Nov 2017 – MdM Deputy Administrative Coordinator Job in Nairobi, Kenya
Médecins du Monde (MdM) – Somalia Office
Job Vacancy: Deputy Administrative Coordinator
Starting date: 1st December
Availability: 12 months
Countries: Kenya and Somalia
Base: Based in Nairobi with regular trips to Puntland (Bossaso).
Médecins du Monde (MdM) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including France.
It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.
For more than 30 years, Médecins du Monde, a campaigning medical organization committed to international solidarity, has been caring for the most vulnerable populations at home and abroad.
It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies.
Those working for this independent organization do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations.
MdM currently works in 41 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, combating HIV and reducing the harm and risks associated with drug use, crises and conflicts. Médecins du Monde international network comprises 15 organisations.
The network countries are: Argentina, Belgium, Canada, France, Germany, Greece, Japan, Netherlands, Portugal, Spain, Sweden, Switzerland, United Kingdom and the United States – 180 national programmes are run every day by teams made up largely of volunteers.
They assist anyone who, without initial help, would be unable to access healthcare.
Key Duties
Under the direct supervision of the administrative coordinator of the Kenya/Somalia mission, the Deputy Finance Coordinator is assisting Him/Her to implement financial and budgetary monitoring procedures of the projects and train the financial team in order to guarantee rigor and transparency and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines.
1. Legal Framework
- Ensure compliance with legal formality required by the government agencies and local authorities in Kenya and Somalia (MdM registration, respect of labour law, work permit and visas).
- Review all the CoE for Kenya and Somalia and contract for Human resources (work contract, medical cover, medical insurance etc.) and review all the contracts established by other departments (i.e supplies/logistics, etc.).
- Support the different program department in preparation of any other agreements (MoU, Partnership agreement etc.)
2. Compliance
- Ensure that MDM Administrative, Accountancy and cash flow procedures, tools and software are used in Kenya and Somalia mission
- Ensure that an effective system for paying suppliers, salaries, per diems is in place in Nairobi and Bosasso
- Assist the administrative coordinator in the preparation of external audits
- Ensure annual audit for Kenya NGO board is done in accordance with Kenyan legislation.
3. Accountancy / Treasury
- In charge of the monthly accountancy closure of the mission:
- Receive, compile and check the monthly accountancy sent by the admin officers in Nairobi and Bosasso
- Ensure transactions are properly recorded and entered into the computerized accounting system (SAGA) according to MDM coding system
- Check the cash inventories and bank reconciliation for every cash and bank book of the Kenya/Somalia mission
- Ensure that expenses are justified by proper invoices, receipts and contracts
- Send the monthly accountancy closure to adminco in respect of internal deadline (by the 10th of following month)
- Act as accounting focal point to HQ
- Answer to comments coming from HQ in connection to monthly accountancy.
- Supervise the archiving of the accounting documents in Nairobi.
- Supervise and handle the mission’s cash flow if necessary: cash holdings, bank operations such as transfers, deposits and withdrawals, cash requests
- Responsible of the Monthly Mission cash request to HQ according to the needs of the mission (monthly needs reconciliation of all departments/bases
- Ensure funds requests from field bases are accurate
4. Budget / Financial reporting
- Assist the AdminCo in preparation of project budgets, for annual budgets and mid -year revised budgets
- Prepare the financial proposals and reports for HQ and donors with the related analysis before validation by the administrative coordinator
- Supervise that the donor’s related documents are filed according to donor’s procedure and rules.
5. Human resources
- Supervise diffusion of JD and preselection of applicants.
- Make sure that recruitment procedure are respected in both office.
- Participate in induction of all new employees.
- Update personal file for all local and international staff
- Update the Human Resources documents on a year basis and whenever new Labor Law requires (Coe, internal Regulation, Organizational chart, contracts etc.).
- Updated JDs together with ProgCos.
- Upgrade salary grid on a yearly basis after conducting bench mark of salaries in Nairobi and Bosaso in coordination with AdminCo.
- Supervise with AdminCo then yearly appraisal exercise for all MdM employees.
- Support the site coordinators for any administrative, finance and accounting issues together with AdminCo.
- Follows up on visa and flight tickets renewal dates.
II. Hierarchical and Functional links
Line of management: He/she works inside the project’s HR organizational chart under the direct supervision of the Admin Coordinator.
He/She will be part of the Admin team together with:
- Administrative coordinator
- Finance officers
- Admin/Log Assistant
Background of the candidate
- Sex: Indifferent
- Humanitarian experience: Yes
- Nationality: Kenyan
- Donor experience: Yes
- Coordination experience: Yes
- Languages: English Fluent (oral, written)
- Computer skills: Excellent knowledge of Office environment (word, excel), databases (would be an asset)
- Driving licence: Not compulsory
Skills required:
- Bachelor Degree in Commerce (BCOM) or Business Administration majoring in accounting or Finance
- Professional Accountancy Qualifications (CPAK/ACCA)
- Minimum of (5) years of accounting experience in a similar capacity working with an international NGO on donor funded project projects
- Excellent IT skills in particular Excel
- Excellent skills in financial reporting
- Knowledge of Kenya and Puntland Labour Law
- Ability to train staff and enhance capacity of program/finance staff and partners
- Knowledge of Saga (appreciated)
- Experience with main donors (UN donors, Swiss cooperation etc)
Personal skills required:
- Patient, Reactivity, anticipation, adaptability and capacity to take initiatives to changing requirements
- Organisational skills, rigor
- Impartiality, ability to synthesise ,classify and to manage priorities
- Ability to listen and share decisions
- Good writing and communication skills inside the team and from widely-varied organizations and agencies
- Team spirit
- Interest for Human Rights and International Humanitarian Law
- Capacity to work and to live in tense conditions (climate, cultural context, promiscuity, isolation)
- Strong diplomatic, interpersonal, negotiation and networking skills
- Proven people management and leadership skills
- Strong analytical skills, training, oral and written communication and team building skills
How to Apply
If you believe you are the ideal candidates we are looking for, please submit your application with a CV and a cover letter to the following email address medecins.du.mondefrance@gmail.com with the title: Deputy Admin Coordinator, Closing date is 30th November 2017.
Only shortlisted applicant will be contacted.
No application will be considered after the closing date as well as any application received by phone or in our office.