• Administrative Job Opportunity at Medicins Du Monde

  • Posted on: 11 November, 2016 Deadline: 15 November, 2016
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  • Médecins du Monde (MdM) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

    Nigeria:
    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[1]. Most of them (more than 1.2m) are living in Maiduguri with the host community and others in formal and informal camps.

    Nigeria Mission
    For our program in Nigeria, Maiduguri and Jere LGAs, to support our Medical Activities,

    We are looking for 1 ADMINISTRATIVE ASSISTANT (ACCOUNTING AND HR) , based in Maiduguri, to start Immediately,

     

     

    Administrative Assistant (ACCOUNTING AND HR)

     

    Status: Salaried

    Starting date: ASAP

    Availability: 3 Months

    Base : Maiduguri, Borno state

    Main responsibilities
    Under the responsibility of the Admin Coordinator and with technical links with the logistic and medical department, the HR/Administrative Assistant is responsible for maintaining financial, accounting, administrative and personnel services in order to meet legal and MdM requirements and support to the organization operations.

    S/He is responsible for preparing financial statements, maintaining cash controls, preparing the payroll and personnel administration, and managing office operations.

    S/He works within the organization policies and procedures in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines.

    Duties

    • Administer National staff files and records in order to ensure accurate payment of benefits and allowances
    • Establish and keep up to date staff files in the computerized accounting system and in hard copies
    • Maintain monthly the data base for staff (leave, attendance sheet, allowance and benefits, contracts, amendment…)
    • Prepare, verify and issue payments
    • Keep up to date the job description and evaluation after probationary period
    • Administer Expatriate files and records in order to ensure accurate payment of benefits and allowances
    • Establish files in the computerized accounting system
    • Prepare and issue per diem payment slips / advances for employees
    • Follow up on the date of expiry for expatriate residency permit and do the link with the appropriate person to keep up to date
    • Responsible for De-briefing and briefing for new Expatriates arriving to the mission regarding some administrative issues
    • Manage the flight tickets date for the expat staff in coordination with the AdminCo

    HR staff

    • Support the department for the process recruitment: CV selection and organization, contacts with local employment office, interviews, tests, selection, briefing
    • For the admin staff, recruit, train
    • Training: follow up identification of training needed, local offers we can get regarding the needs
    • Conduct evaluation for members of admin team
    • Organize formal team meetings at regular intervals
    • If necessary, handle together with the Field Coordinator, disciplinary actions as per MDM’s terms and conditions of engagement

    Reporting/Capitalization

    • Consolidate and submit weekly/monthly admin report and annexes to FieldCo and admin coordinator
    • Legal Framework and other
    • Support the general coordinator in securing the organization legal registration.
    • Prepare and verify contracts (service contracts, premises rental and vehicle rental contracts… etc.)
    • Manage the filing, storage and security of documents
    • Respond to inquiries and support the rest of the team in any administration, budgets and accounting issues

    Skills required

    • accounting and bookkeeping skills
    • analytical and problem solving skills
    • computer skills including the ability to operate computerized accounting, Microsoft office Excel at a medium proficient level
    • stress management skills
    • time management skills
    • ability to work in countries under conflict and in tense situations

    Human qualities

    • be reliable
    • possess cultural awareness and sensitivity
    • demonstrate sound work ethics
    • ability to work under a minimum of supervision
    • Team spirit
    • Flexibility, reactivity, anticipation, adaptability, capacity to take initiatives
    • Ability to classify and to manage priorities
    • Listening and diplomacy skills

    Applicant’s  profile
    Gender Indifferent

    Humanitarian Experience Yes

    Nationality Indifferent

    Experience in emergency mission  No

    Experience in coordination No

    Qualification BSc/HND in Accounting, business administration, finance or any other related field

    Languages
    French An asset
    English Mandatory (oral and written)
    Hausa An asset

    Computer knowledge Good knowledge in Excel is required  (knowledge of SAGA is an asset)

    Driving license; Indifferent

    Method of Application

    Interested candidates may send their CVs and Covering Lettersby clicking the Apply Now button
    Make position of the opening subject of your mail
    Only the shortlisted candidates will be contacted

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