Administrative Coordinator

MEDECINS DU MONDE FRANCE seeks

An Administrative Coordinator

For Nepal/Kathmandu

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. 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. 

MdM is present in Népal since 1995 through different health intervention (TB/HIV, maternal and new born program, Microfinance etc.). Since 2007 till 2015, MdM was implementing in Sindhupalchowk District a maternal and newborn health program according to the Ministry of Health and Population (MoHP) strategy, to improve the maternal and newborn health in the district using an integrated approach, combining health service support, community awareness and microfinance activities.

On 25th April 2015 (12 Baisakh, 2072), a massive earthquake measuring 7.8 in the Richter scale was experienced in Nepal. Barpak VDC in Gorkha district, 80km northwest of Kathmandu was the epicenter. Continued aftershocks followed throughout Nepal with one reaching a magnitude of 6.7 the following day. On 12th May 2015, another large aftershock with a magnitude of 6.8 hit Nepal incurring more losses of lives and infrastructure, particularly in Dolakha and Sindhupalchowk districts. In Sindhupalchowk, more than 3500 people lost their lives, thousands of others got injured, and it is estimated than 70% of the infrastructures have been destroyed. More than 90% of the health facilities (75) were destroyed or damaged letting the population with no access to health services while leaving in very remote areas. 

The goal of MdM in Nepal is to offer emergency medical assistance to earthquake affected population and contribute to the recovery of the Health System

Program Objectives: Emergency and Early Recovery Response following the 2 consecutive earthquakes of April and May 2015 in Sindhupalchowk District, the most affected district:

• Mobile clinics activities by land and by air
• Construction of semi-permanent Health Facilities 
• Refurbishment of health facilities and donation of medical supplies 
• Support to the District Heatlh Office 
• Provision of MHPSS services 
• Restore Women’s cooperative previously established and supported by MdM and affected by the earthquake 

TASKS AND RESPONSABILITIES: 

Under the direct supervision of General Coordinator of Nepal, as Administrative Coordinator you are responsible for the overall management of HR and financial, accounting, budgetary, administrative and legal’s aspects of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines. 

Accounting-Budget planning & monitoring

• Are responsible for the accounting, budget planning & monitoring of programs implemented in Nepal. 
• Develop and implement the administrative procedures and guidelines and ensure it is updated with the evolvement of MDM and donors’ regulations.
• Cash management & monthly fund request: responsible for the cash provision between the different programs/base; assess the needs for the projects for the coming month and submit fund requests to HQ in Paris, organize and supervise all aspects of cash flow including security of cash, ensure sufficient separation of responsibility and level of control over transactions.
• Supervision of the accounting and invoices & allowance payment: are responsible for the accountancy of all sites: quality of documents, respect of procedures, accounting & donor allocation; Coordinate the closure of monthly accountancy and links with regional coordination; Supervise the archiving of the accounting documents in the field and its transmission to the HQ; Ensure preparation of external or internal audit
• Budgetary monitoring: Prepare annual and donor budgets in coordination with the teams; Monitor overall budget consumption with respect to donors’ constraints; create and update regularly allocation board; communicate with the financial controller at HQ and the coordinators about the budget follow up; Identification and analysis of any discrepancy; Prepare financial reports to donors

Funding & donors: 

• Ensure when needed and by delegation of the General Coordinator the representation of MdM in front of donors 
• Ensure appropriate follow-up of the current funding plan, as well as MdM commitments to donors 
• In coordination with the General Coordinator, negotiate financial elements and prepares answers to contractual obligations fixed by donors.

Human resources management:

• Administrative management of the national staff: Develop the HR policy regarding the context in Nepal; Create or improve a database for the monthly salary & allowance payment; Ensure the application of MDM rules for the national staff; Ensure that the general HR administration procedures are in place; are the warrant of the MdM wage and appraisal policies implementation; share and compare with other NGOs conditions of employment and rules; supervise disciplinary procedures of all staff when appropriate and in coordination with the supervisors
• Administrative management of the expatriate staff: Ensure the existence of written job profiles validated by the technical coordinator; Ensure the application of local legislation concerning the expatriate personnel (visa); Participate in the definition of living rules and working conditions; Supervise the constitution of individual files; Make arrival and departure briefings about the administrative and contractual aspects; Supervise the payment of monthly per-diem for volunteers, and advances for expatriate; Respect the rules for expatriate management regarding to their status; Follow-up administrative aspects for expatriate with HQ

Team management: 

• Recruit and train the administrative staff 
• Support the Administrator/Administrative Assistant for any administrative, accounting and financial issue 
• Provide regular evaluation to the team under his/her responsibility 
• Take disciplinary measures when appropriate

Legal framework:

• Regarding to the position of MDM in the country, establish all formalities could be required by the local authorities, within the times allowed 
• Supervise the reparation of the various contracts (rental contracts, service providers...) 
• Check on the existence, monitoring and the archiving of all documents and contracts (rental contracts for instance…) 
• Work with HQ and general coordination on all issues linked to registrations in Nepal

Communication; Reporting; Capitalization 

• Write a monthly admin report 
• Participate to the weekly team meeting 
• Ensure that copy or originals of all legal documents and contracts are timely sent to Paris HQ

CONDITIONS OF EMPLOYMENT:

• Status: Employee 
• Contract: Fixed-term contract   
• Duration: 3-6 months  

SKILLS AND EXPERIENCE NEEDED:

• Experience of 5 years minimum in a similar position
• Autonomous 
• Experience in negotiations and relations with local partners and authorities in a moving and difficult legal, administrative and political context
• Ability to work in unstable and volatile context
• excellent computer skills 
• Knowledge of Saga Software
• Ability to work under a minimum of supervision
• Reactivity, anticipation, adaptability, capacity to take initiatives
• Organizational skills, rigor, detail oriented
• Ability to classify and to manage priorities
• Listening and diplomacy skills
• Ability to work and adapt to multi-cultural team
• Team spirit
• Capacity to work and to live in tense conditions (proximity to an armed conflict, unstable situation)
• English fluent
• French fluent

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

INTERESTED?

Please send a CV to: info.mdmfrance@gmail.com

Deadline for submission is on: 31/07/2015

MdM stands up for the integration of people living with disabilities and fights against discrimination.

TELEPHONE APPLICATIONS WILL NOT BE ACCEPTED