Jobs at ALIMA

Location: Abuja, with travel to All Project sites (minimum (50% in the field)

Mission Objectives

• The Supply Manager in collaboration of logistic Coordinator is responsible for the proper designing, planning, and implementation of the supply chain in the mission/country, ensuring the achievement of the objectives set at the mission Level.
• To Support Country Mission, in ensuring timely arrangement of different project commodities i.e. goods, drugs, and services to Support ALIMA intervention in North EAST Nigeria.
• Ensure Supply support to the mission in Coherence of ALIMA standard Procurement procedures & Donor Financial requirements.
• Understand the Nigerian Government customs & import procedures, IDEC & NAFDAC procedures and insure our supply strategies are aligned accordingly.

Responsibilites

International & local Supply Management:

• He/she is responsible for project Procurement planning in close connection with the logistic Manager of the project office, Pharmacy manager, Medical Coordinator, and Logistics Coordinator.
• He/she is responsible for maintaining procurement tracking sheets (local & international), updating and sharing with relevant departments.
• He/she will ensure that Donor & ALIMA procurements requirements, procedures and guidelines are respected in all ALIMA procurements.
• He/she will follow up international supply during all the process, before arrival or in customs, being responsible for preparing and providing all necessary documents (customs clearance, transits etc…) on time.
• Support the logistics coordinator on the preparation of logistics chronogram for each projects and at mission level.
• He/she is responsible for execution of procurement of local supply process through coordination office, to be timely purchased and delivered to the project office on time.
• Ensure that Local purchase of supply is done as per ALIMA Procurement guideline, specifically ensuring the quality of goods/supplies and best value for money.
• Market intelligence with due diligence to ensures that ALIMA is paying according to prevailing market prices.
• He/she is responsible to critically review the prices to have effective cost control in the procurement of supplies/goods and equipment for the project.
• He/she is responsible holding an Open market competition to select suppliers and sign a framework agreement for different recurring supplies.
• Maintained a Supplier Database at the mission level, with all relevant information including their contacts details and market of different supplies.
• Maintaining price list of different project commodities at the mission level and evaluating the price on quarterly basis.
• Maintains regular contacts with suppliers and regularly re-evaluate the market in order to get the best quality, prices, and service possible
• Ensure that all in local Procurement, ALIMA procurement Procedural compliance is respected and adopted as per the threshold of the accumulative cost of specific supplies/goods and equipment. Checking that ALIMA procedures for national purchase, local orders, and requests for quotes are followed (if purchases are over a pre-defined amount)
• Preparation of tender documents & Call of quotation for any supplies needed.
• Having regular filed visit to support the field logistics & supply for implementation of ALIMA procurement guidelines/rule and regulations, Archiving, supply data management.

Orders/Request of Supplies:

• Being a focal person of supply at the mission level, processing all request in close coordination with Logistic Coordinator/medical Coordinator in case of technical medical equipment’s.
• Work Closely with the Field Co, Logistic Managers in the field in relation to processing their request of supply/service/good.
• Works in close collaboration with the Medical Coordinator and the Logistics Coordinator for the medical orders & Non-medical local & International Order.
• Works in close cooperation with the finance department on forecasting of the budget required for different local medical & non-medical Supplies. Review all Payment case before submission to Finance department to ensure ALIMA financial and procurement Compliance is respected.
• Coordination & communication with suppliers for placing the Orders after approval of procurement as per ALIMA validation table.
• Follows up on Backlog of different orders with HQ, & sharing the updated Order follow up a sheet of international & local orders with relevant different and staff on a weekly & monthly basis.
• Works in close collaboration with customs clearing agents and freight forwarders for effective supply chain process & order management.

Emergencies:

• Participates in any emergency activity or exploratory visit in or out of the ALIMA area of work, being prepared to intervene directly if needed and assume the management of all supply activities and staff.

Team Management:

• Defines and updates job profiles and descriptions of all supply chain related staff.
• Participates in the selection, follow up and evaluation of all staff under his/her direct supervision
• Trains the staff on supply chain standards & Administrative procedures of Shipment Custom clearance.
• Reinforces skills of all supply chain staff.
• Undertakes regular evaluations of staff team under his/her direct supervision.
• Promotes communication and active participation of all staff under supervision.

Reporting:

• Sharing of weekly reports for both International and Local procurements to Field Staffs.
• Participates in monthly reports according to guidelines, i.e. International and local procurement updates, Procurement planning, etc. together with the Logistics coordinator.
• Carries out regular market Surveys and makes them available to program staffs.
• Informs the line manager of any problems that might be linked to work of supply staff.

Requirements

Education:

• Essential University or technical school diploma, desirable supply related studies.

Experience:

• Essential working experience of at least two years in supply chain activities related jobs
• Desirable working experience with ALIMA or other INGOs
• Desirable working experience in developing countries
• Knowledge: Essential computer literacy (Word, Excel, and Internet).

Languages:

• Fluency in English (written and spoken) and at least two local languages (Hausa, Kanuri, Yoruba).
• French is an asset.

Conditions:

• Contract term: Contract under French law; contract length: 6 months, renewable.
• Position to be filled: ASAP
• Salary: depending on experience.

ALIMA pays for:

• Travel costs between the expatriate’s country of origin and the mission location accommodation costs
• Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee and his/her family
• Evacuation of the employee.

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Mission and Objectives

• The Financial Coordinator will serve as the safeguarding authority for the finance department, responsible for defining and implementing the strategic direction of the department to support operational goals. 
• This role encompasses overseeing the proper management of ALIMA's resources within the mission, ensuring accurate accounting practices, and monitoring mission budgets. 
• The Financial Coordinator will play a crucial role as a management controller, facilitating financial planning and treasury security. 
• Furthermore, the incumbent will be responsible for timely reporting to both headquarters and donors, ensuring transparency and compliance with financial regulations.

Tasks & Responsibilities
Main tasks:

• The FINCO contributes to the definition of the Strategy of the mission with the Coordination of Team.
• The FINCO applies, reinforces and supervises the respect of the procedures and tools of Alima in the mission, in order to secure the resources & improve the quality of the management of the missions, in order to allow better operations for our beneficiaries.
• He/She supervises and guarantees a proper accounting for the mission, with SAGA Software with the support of deputy finance coordinator.
• He/She defines the procedures of treasury management for the mission to secure the resources of Alima.
• He/She provides to the mission and HQ, a good visibility and risks on budget of the mission, with regular follow-up of the budgets, and consolidate the planning of expenses with the projects & coordination.
• He/She is in charge to built and follow up the Mission Budget of ALIMA Nigeria and the allocation table with the support of deputy finance coordinator
• He/She realises the budget propal for Donors and the financial report to Donors, in respect of Donors procedures and ALIMA’s requirements.
• He/She recruits, managed and supervised the finance team of the mission.
• He takes actions for the prevention of Fraud & Corruption, alerts HQ on the risks on resources in the missions and is in charge of internal control.
• He/ She plans and organizes audit preparation, manages with the support of the deputy finance coordinator he will implement training needs, and participates in training administrative staff (accounting assistants and base administrators) in accounting data entry and procedures (use of accounts, use of SAGA software, cash management, etc.)
• He/She supervises the deputy finance coordinator, and provides capacity building.

Protection of Beneficiaries and Community Members
Level 3: 

• The incumbent is responsible for the application of HR processes and may be required to conduct field visits. She/he. He/she may therefore be in contact with children and/or vulnerable adults. 
• Therefore, a criminal record check or the presentation of a certificate of good conduct will be required. 
• In situations where the impossibility of providing a criminal record or a certificate of good conduct is established, a declaration of honour will be requested.

Experiences & Competences
Experiences:

• University degree in finance, administration, and human resources
• Minimum 5 years experience in Finance management
• Experience in a similar position for at least 1 year.
• Experience with medical international NGO is an asset.
• Team management and supervision skills.
• Knowledge of Donors and experience in Financial Reports.
• Perfect knowledge of MS Office packages, especially Excel.
• Knowledge of Saga (Finance software) is appreciated.

Qualities required:

• Rigorous, autonomous, and organized
• Adapting Capacities and Proactivity
• Ability to work in a multicultural context
• Risk Alert, and good communication.

Languages:

• English is mandatory
• French is an asset.

Conditions:

• Contract term: contract under French law, 12 months
• Position to be filled: ASAP
• Salary: Competitive Compensation: Depending on experience, along with a per diem of USD 20.
• Comprehensive Travel Support: We cover all travel costs between your country of origin and the mission location.
• Accommodation costs are fully covered to ensure your comfort while you work.
• Health Benefits: Enjoy peace of mind with our health coverage that includes not only you but also your dependents residing in your home country. Medical coverage starts from your first day of contract and extends for one month after your departure from the mission country.
• Regular Breaks: After every three months of service, you are entitled to a paid break of 7 working days back in your home country. ALIMA covers your travel expenses up to 1500 Euros, allowing you to rest and reconnect with your loved ones without financial worry.