Médecins du Monde Administrative and logistics coordinator Jobs in Tanzania
Under the responsibility of the general coordinator, your main tasks and responsibilities include:Human resources management Work in collaboration with the coordination team to define the HR needs and revise the HR budget accordingly
Update the organizational chart, clarify hierarchical and functional links, and follow the set-up for its monthly update, jointly with the coordination and field team
Participate to the definition of HR needs in terms of writing project proposals and any amendments
Ensure reporting on HR indicators (internal and external) to the mission managers and HQ
Ensure that every employee file is updated according to MdM standards
Supervise the HR database’s management, ensuring all important staff information (such as medical licence expiry dates, tax numbers, etc) is complete and up to date
Lead on and supervise the monthly payment of salaries and taxes in conjunction with Finance Department
Coordinate the monthly follow up of HR tools and ensure sharing with HQ the needed updates respecting the schedule
Participate and ensure the rolling out of the occupations and salary grid within the mission as well as the salary policy for national staff and ensure its strict implementation
Supervise the administrative and payroll procedures and work with the finance team to ensure timely accurate salary payments
Review and improve the HR policy in accordance with the legal framework of the country and MdM core values
Ensure complete implementation and application of the MdM HR policies and propose improvements or adjustments if necessary
Centralise and coordinate the annual training plan and support its implementation
Develop the yearly training needs assessment, define and coordinate plan for the mission’s staff
Under the General Cordinator supervision, support the implementation and follow up of the Expat HR policy (ex. housing condition; accompanying status, travel policy) in collaboration with the HQ HR Advisor
Support the General Coordinator regarding the implementation of the updated MdM PSEA policy (protection against sexual exploitation and abuse)
Support manager to manage conflicts, when necessary, in order to ensure labour legal compliance and to improve manager awareness
Take part in disciplinary procedures and investigations
Financial organization and compliance
Ensure the financial procedures and guidelines of the Mission are in line with MdM’s policies as well as in compliance with donors’ guidelines
Ensure internal financial systems, procedures, templates and control mechanisms are in place and observed by all staff
Be responsible for the financial reporting on Donors budgets as per the terms of the financial agreement
Monitor budget consumption and update the Budget Follow Up tool (BFF)
Proceed with a monthly update of our Yearly forecast, in coordination with the program department
Identify and analyse any discrepancy with our Yearly and Donors budgets and suggest solutions
Propose necessary reallocations and modifications to comply with donor’s guidelines while achieving project objectives
Facilitate audits at field level
Ensure the archiving of accounting and finance documents is in line with MdM standards and procedures
Participate to the monthly grants review meeting, provide financial information to the coordination team both proactively and upon request to monitor projects budget spending plan for program
Treasury & Accounting
Ensure the implementation of the Money Management Protocol (MMP) and Golden Rules on the mission and MMP’s regular update (in coordination with the GenCo)
Ensure proper cash flow and liquidities for the mission
Ensure MdM’s accounting standards and rules are respected
Ensure the analytic is coherent with the financial strategy
Ensure MdM compliance with tax laws in collaboration with accounting firm
Be responsible for the monthly closure process
Support the semi-annual &
annual accountancy closure, in coordination with HQ
Logistics
Ensure the implementation, use, follow-up, and archiving of MdM logistics procedures and tools (purchase, communication, stock management, fleet management, equipment list etc.) and adapt them if needed
Be responsible for the installation, use and maintenance of equipment’s selection (Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc.) in collaboration with the HQ Logistics Advisor
Take part to any assessment and inventory when required
Support the medical team on medical logistics (pharmacy warehouse, transportation of medical supplies, cold chain etc.)
Ensure the overall supply chain management for country’s response (international & local purchases)
Ensure the elaboration of the procurement Plan
Ensure the archiving of logistics and purchasing documents are in line with MdM standards and procedures
Team management and capacity building
Recruit staff under your direct or technical responsibility
Ensure proper induction and capacity building of the team
Develop individual action plans and proceed to regular professional evaluations of the team under your direct or technical responsibility
Train and provide technical support (guidelines and/or tools) to Admin and Log team
Organise and conduct regular Admin & Logistic department meetings
Carry out the capacity building trainings of managers on all relevant procedures (HR, Finance, Log)
Representation and Communication
Ensure when needed and by delegation of the General Coordinator the representation of MdM in front of donors
Liaise with INGOs heads of Admin/Log Departments in-country and actively
participate in interagency coordination meetings
Provide strong oversight to MdM local partner activities, including compliance with donor regulations and build their capacity to ensure full understanding of the financial responsibilities
Participate to the monthly Mission’s Situation Report compiled by the GenCo and to all other reports by providing relevant data
Required profile
Three years’ higher education management qualification
Two years’ experience in the international NGO field as administrator or finance coordinator
Experience in Logistics and Human Resources management
Analyse significant discrepancies between forecasts and actual records, interpret them, contextualise them, identifying the causes and risks, warn
Adapt schedules according to priorities and unforeseen events
Understand and identify institutional donors’ cycles and procedures
Read, construct, and analyse a budget and carry out budget monitoring
Conduct professional interviews (recruitment, guidance, etc.)
Design, formalise and adapt procedures / protocols / operating modes/ recommendations relating to the area of competence
Analyse and structure a pay and staff administration process
Identify and look for pay errors and their causes, and resolve them
Understand and interpret the legal administrative framework for staff and the MdM rules
Design and analyse remuneration methods and rules
Identify and analyse training and recruitment needs
Diplomacy, negotiation, and networking skills
Ability to work under a minimum of supervision
Reactivity, anticipation, adaptability, capacity to take initiatives
Ability to classify and to manage priorities
Team spirit
Excellent Microsoft Office skills (especially Excel/ Office 365 Tools)
Knowledge of accountancy software (SAGA)
You embrace the core values and support the proactive philosophy of Médecins du Monde
How to Apply
For more information and job application details, see; Médecins du Monde Administrative and logistics coordinator Jobs in Tanzania
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