Médecins du Monde – Somalia Office
Vacancy Announcement: Deputy Administrative Coordinator
Availability: 12 months
Countries: Kenya and
Somalia
Base: Based in Nairobi
with regular trips to Puntland (Bossaso).
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.
For more than 30 years, Médecins du Monde,
a campaigning medical organization committed to international solidarity, has
been caring for the most vulnerable populations at home and abroad.
It has continued to highlight obstacles
that exist in accessing health care and has secured sustainable improvements in
health-for-all policies.
Those working for this independent
organization do not solely dispense care and treatment but condemn violations
of human dignity and rights and fight to improve matters for populations living
in precarious situations.
MdM currently works in 41 countries across
all continents where it focuses on 4 priority areas: caring for the health of
migrants and displaced persons, promoting sexual and reproductive health,
combating HIV and reducing the harm and risks associated with drug use, crises
and conflicts. Médecins du Monde international network comprises 15
organisations.
The network countries are: Argentina,
Belgium, Canada, France, Germany, Greece, Japan, Netherlands, Portugal, Spain,
Sweden, Switzerland, United Kingdom and the United States - 180 national
programmes are run every day by teams made up largely of volunteers.
They assist anyone who, without initial
help, would be unable to access healthcare.
Key Duties
Under the direct supervision of the
administrative coordinator of the Kenya/Somalia mission, the Deputy
Administrative Coordinator works closely with him/her to implement financial
and budgetary monitoring procedures of the projects and train the financial
team in order to guarantee rigor and transparency and to fulfil the objectives
of the mission and to respect MdM and donors’ guidelines.
1. Legal Framework
·
Ensure
compliance with legal formality required by the government agencies and local
authorities in Kenya and Somalia (MdM registration, respect of labour law, work
permit and visas).
2. Compliance
·
Ensure
that MDM Administrative, Accountancy and cash flow procedures, tools and
software are used in Kenya and Somalia mission
·
Ensure
that an effective system for paying suppliers, salaries, per diems is in place
in Nairobi and Bosaso
·
Participates
to the preparation of external audits withthe Administrative Coordinator in
·
Ensure
annual audit for Kenya NGO board is done in accordance with Kenyan legislation.
3. Accountancy / Treasury
·
In
charge of the monthly accountancy closure of the mission:
1.
Receive,
compile and check the monthly accountancy sent by the admin officers in Nairobi
and Bosaso
2.
Ensure
transactions are properly recorded and entered into the computerized accounting
system (SAGA) according to MDM coding system
3.
Check
the cash inventories and bank reconciliation for every cash and bank book of
the Kenya/Somalia mission
4.
Ensure
that expenses are justified by proper invoices, receipts and contracts
5.
Send
the monthly accountancy closure to adminco in respect of internal deadline (by
the 10th of following month)
6.
Act
as accounting focal point to HQ
·
Answer
to comments coming from HQ in connection to monthly accountancy.
·
Supervise
the archiving of the accounting documents in Nairobi.
·
Supervise
and handle the mission's cash flow if necessary: cash holdings, bank operations
such as transfers, deposits and withdrawals, cash requests
·
Is
responsible of the Monthly Mission cash request to HQ according to the needs of
the mission (monthly needs conciliation of all departments/bases)
·
Ensure
funds requests from field bases are accurate
4. Budget / Financial reporting
·
Participate
with the AdminCo to the preparation of project budgets, for annual budgets and
mid -year revised budgets.
·
Update
the budget follow up and forecast in conjunction with logistic, program team and
AdminCo
·
Prepare
the financial proposals and reports for HQ and donors with the related analysis
before validation by the administrative coordinator
·
Supervise
that the donor’s related documents are filed according to donor’s procedure and
rules.
5. Human resources
·
Supervise
diffusion of JD and preselection of applicants.
·
Make
sure that recruitment procedures are respected in both offices.
·
Participate
in induction of all new employees.
·
Update
personal file for all local and international staff
·
Update
JDs together with ProgCos.
·
Supervise
with AdminCo then yearly appraisal exercise for all MdM employees.
·
Support
the site coordinators for any administrative, finance and accounting issues
together with AdminCo.
·
Follow
up on visa and flight tickets renewal dates.
Hierarchical and Functional links
Line of management: He/she works inside the
project’s HR organizational chart under the direct supervision of the Admin
Coordinator.
He/She will be part of the Admin team
together with:
·
Administrative
coordinator
·
Finance
Officers
·
Admin/Log
Assistant
Background of the candidate
Sex: Indifferent
Sex: Indifferent
Humanitarian experience: Yes
Nationality: Kenyan
Donor experience: Yes
Coordination experience: Yes
Languages: English - Fluent
(oral, written)
Computer skills: Excellent knowledge
of Office environment (word, excel), databases (would be an asset)
Skills required:
·
Bachelor
Degree in Commerce (BCOM) or Business Administration majoring in accounting or
Finance
·
Professional
Accountancy Qualifications (CPAK/ACCA)
·
More
than 5 years’ experience in NGOs needed or is it implicit in “Excellent skills
in financial reporting”
·
Excellent
IT skills in particular Excel
·
Excellent
skills in financial reporting
·
Knowledge
of Kenya and Puntland Labor Law
·
Ability
to train staff and enhance capacity of program/finance staff and partners
·
Knowledge
of Saga (appreciated)
·
Experience
with main donors (UN donors, Swiss cooperation etc.)
Personal skills required:
·
Patience
·
Reactivity,
anticipation, adaptability and capacity to take initiatives to changing
requirements
·
Organisational
skills, rigor, Impartiality
·
Ability
to synthesise ,Ability to classify and to manage priorities
·
Listening
and diplomacy skills
·
Good
writing and communication skills inside the team and from widely-varied
organizations and agencies
·
Team
spirit, Interest in Humanitarian Action
·
Capacity
to work and to live in tense conditions (climate, cultural context,
promiscuity, isolation)
·
Strong
diplomatic, interpersonal, negotiation and networking skills
·
Proven
people management and leadership skills
·
Strong
analytical skills, training, oral and written communication and team building
skills
How to Apply
If you believe you are the ideal candidates
we are looking for, please submit your application with a CV and a cover letter
to the following email address medecins.du.mondefrance@gmail.com with
the title: Deputy Admin Coordinator, Closing date is 3rd January 2018.
Only shortlisted applicant will be contacted.
No application will be considered after the closing date as well as any application received by phone or in our office.
Only shortlisted applicant will be contacted.
No application will be considered after the closing date as well as any application received by phone or in our office.