Médecins du Monde Administrative Coordinator Job in Kenya

Administrative coordinator (M/F) for Kenya

Médecins du Monde

The goal of MdM in Kenya/Somalia is to offer care to the civilian populations. This action is characterized per its multidisciplinary on Bosasso (IDP camp) and Nairobi (implementation of a harm reduction project).

MdM is working in the Horn of Africa since 2007. From November 2007 to March 2011, MDM opened a base in Merca to supervise the activities of two health centres providing MCH and OPD services. 

Then, in July 2011, a project in the town of Bossaso was launched, in the semi autonomous state of Puntland. The aim of the project is to extend the medical coverage of the population.

At the same time, MDM decided to intervene in Dadaab, Kenya, where a project in collaboration with another NGO is still running in the district hospital.

Mdm wants also to strengthen its action in terms of Harm Reduction in Africa. After a first step in Tanzania with the first needle exchange program in Dar es Salam, Mdm is now setting up an Harm Reduction Program in Nairobi.

MDM coordination based in Nairobi has a long experience and knowledge of the Horn of Africa context and of the implementation of project under difficult security context.

Tasks and Responsibilities: 

The Administrative Coordinator is 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.

The Administrative Coordinator may be in charge of the logistic service.

More specifically: 

1. Accounting-Budget planning & monitoring 
  • Is responsible for the accounting, budget planning & monitoring of 3 sites. 
  • Is responsible for all the cash management, bank operations & monthly fund request for all sites. 
  • Ensures good preparation for external or internal audit 
  • Supervision of the accounting and invoices & salary payment for the accounting of all sites. 
  • Supervises the establishment of the monthly pay slips and the payment of the taxes. 
  • Budgetary monitoring: Budget construction for new projects, monitors overall budgetary consumption. Identification and analysis of any discrepancy. Participation to financial proposals and financial reports to donors
    Funding & donors
  • Analyses funding opportunities and set-up a funding strategy for MdM projects
  • Ensures appropriate follow-up of the current funding plan, as well as MdM commitments to donors
  • In coordination with the General Coordinator, negotiates financial elements and prepares answers to contractual obligations fixed by donors.
    Personnel management
  • Recruitment: Implements and ensures that the recruitment procedures are respected.
  • Administrative management of the national staff: Ensures that the local legislation is respected.
  • Participates in the upgrade of conditions of employments & the internal regulations.
  • Ensures the general HR administration
  • Ensures that each employee understand and respect procedures, rules and regulations.
  • Is the warrant of the MdM wage and appraisal policies implementation.
  • Administrative management of the expatriate staff: compliance with the local legislation concerning the expatriate personnel and their registration.
  • Participates in the definition of living rules and working conditions. -Makes arrival briefings about the administrative and contractual aspects.
Team management
  • Supervision and training of the administrative staff in Nairobi , Bosaso and any future site
  • Supports the Site Coordinators for any administrative, accounting and financial issue.
  • Takes disciplinary measures when appropriate
  • Collects and compiles the needs of training and build the annual training plan.
Legal framework
  • Ensures compliance with the formalities required by the government agencies and other local authorities, in Kenya and Somalia, within the times allowed.
  • Prepares the various contracts.
  • Keeps record of all legal documents.
    Communication and reporting
  • Supervises the preparation of team meetings minutes.
    Capitalisation and Filing
  • Sets up or reinforces the archiving procedures and ensures a proper filing process
  • Ensures that copy or originals of all legal documents and contracts are timely sent to Paris HQ
  • Writes monthly report on administrative issues to General Coordinator
This list of activities is not exhaustive and may change depending on the situation.

Conditions of Employment: Starting: ASAP Duration: 18 months (renewable)

Contract : Employee (French contract) Short term contract

Skills and Experience Needed

Strong commitment to the organisation and its values Skills required: 
  • Experience of 1 or 2 years in a similar position 
  • Experience in team management 
  • Experience in negotiations and relations with local partners and authorities in a difficult legal, administrative and political context (very important: e.g. with clan and religious leaders, local authorities and Ministries under great pressure ) – Good computer skills
Appreciated qualifications : 
  •  Experience in management of multi-donors / multi projects budgets 
  • Knowledge of Saga is an asset 
  • Experience in Muslim countries is an asset
Closing date:  31 Aug 2012

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