Vacancy title:
Administrative Coordinator

Jobs at:
Médecins du Monde France

Deadline of this Job:
13th March 2019

Duty Station:
Uganda

Summary
Date Posted: 20th November 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

JOB DETAILS:
Reports to: General 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 45 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.

Key Duties and Responsibilities:
Finance
• Monitor the financial system
• Ensure the development of the project and coordination budget together with the finance officer based at HQ, in the budget’s distribution per heading and in the construction of the annual and revised budgetary frame
• Manage the update of the monthly accounts and the monthly budget follow-up and forecast (BFFU)
• Ensure the implementation of the accounting follow-up
• Supervise the cash box management, cash forecast and monthly checks as well as bank management, bank forecast and monthly checks and bank reconciliations
• Control and validate the monthly funds request prepared by the accountant
• Propose and ensure implementation of financial policies and procedures
• Supervise the preparation and submission of finance reports to donors
• Participate to meetings with donors and/or authorities jointly with the general coordinator or other coordinators
• Ensure that payments of all local taxes are made

Administration
• Control and validate all the contracts (office, residence, computers maintenance etc.)
• Supervise the visa processes and registration of MdM expatriate team and more generally follow matters related to MdM registration/licence in Uganda
• Prepare the monthly administrative reports

Legal framework
• Ensure the respect of the legal and administrative procedures and the compliance to Ugandan laws for all aspects of the mission
• Support the general coordinator regarding all legal and registration issues

Human resources management
• Follow up the recruitment/renewal procedures/policies
• Contribute to the implementation of the internal working rules according both to Ugandan labour laws and MdM rules
• Supervise the HR database management and the monthly payment of salaries
• Be in charge of the construction and follow-up of the mission’s training plan and ensure that annual appraisals are done
• Participate with the general coordinator to set up and update the organisational chart
• Propose rules and policies to improve the functioning and the communication within the mission
Training
• Be responsible for training, coaching and supporting the national administrative managers
• Develop a training plan for the national managers and support them in their duties

Qualifications, Skills and Experience:
• Three years of working experience in a humanitarian context as support services coordinator or administrative coordinator
• Capacity building experience is a must
• Experience with ECHO contracts would be an asset
• Good ability to work quickly and with short deadlines
• Good ability to manage priorities and to adapt them daily according to the context
• Good computing skills, high proficiency on Excel and good management of SAGA is a must
• Good communication and problem solving skills
• Languages: Fluent English
• French would be an asset
• You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.