadlines with minimum supervision.