HUMANITARIAN AID RESPONSE GROUP MISSION

To create a Humanitarian Aid Rapid Response Group (GIRAH) with qualified people with the necessary training , to be ready to join MdM immediately in case of the need for humanitarian intervention.

Those who form the pool will be integrated into the life of MdM Association as volunteers or members, and they will be developing their involvement in the MdM context.

JOB SUMMARY

He/She is responsible for all administration activities of the project.

GEOGRAPHICAL SCOPE OF INTERVENTION:

The successful candidate will be based where the emergency is located.

ORGANIZATION CHART

The successful candidate will be part of the Humanitarian team, and will reports to Emergency Response Coordinator in the field and will coordinate with HR, Finance and Project Officer in headquarter.

FUNCTIONS

Financial administration

• Guarantees that financial procedures of MDM are followed (HPP)

• Ensuring the management of banks accounts and petty cash (following up advances and maintaining the advances register and bank account/ check, expenditure conciliations, etc.).

• Organizing the payment system (providers, invoices, suppliers).

• Paying salary advances, salaries,taxes and payments notes duly validates by financial coordinator.

• Paying per diems and security envelopes according to the rules.

• Giving an initial briefing on money administration to all personnel receiving entitlements (per diem, lodgment, etc.) and/or functioning advances.

• Ensuring transfer from HQ to field if needed.

• Budget follow up.

Archives and documentation

• Ensure that all the expenses have the statements of payment (invoices, cheques, receipts), in order to do the reports as requested by the donors.

• Ensure to have archived all the signed contracts related to all the services that have been contracted by the mission.

• Filing and archiving documents.

• Preparing national audits. Inform to Accounting Services in HQ about nationals audit

• Giving a specific briefing on accountancy management to project coordinators and/or logisticians supervising an assistant administrator.

Follows national legislation

• Gathering information on fiscal legislation (taxes, customs duties, VAT, taxes on hiring contracts, annual declarations etc.) and transmitting it to the health coordinator. If necessary, undertaking this task in liaison with external consultants.

Expenditure carried out within the financial mission

• Checking the accounts (field and capital).

• Checking the documents attached and cost allocations (project and accounts codes)

• Checking the justification documents and their conformity (order forms, invoices, inventories, etc.) in capital and the projects.

• Under the responsibility of her/his coordinator, analyzing cash box disparities and providing technical assistance for their resolution (propositions on reorganization)

Grants coding

Allocating expenditure in the appropriate grant following defined grants criteria

Monthly closure

HR

• Is responsible for all Human Resources and administrative issues: contracts, compensation...

• Ensures implementation of all HR policies and management guidelines

• Is the technical person to whom Administration managers and administrative staff will refer to for briefing, support and follow-up with regards to administrative aspects of their work

• Is fully responsible for the administrative management of national employees and partly for the administrative management of international employees

• Ensures that administrative files of national and international employees are kept up-to-date

• Respects and promotes confidentially in the use and filing of all personal records of the staff working in the mission