MISSION

The Administrative Coordinator is responsible for the overall management and supervision of administrative, financial and human resources aspects of the mission, in line with MdM and donor standards, rules and regulations.

GEOGRAPHICAL SCOPE OF INTERVENTION

 The successful candidate will be based in North East Syria, and/or Dohuk (Kurdistan Region Iraq) with frequent travels to NES, depending on access situation.

ORGANIZATION CHART

The candidate will report to the Country Coordinator. He / She will have direct technical link with Finance Controller in HQ.

FUNCTIONS

Under the direct supervision of the Country Coordinator, the Administrative Coordinator is responsible for the overall management of HR and financial, accounting, budgetary, administrative and legal aspects of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission, in line with MdM and donors’ guidelines. 

Accounting-Budget planning & monitoring

Ensure the proper planning and monitoring of the budget and accounting of the program.

Develop and implement the administrative procedures and guidelines and ensure it is updated with the evolvement of MDM and donors’ regulations.

Ensure proper cash management & monthly fund requests.

Ensure proper cash provision between the different programs/bases.

Organise and supervise all aspects of cash flow including security of cash, ensure sufficient separation of responsibility and level of control over transactions.

Supervise accounting and invoices and allowance payment.

Ensure proper accountancy of all sites: quality of documents, respect of procedures, accounting and donor allocation. Coordinate the closure of monthly accountancy and link with HQ.

Supervise the archiving of the accounting documents in the field and its transmission to the HQ.

Ensure preparation of external or internal audit.

Ensure close and constant budget 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.

Ensure regular budget followup meetings and updates with the rest of the team.

Identify and analyze of any discrepancy, communicate it in a timely manner to the financial controller at HQ and the coordination team.

Prepare financial reports to donors.

Funding & donors

Ensure when needed and by delegation of the Country Coordinator the representation of MdM in front of donors.

Ensure appropriate followup of the current funding plan, as well as MdM commitments to donors.

Human resources management

Administrative management of the national staff:

Develop and update HR policy adapted to the context: keep internal regulations updated, study the local labour and tax law.

Create or improve a database for the monthly allowance payment.

Ensure the application of MDM rules for the national staff (administrative formalities, recruitment process, contracts, constitution of individual files, briefing of new employees, confidentiality of HR information…).

Ensure that the general HR administration procedures are in place.

Coordinate and oversee the recruitment processes of the national staff.

Ensure proper implementation of MdM salary and appraisal policies.

Compare with other NGOs conditions of employment and rules.

Ensure administrative management of the expatriate staff at field level (leave days, etc.).

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.

Ensure arrival and departure briefings about the administrative and contractual aspects.

Supervise the payment of monthly perdiem for expatriate if applicable.

Followup administrative aspects for expatriate with HQ, if necessary.

Team management

Participate in the recruitment, technical supervision, support and train administrative staff.

Provide regular evaluation to the team under his/her responsibility.

Take disciplinary measures when appropriate.

Legal framework

Ensure proper followup of all formalities required by the local authorities in NES and KRI (in collaboration with MdM France) in a timely manner.

Checks on the existence, monitoring and the archiving of all documents and contracts (rental contracts…).

Coordinate with HQ and the Country Coordinator on all issues linked to registration in country.

Communication,  Reporting, Learning

Actively participate in team meetings.

Contribute to SitRep monthly report and any other reports requested by HQ or the General Coordinator.

AVAILABILITY

Immediately, until 31/12/2020 (possible extension).

SALARY

Medicos del Mundo’s Salary charts.

BACKGROUND AND SKILLS:

Academic background required: Administration/Finance university degree or diploma.

Desirable: Master´s degree in International Development and/or Humanitarian Aid.

Other qualifications: Project management.

Language requirements: Fluent English (written and spoken). An important asset: Arabic/Kurdish.

Computer requirements: Office pack user level.

EXPERIENCE

The successful candidate must have at least 3 years’ experience in positions with similar responsibility, including management of HR, finance, multi-donor budgets and administrative aspects of a mission.

Experience in fragile and volatile contexts, and complex emergencies (especially Syria or Middle East), as well as team management is an asset.

COMPETENCE PROFILE

High organizational capacity and for adaptation to postemergency situations.

Professionalism.

Proven capacity for team leadership and management.

Team work and networking capacity.

Thoroughness and selfsufficiency at work.

Strict compliance with the safety protocols established for the country and MdM mission

Identification with the lines of work, values and mission of Médicos del Mundo.