MdM France recruits 01 Administrative coordinator

MdM France recruits 01 Administrative coordinator

For more than 30 years, Médecins du Monde, a campaigning medical organisation 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 organisation 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 more than 40 countries across all continents where it focuses on 5 priority areas: emergency and crisis, sexual and reproductive health, harm reduction, migrants and displaced populations (health rights), health and environment.

Since 2011 the conflict in Syria has resulted in massive displacements of population within the country and into neighboring countries, particularly to Lebanon, Jordan and Turkey. Following assessments in these countries, MdM activities started on Syrian borders in May 2012, offering primary and specialized healthcare services for refugees and displaced Syrian populations.

MdM has been working in Lebanon for nearly 30 years and specifically on the response to the Syrian crisis since 2012. MdM’s objective in Lebanon is to offer quality and affordable access to care for Syrian refugees and vulnerable Lebanese affected by this crisis. Currently, primary healthcare services are provided through partner NGOs in 5 primary healthcare centers (PHCCs) in the Bekaa and Mount Lebanon. MdM is also directly implementing a mental health and psycho-social support (MHPSS) program for Syrian refugees and vulnerable Lebanese in 3 centers (in the Bekaa and Beirut). Since 2017, as a complement to its usual activities, MdM in collaboration with Queen Mary University of London (QMUL) has been conducting research studies related to mental health: one to better understand the factors influencing the resilience with Syrian refugee children and another one to experiment a telephoned intervention.

TASKS AND RESPONSIBILITIES:

You will be responsible for the overall management of administrative, HR, legal, financial, accounting and budgetary monitoring of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission in the respect of MdM and donors’ guidelines.

More specifically, your responsibilities are the following:

Administrative management and legal framework

– Develop and update the Lawyer contract for any issues to manage or to prevent, related to MdM formalities in the country and with approval of general coordinator

– Work with Lawyer, HQ and general coordination on all issues linked to registrations in Lebanon

– Regarding taxes laws, ensure that MdM is in compliance with and  improve the procedures and rules if necessary

– Ensure that copy or originals of all legal documents and contracts are timely sent to Paris HQ

– Regarding to the position of MdM in the country, supervise the establishment of all formalities could be required by the local authorities, within the times allowed (and for instance only visa issue)

– Supervise the framework writings of the various contracts (rental contracts, service providers…)

– Check on the existence, monitoring and the proper archiving of all documents and contracts

Financial management & Compliance

– Implement the administrative and financial procedures and guidelines

– Ensure internal financial systems, policies and controls are applied

– Provide support to coordinators for the management of their budget

– Ensure compliance of all financial procedures with MdM and donors guidelines and provide support to the logistics and programme departments in terms of donor requirements

– Prepare, organise and supervise audits at field level, with the support of the finance control officer at the HQ

– Process to internal control in order to improve the compliance and ensure a well justification of the expenditures reported

– Prepare and coordinate MdM annual budget and donor budgets proposal in coordination with the teams (logistics and programs

Accountancy and accounting

– Be the person in charge for the respect of accountancy and accounting process

– Be responsible for the cash provision between the different programs/bases

– Assess the needs for the projects for the coming month and submit fund requests to HQ

– Organize and supervise all aspects of cash flow including security of cash, ensures sufficient separation of responsibility and level of control over transactions

– Ensure that payments are made in a timely and secure manner across all the country operations

– Be responsible for the accountancy of all sites: make sure of the quality of documents, the respect of procedures, the accounting & donor allocation

– Coordinate the closure of monthly accountancy and links with the HQ

Human Resources Management

– HR & administrative management of the national and expatriate staff

Team management

– Supervise the overall recruitment of the administrative and finance staff department

– Organize administrative & financial training adapted to staffs and their level of responsibility

– Provide regular evaluation to the team

– Propose disciplinary measures when appropriate

– Provide financial support, training and advice to all staff in country

Partnership Financial Management

– Develop, implement and monitor financial tools for partnership financial follow-up

– Participate and provide inputs on the administrative and financial part of the MoU

– Coordinate and participate with the partners to budget construction

– Build partners financial management capacities

– After detailed review from the finance partnership supervisor valid partners financial reports

– Ensure that partners expenditures reported are well justified and are compiling with the MoU requirements

– Coordinate internal and external audit processed at Partners level for the expenditures reported

Communication, reporting & capitalization

– Liaise with international NGO finance and administrative coordinators in-country

– Contribute to the Lebanon monthly situation report

– Elaborate financial donors’ reports and contribute to all other reports by providing relevant data related to your position

– Provide regular reporting on your activities to the line manager

– Provide to the general coordinator with a mission and/or handover document at the end of your assignment

CONDITIONS OF EMPLOYMENT:

Status:  Employee

Contract: Fixed-term contract

Duration: 12 months (from 15/08/2019 until 14/08/2020)

Gross monthly salary: 2 817 euros
Premium equal to one month salary paid in two instalments – minimum of 6 months seniority required
Expatriation bonus (10% gross salary per month)
Transportation cost, vaccines and visas covered
Housing allowance
Tuition/Schooling allowance (from 6 years old)
Living allowance (per diem) for the accompanying member if unemployed and half per diem per child
22.5 RTT (recovery days) per year
5 weeks of paid leaves per year.
Health insurance (60% covered by MdM)
Insurance (repatriation…)
Punctual teleworking agreement (after 6 months)
Médecins du Monde promotes trainings and internal mobility

SKILLS AND EXPERIENCE NEEDED:

Diploma in Finance or Accountancy Management
Strong experience in Human resources management
7 years of professional experience;
Minimum 4-year experience of in a similar position with an I.NGO is required (with MDM is an asset);
Significant similar experience in grants management
Knowledge of SAGA is an assets
Excellent computer skills and particularly in complex Excel formulas
Working Experience in Middle East is an asset

Personal skills

Reactivity, anticipation, adaptability, ability to take initiatives to changing requirements
Ability to make quick decisions according to the context in coordination with the team
Good organizational skills, including time management and rigor
Ability to manage priorities and to meet deadlines as well as work under pressure
Excellent written and oral communication skills
Ability to listen and to be diplomatic
Good team spirit

Languages: Fluency in English is mandatory
Good French is highly recommended
Arabic is an asset

You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.

TELEPHONE APPLICATIONS WILL NOT BE ACCEPTED
Médecins du Monde reserves the right to fill the vacancy before the closing date for applications.
MdM stands up for the integration of people living with disabilities and fights against discrimination.