Jobs at International Medical Corps (IMC)

Job Summary

• The Human Resources / Admin Assistant under the supervision of HR / Admin Officer will support new hires for the organization including recruitment, screening, recruiting, interview and employee placement.
• He/she will on-board new employees, and guide through the complicated process of compliance because HR represents both the employees and the organization.
• The Human Resources and Admin Assistant must be well-organized when performing administrative and strategic hiring duties.
• He/she also has the crucial task of ensuring IMC’s HR policies and procedures are in compliance with all state and federal labour regulations.

Tasks and Responsibilities
Human Resources:

• Assist in ensuring staff compliance with human resources polices, as per IMC’s Operations Handbook and HR Handbook.
• Ensure that leave, recruitment, and training trackers are updated on a regular basis.
• Monitor staff attendance and ensure that all staff timesheets are submitted and filed on time.
• Assist in communicating with interview candidates and scheduling for tests and interviews.
• Prepare employee contracts.
• Responsible for ensuring the following are accurate, complete, and up to date: -personnel files, administration of health insurance scheme, social security,
• Assist managers and staff on effective performance management and administer the collation of performance management documentation.
• Ensure new staff receive an appropriate orientation and induction.
• Ensure clearance and debriefing is carried out for exiting staff.
• Support staff development activities including promoting the IMC Learning Catalogue.

Administration:

• Ensure that all office systems and equipment (power, water Dispensers, telephone, photocopier, etc.) are in good working order.
• Payment of office and guest house bills.
• Responsible for office supplies.
• Responsible for necessary repairs & maintenance in a timely manner in coordination with the logistics staff.
• Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to.
• Establish central mail recording system and filing system.
• Ensure that IMC staff have Identification cards (ID) with the period of validity in accordance with the employment contract.
• And other duties as assigned. The duties and responsibilities listed are a representative of the nature and level of work assigned and are not necessarily all inclusive.

Qualifications and Experience

• Bachelor's Degree in Business Administration, Human Resources Management, or related field with minimum of 2 years relevant experience in a similar role or HR administration or management.
• Other relevant professional/management certifications would be an advantage.
• Proficiency in Microsoft Office applications such as MS Word, Excel, Outlook, and PowerPoint.

Key Competencies:

• Strong communication skills: oral, written and presentation skills.
• Should be a team player and culturally sensitive.
• Demonstrated proficiency in computer applications such as Ms Word, email and utilization of the internet.
• Goal-oriented, organized team player.
• Creative problem solver who thrives when presented with a challenge.
• Extremely flexible and have the ability to cope with stressful situations.
• Commitment to and understanding of IMC’s aims, values, and principles.

Required Skills and Qualities:

• Highly organized and the ability to multi-task.
• Strong analytical skills with good problem-solving skills & creativity, supported by good writing skills.
• Computer literacy in all Microsoft office programs (Word, Excel, PowerPoint, Outlook).

Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

Compliance & Ethics:

• Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity.Communicate these values to staff and to partners and to require them to adhere to these values.

Equal Opportunities:

• International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

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Job Summary

• The Finance Assistant will be based in Shani and will provide all necessary financial assistance to WFP project as well as handle other office cash related duties.
• S/he will maintain Cash transaction journal, make cash disbursements and reconciliations, prepare cash projections and requests and will also be responsible for the custody of all the financial files related to the project.

Tasks and Responsibilities

• To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.
• The tasks listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.

Accounting and Finance Management:

• Prepare procurement request and ensure all approvals are secured and coordinate with the logistics department the delivery of service and goods.
• Account for procurement transactions to ensure adequate supporting documentation, accuracy, and control over payments.
• Ensure all documents are filled and stamped.
• Maintain proper filing and easy retrieval of finance documentation.
• Conduct Daily, weekly and month-end cash counts.
• Payment of participant and other training, cash payments out of the office.
• Update and Upload on cost point cash transaction. Daily reconcile of cash and book balances.
• Complete the monthly closing operation of the cash accounts after validation of Finance Officer
• Ensure that all vouchers are scanned and uploaded into IMC Share file for Supervisor review and internal audit purpose

Working Relationships:

• Maintain frequent communication with Finance Officer to ensure finance activities and objectives are communicated
• Work with program and logistics staff to ensure the coordination of programs are within budgeted targets

Security:

• Ensures application and compliance of security protocols and policies
• Facilitates emergency and non-emergency security expenditures
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps

Qualifications

• A University Degree in Accounting or Business Administration.
• Professional certifications such as a fully qualified/almost qualified member of ICAN or other qualification recognized by IFAC is an added advantage.
• Prove of NYSC Certificate.

Experience:

• Minimum of 1 year experience in the humanitarian sector
• Experience in working with computerized accounting systems, preferably Costpoint
• Experience in working within a large departmental team.
• Ability to carry-out responsibilities independently with minimal technical support from within the organization.
• Experience in enforcing the compliance of internal control procedures and policies relating to different departments and activities.

Competencies:

• Proven leadership qualities required.
• Strong negotiation, interpersonal and organization skills.
• Can function effectively in a loosely structured work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements
• Ability to work under pressure and manage workload effectively and efficiently to meet deadlines.
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Ability to work in harsh conditions, often in remote areas.
• Some record of experience with donor (especially: USAID, OFDA, ECHO, DFID, BPRM, UN-Agencies) specific procedures.
• Ability to work in harsh conditions, often in remote areas.
• Proficiency with MS Word and Excel.
• Fluent English, Hausa in written and oral.

Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.
• Any other duties that may be assigned from time by supervisors.

Equal Opportunities:

• International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

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Job Summary

• The project Manager (PM) is to provide leadership and overall day to day management of International Medical Corps (IMC) activities in Shani LGA, Borno.
• Together with Program Director, Nutrition Coordinator and program staff, he/she participates in defining intervention priorities, develop necessary contacts and relationships with government, non-government, donors and UN agencies at the field level
• Contribute to the development of strategies and manage existing programs and resources, and provide day to day supervision, management and coaching to a wide team of IMC staff in Shani LGA.
• He/she ensures that IMC program in Shani delivers the highest level of quality of nutrition and livelihood interventions that are outlined on the Resilience and Social Cohesion project funded by WFP, targeting 3,250 HHs which will include 3,050 children of 6-23 months and 2,550 pregnant and lactating women in Shani LGA, with Nutrition and Livelihood interventions comprising of cash-based transfer through e-voucher, IGA and VSLA activities.
• The PM will be expected to ensure timely, accountable and protection-sensitive delivery of the Cash-based transfers through e-voucher modality, mentor and manage field staff, ensure open lines of communication with WFP and with IMC Safety Unit.
• The PM is responsible for reporting on program delivery to internal and external stakeholders, in collaboration with the Program Director, Nutrition Coordinator and M&E Coordinator.
• Program development will also be a key aspect, looking at relevance and appropriateness of distribution modalities and working with the Nutrition Coordinator, Program Director and donors.

Essential Duties and Responsibilities

• Overall responsibility for the management of Nutrition and Livelihood activities to ensure that targeted vulnerable beneficiaries have safe access to adequate quality and quantity of food through providing access to nutrition and livelihood assistance
• Ensures that program needs at the field site are met with adequate operational support through regular meetings with WFP project staff, Finance-Administration, Human Resources, and Procurement
• Participate in program activity planning, implementation, strategy, needs assessment, meetings, etc
• Ensure staff training and capacity building as necessary to meet the needs of implementing programs
• Report to Program Director, and copy Nutrition Coordinator, WFP project manager, logistics Coordinator and Finance Director in a timely manner
• Logistics management (with technical support from Logistic Coordinator, field logistics officer ensure that IMC logistics procedures are implemented and respected
• Work closely with logistics to ensure staff safety considerations for all field travel, including sometimes to less secure locations
• Overall responsibility for meeting donor targets and compliance requirements through activities, means of undertaking activities, and in all documentation (financial, logistics etc).
• Line-manage national project staff, conducting performance reviews, setting objectives and ensuring expected performance criteria are met
• Adapt the project’s team structure according to needs, resources and capacities
• Ensure high quality project implementation in accordance with donor and IMC regulations as well as in line with agreed log frames/indicators, budgets, procurement plans, and work plans.
• Oversee the expanding WFP-funded programming in Borno state as would be necessary
• Ensure effective information management from Nutrition and Livelihood programming, working with M&E Coordinator, ensuring data protection where relevant
• Ensure that the Resilience and Social Cohesion project activities are well documented and that the institutional memory of IMC Nigeria is preserved
• Work closely with Logistics and Procurement Manager and Supply Chain Officer in order to ensure that proper documentation and accountability of supplies is in line with donor requirements and best warehousing / distribution practices.

Finance / HR / Admin Management:

• With technical support from Finance Director and HR Coordinator, to ensure that IMC finance and HR procedures are implemented and respected
• Submit regular cash requests and forecasts based on activity needs
• Coordinate with budget holders and Finance unit to ensure adequate for support for program operations
• Ensure that field finance/admin and implement appropriate accounting, cash management, salary payments, HR procedures and file other administrative issues
• With the Budget Holder, ensure that activities and expenses are regularly monitored and, as needed, action plans with follow-up are developed to correct any over- or underspending in a timely manner.

Coordination and Representation:

• Represent IMC in meetings relevant to IMC’s FS work in Nigeria, including at meetings with partners, donors, government officials and cluster/coordination meetings.
• Ensure reporting and liaison to local authorities, as needed
• Ensure IMC’s programming approach is known and correctly understood by all stakeholders
• Develop and maintain effective working relationships with all stakeholders - including community leaders, NGOs, UN agencies, community-based organizations
• Pro-active communication and coordination with other IMC teams (programmatic and support functions) to ensure safe, timely, effective and accountable achievement of objectives and targets Ensure that information from coordination meetings is shared internally and with other sectors, as appropriate.
• Represent the IMC in coordination mechanisms and meetings with other agencies, including the Ministry of Health, WHO and other UN agencies, non-governmental organizations, or donors
• Regular coordination and liaison with WFP, the Food Security and Nutrition Sectors’ Working Group partners and other actors in the field, contributing to shaping the overall FS strategy of the NE Nigeria response.
• Advocate with and/or advise peer agencies, local government, and other stakeholders to influence responses to promote delivery of inclusive and high-quality nutrition response services.
• Coordinate and monitor vendors selected to offer Cash-based transfers through e-voucher modality to beneficiaries
• Pro-actively liaise and build good rapport with INGO, UN, local authority officials, community representatives, and any other relevant stakeholders

Staff Management:

• Supervise and support the operational and program staff to ensure that work is done properly and efficiently
• Routinely monitor and conduct staff performance appraisals according to their job description and set objectives, through the IMC Performance Management

Donor Relations / Funding:

• Reports in a consistent and timely manner to IMC managers and donors with regard to project progress and future plans.
• Represent the organization to other implementing partners, government, and donor entities at field level – mainly WFP. Help build strong relationships with donors and UN agencies at field level to ensure predictable funding for IMC’s FSL and Nutrition programming in Nigeria.
• Monitor developments and determine strategic opportunities related to the FS and Nutrition sectors

Monitoring, Evaluation, Accountability, and Reporting:

• Participate as required in project kick-off, closeout and review meetings. Ensure documentation and follow up of action points in a timely manner.
• Include the participation of beneficiaries and communities, particularly those most vulnerable or at-risk, in all stages of the project cycle where appropriate.
• Ensure that all Livelihood and Nutrition activities are included in project M&E plans and work closely with M&E Coordinator to ensure learning is institutionalized in programming. Ensure key lessons learned are incorporated in new FS project proposals.
• Strengthen accountability activities for Cash-based transfers through e-voucher modality, IGA and VSLA ensuring that feedback from all relevant stakeholders is considered in program design.
• Lead on monthly reporting to WFP (Maiduguri), and contribute significantly to development of end of project narrative reports

Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

Compliance & Ethics:

• Promotes and encourages a culture of compliance and ethics throughout International Medical Corps.
• As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity.

Requirements

• Minimum of a Bachelor Degree in Management Studies (Business Administration, Project Management, Social Science, Social Works and Administration, International Development, Public Health)
• Minimum of 3 years technical experience in food security programming, including managing WFP-funded projects
• Demonstrated success in building systems for tracking and reporting on IGA and VSLA
• Understanding of protection principles, conflict sensitivity
• Proven ability to build external relationships with diplomacy, tact and professionalism in a complex and demanding environment.
• Proficiency in common computer packages and financial software i.e., Word, Excel, Power point etc.
• Ability to validate and interpret data
• Must show ability to work in an isolated and challenging environment.
• Fluency in written and spoken English.

Preferred:

• Work experiences in Shani LGA is preferred
• High level of communication and public relations skills
• Proficiency in Microsoft office packages.