Vacancy: Administrative / Logistics Assistant– Harm Reduction Program
Médecins du Monde (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including France.
Médecins du Monde (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including France.
The present job description might be
adapted according to the regional context and the uprising potential
emergencies.
Duties
Duties
He / she will be part of the
Administrative and Logistics department for the MdM mission in Kenya and will
ensure the following responsibilities:
1. Purchase and procurement filing
- Ensuring that the supply admin tasks are done
in accordance with the MdM procedures;
- Fills out the request forms correctly for
Administration and Logistics and obtains approval from the department’s
supervisor. Ensures internal requests from other departments are correctly
filled in and requesters are aware and follow procedures;
- Gather quotations and proceed with purchases
under supervision of the Field Coordinator;
- Complete the procurement files when requested
(with contracts, delivery notes, invoices, etc.);
- Prepares or supervises the written contracts
when necessary (supply contracts, transport contracts, services contract
related to his / her responsibility, etc.) and sends to Field Coordinator;
- Keeps all soft/hardcopies filing updated as
per MdM supply policy and provides a copy for the Administration
department;
- Keeps an updated database of the local
suppliers and updated price list;
2. Stock follow-up
- Fills in the stock monitoring cards;
- Reception of goods (program and non-program)
- Responsible for checking the quantity and
quality of goods received from suppliers, other organizations and
drivers/purchaser at the request of Field Coordinator;
- Reports any discrepancies or damage
immediately, before signing the reception document;
- Immediately after reception of goods updates
stock cards and/or create stock cards for all stock items, register on the
stock card the reference number of the reception document;
- Ensures items are properly organized and are
correctly stored, well protected, fully identified etc.;
- On the basis of the stock request, prepares
outgoing goods;
- Updates stock cards immediately after issuance
of goods and registers the reference number of the delivery document or
stock request;
3. Assets and furniture follow-up
- Makes the monthly check of assets and
furniture;
- Updates the assets and furniture list on a
monthly basis and send to the Logistics Officer for validation;
4. Accounting
- Cross-check the contracts, invoices and
receipts before handing them to the Administrative Officer. If necessary
proceed to get valid one with the suppliers;
- Participates in the month-end closing:
preparing the vouchers to send to HQ, makes a copy for archive in the
field and sending to HQ;
- Proceed with the physical cash count at the
end of the month with the Administrative Officer;
- In the absence of the Administrative Officer,
does the entries in SAGA;
5. Audit
- Supports the external auditor on a monthly
basis for the validation and certification of the mission’s accountancy;
- Facilitates the preparation of annual
financial audit in liaison with the Administrative Officer and
Coordinator
6. Payments / Bank Duties
- Prepares the payments of the invoices,
contracts of services, purchases, statutory deductions;
- Updates the utilities tracking tool and
ensures that payments are done on a timely manner;
- Informs and follows-up with the Field
Coordinator, Administrative Officer and the Logistics Officer on the
pending payment within the month;
- When necessary, proceeds with the payment of invoices;
7. Human Resources / Local staff
follow-up
- Monitors the national staff leaves and
absences in dedicated tool and ensures all forms are up to date;
- Facilitate the advertisement of job
profiles/vacancy announcements;
8. Administration / Communication
- Ensure overall coordination and management of
administrative aspects of the Harm Reduction program: organisation of
trainings, sensitization meetings…
- Under request of the Administrative Officer,
researches and assists with the preparation of motions, policies and
procedures;
- Prepares, follows up and files all the
contracts (Services, employment, rent...).
- Type meeting’s minutes, correspondence,
reports and other documents when required
- Answers telephone calls, register the messages
and pass them on to the people concerned.
- Deals with all correspondence (outward and
inward).
- Organises travel / trips of the MdM staff in
transit from overseas and to the field (plane tickets, accommodation,
taxi, etc.);
- Organizes archiving and filing of all HR and
administrative documents for the Harm Reduction program;
9. Other
- When required, provides technical information
on activities within the mission, to be incorporated in the monthly
reporting.
- Assists the Administrative Officer,
Administrative Coordinator and Logistics Officer when necessary.
- Collects information for MdM food basket
Candidate Profile:
- Degree /diploma in related area such
Administration/Procurement
- Ability to work quickly, under pressure, and
with short deadlines;
- Ability to take effective decisions according
to the context and necessity to manage priorities and to adapt them daily
according to the context;
- Ability to manage own tasks and staffs on request;
- Must demonstrate flexibility to adapt to
changing requirements;
- Holder of a valid driving licence
If you believe you are the ideal
candidate we are looking for, please submit your application and CV of Maximum
3 Pages to the following email address info@mdmfsomalia.org.
Closing date is 1st September
2014.
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.
MDM is an equal employer and female candidates are encouraged to apply.
No application will be considered after the closing date as well as any application received by phone or in our office.
MDM is an equal employer and female candidates are encouraged to apply.
