ADMINISTRATIVE COORDINATOR

On behalf of Médicos del Mundo, MdM is looking for professional figures to involve in our mission in Palestine.

ADMINISTRATIVE COORDINATOR

Mission

Development of the projects currently implemented in oPt, ensuring appropriateness of actions in respect of Médicos del Mundo (MdM) policies.

Location

The successful candidate will be based in Jerusalem, with frequent travels to West Bank and if possible, to Gaza.

Structure

The candidate will report to the General Coordinator. He/She will have direct technical link with accounting technicians and finance controller in HQ.

DUTIES

Under the direct supervision of the General 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 and to respect MdM and donors’ guidelines. He/She will be in charge of establishing and implementing the HR and finance policy of Médicos del Mundo in Palestine.

• Accounting-Budget planning & monitoring:
• Responsible for the accounting, budget planning & monitoring of programs implemented.
• Develops and implements the administrative procedures and guidelines and ensures it is updated with the evolvement of MDM and donors’ regulations.
• Supervises Cash management & monthly fund request.
• Responsible for the cash provision between the different programs/bases.
• Organizes and supervises all aspects of cash flow including security of cash, ensures enough separation of responsibility and level of control over transactions.
• Financial focal point at field level in consortiums (either MdM acts as leader or implementing partner)

Supervision of the accounting and invoices & allowance payment

• Responsible for the accountancy of all sites: quality of documents, respect of procedures, accounting & donor allocation. Coordinates the closure of monthly accountancy and links with accounting focal point in HQ.
• Supervises the archiving of the accounting documents in the field and its transmission to the HQ.
• Ensures preparation of external or internal audit

Budgetary monitoring

• Prepares annual budget of the mission, including the project donor budgets in coordination with the implementing teams.
• Monitors overall budget consumption with respect to donors’ constraints; also creates and updates regularly allocation board.
• Communicates with the eco-fin technician at HQ and the coordinators about the budget follow up
• Identification and analysis of any discrepancy from the allocated donor budget.
• Identification and mitigation of financial risk.
• Prepares financial reports to donors
• Ensures the follow up of the implementing partners

Funding & donors

• Ensures when needed and by delegation of the General Coordinator the representation of MdM in front of donors
• 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 and counterpart in Palestine
• Human resources management:

Administrative management of the national staff

• Develops the HR policy regarding the context: write internal regulation, study the local labour and tax law
• Creates and improves a database for the monthly allowance payment
• Ensures 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 …)
• Ensures that the general HR administration procedures are in place
• Coordinate and oversees the recruitment processes of the national staff
• He/She is the warrant of the MdM wage and appraisal policies implementation
• Shares and compares with other NGOs conditions of employment and rules

Administrative management of the expatriate staff:

• Ensures the existence of written job profiles validated by the technical coordinator

• Ensures the application of local legislation concerning the expatriate personnel (visa), work permit, taxes

• Participates in the definition of living rules and working conditions.

• Supervises the constitution of individual files.

• Makes arrival and departure briefings about the administrative and contractual aspects.

• Supervises the payment of monthly per-diem for expatriate

• Follow-up administrative aspects for expatriate with HQ: modifying flight tickets, when necessary, etc

  Team management:

• Recruits and train of the administrative staff

• Provides regular evaluation to the team under his/her responsibility.

• Takes disciplinary measures when appropriate

  Legal framework

• Be in contact with the lawyer as regards as legal policy related to expatriate, national staffs and regulations for INGOS

• Regarding to the position of MDM in the country, establish all formalities could be required by the local authorities, within the times allowed (and for instance only visa issue).

• Supervises the reparation of the various contracts (rental contracts, service providers…)

• Checks 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 country

  Communication, Reporting, Capitalization

• Produces a monthly admin report

• Participates to the weekly team meeting

• Ensures that copy or originals of all legal documents and contracts are timely sent

This list of activities is not exhaustive and may change depending on the situation.

BACKGROUND

• University degree or diploma in finance, accounting, business administration, or similar.
• A Master’s in International Cooperation and/or Humanitarian Aid is desirable.

Skills

Languages: Very high level of spoken and written English. Arabic is an asset

IT: Office pack advance level.

Advanced management of Accounting software desirable

Experience

The successful candidate must have at least 3 years’ experience in positions with similar responsibility and working on planning, design, management and monitoring of programmes in fragile scenarios, of complex emergencies (especially in Middle East contexts). Experience in project planning, implementation and evaluation is desirable. Team coordination experience.

Competences

• High organizational capacity.
• Adaptable to post-emergency situations.
• Professional.
• Proven capacity for team leadership and management.
• Team work and networking capacity.
• Thoroughness and self-sufficiency 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.