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Administrative coordinator (M/F) - Lebanon

Beirut (Lebanon)

  • Organization: MDM - Médecins du Monde
  • Location: Beirut (Lebanon)
  • Grade: Mid level
  • Occupational Groups:
    • Public Health and Health Service
    • Project and Programme Management
    • Operations and Administrations
    • Managerial positions
  • Closing Date: 2020-12-19

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For more than 30 years, Médecins du Monde, a campaigning medical organisation 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 organisation 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 more than 35 countries across all continents where it focuses on 5 priority areas: emergency and crisis, sexual and reproductive health, harm reduction, migrants and displaced populations (health rights), health and environment.

MdM has been working in Lebanon for nearly 40 years and specifically on the response to the Syrian crisis since 2012. The goal of MdM in Lebanon is to offer care to Syrian refugees and vulnerable Lebanese affected by this crisis. MdM’s intervention in Lebanon aims to strengthen the national health and mental health system and increase access to quality primary and mental healthcare. MdM primary healthcare services are provided through 3 partners in 3 primary healthcare centers (PHCCs) in the Bekaa Valley.

MdM is working on the integration of mental health in the primary healthcare system and contributing to the development of a community-based mental healthcare services, opening and running community mental health centers (CMHC), in coordination with partners for the substance use, gender and inclusion components.

To implement and monitor the activities, the mission in Lebanon has been set up with a team of about 60 people managed by a general coordinator and a coordination team.

TASKS AND RESPONSIBILITIES:

Under the supervision of the general coodinator, you are part of the country coordination team and you are responsible for the overall management of administrative, HR, legal, financial, accounting, and budgetary monitoring of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission in the respect of MdM and donors’ guidelines.

You directly supervise a partnership finance supervisor, a finance officer and a HR officer in Beirut. An administrative assistant and a cleaner are also part of the administrative team.

You also support and ensure close relationship with the logistics coordinator at level mission.

Your main responsibilities are:

Administrative management & legal framework

  • Develop and update the lawyer contract for any issues related to MdM formalities in the country and with approval of general coordinator
  • Be the MdM interlocutor to the selected lawyer of MdM
    -Work with the lawyer, HQ and general coordinator on all issues linked to registrations in Lebanon
  • Ensure that MdM is in compliance with taxes laws and if necessary, improve the procedures and rules
  • Ensure that copy or originals of all legal documents and contracts are timely sent to Paris HQ
  • Supervise the establishment of all formalities required by the local authorities within the times allowed
  • Supervise the framework writings of the various contracts (rental contracts, service providers...)
  • Check on the existence, monitoring and the proper archiving of all documents and contracts

Financial management & compliance

  • Implement the administrative and financial procedures and guidelines
  • Ensure internal financial systems, policies and controls are applied
  • Provide support to coordinators for the management of their budget
  • Ensure compliance of all financial procedures with MdM and donors guidelines and provide support to the logistics and programme departments in terms of donor requirements
  • Prepare, organise and supervise audits at field level, with the support of the finance control officer at HQ
  • Process to internal control in order to improve the compliance and ensure a well justification of the expenditures reported
  • Prepare and coordinate MdM annual budget and donor budgets proposal in coordination with the teams
  • Ensure appropriate follow-up of the current funding plan, as well as MdM commitments to donors
  • Coordinate the monthly budget follow up with coordinators and update the forecasts
  • Monitor overall budget consumption with respect to donors’ constraints
  • Follow up the decrees issued by the Lebanese Central Bank which might affect the operations
  • Liaise and negotiate with MdM bank

Accountancy

  • Be the person in charge of the respect of accountancy process and the accountancy of all sites
  • Be responsible for the cash provision between the different programs and bases
  • Assess the needs for the projects for the coming month and submit fund requests to HQ
  • Organise and supervise all aspects of cash flow including security of cash, ensure sufficient separation of responsibility and level of control over transactions
  • Ensure that payments are made in a timely and secure manner across all the country operations
  • Coordinate the closure of monthly accountancy and link with the HQ
  • Supervise the archiving of the accounting documents
  • Ensure preparation of external or internal audit

Human resources management

National staff:

  • Validate the monthly database prepared by the HR officer
  • Update the recruitment policy and ensure it is respected on the mission
  • Coordinate the various recruitments and participate in recruitments as HR focal point when needed
  • Share and compare conditions of employment and rules with other NGOs
  • Ensure good internal HR communication with the staff
  • Develop the HR policy regarding the context in Lebanon: update the salary scale, recruitment processes, HR & administrative formalities and contracts, study the local labour and tax law
  • Ensure the application of MdM rules for the national staff
  • Define a trainings policy for national staff in collaboration with the general coordinator and HR officer
  • Implement MdM wage and appraisal policies

Expatriate staff:

  • Ensure application of local legislation concerning the expatriate staff
  • Liaise with the broker and the HR officer for the registration of expatriate staff
  • Supervise the payment of monthly per-diem for volunteers and advances for expatriates
  • Follow-up administrative aspects for expatriates with HQ
  • Participate in the definition of living rules and working conditions
  • Supervise the constitution of individual files
  • Brief the coordinators on administrative & financial process, policies and tools

Team management

  • Supervise the overall recruitment of the administrative and finance department staff
  • Organize administrative & financial training adapted to staffs and their level of responsibility
  • Provide regular evaluation to the team under your responsibility
  • Propose disciplinary measures when appropriate

  • Provide financial support, training and advice to all staff in country

Partnership financial management

  • Develop, implement and monitor financial tools for partnership financial follow-up
  • Provide inputs on the administrative and financial part of the MoUs
  • Coordinate and participate in budget construction with partners
  • Build partners financial management capacities
  • Validate partners financial reports after detailed review from the finance partnership supervisor
  • Ensure that partners expenditures are well justified, complying with MoU requirements and recorded in SAGA
  • Analyse partners budget consumption and provide feedback to coordination team and HQ
  • Coordinate internal and external audits at partners level

Communication, reporting & capitalization

  • Liaise with international NGO finance and administrative coordinators in-country
  • Contribute to the Lebanon monthly situation report
  • Elaborate financial donors’ reports and contribute to all other reports
  • Centralize all administrative information available on the mission
  • Provide regular reporting on your activities to the line-manager

CONDITIONS OF EMPLOYMENT:
Status : Employee

Contract : Fixed-term contract
Duration : 12 months
Starting date: 04/01/2021
Gross monthly salary: 2 845 euros
Premium equal to one month salary paid in two instalments - minimum of 6 months seniority required
Expatriation bonus (10% gross salary per month)
Transportation cost, vaccines and visas covered
Housing allowance
22.5 RTT (recovery days) per year
5 weeks of paid leaves per year
Health insurance (60% covered by Modem and 40% by the employee)
Insurance (repatriation…)
Punctual teleworking agreement (40 days/year - minimum of 6 months seniority required)
Given the current circumstances of Covid-19 pandemic, we are taking special measures to apply health protocols and hygiene measures to guarantee the safety of our staff.
Médecins du Monde promotes trainings and internal mobility
Single posting

SKILLS AND EXPERIENCE NEEDED:
Diploma in economics, business, finance or accountancy management
Strong experience in human resources management
7 years of professional experience
Minimum 4-year experience in a similar position with an I.NGO is required (with MdM is an asset)
Significant similar experience in grants management
Knowledge of SAGA is an asset
Excellent computer skills and particularly in complex Excel formulas
Working experience in Middle East is an asset
Reactivity, anticipation, adaptability
Ability to make quick decisions according to the context in coordination with the team
Good organizational skills, including time management
Ability to manage priorities and to meet deadlines as well as work under pressure
Excellent written and oral communication skills
Ability to listen and to be diplomatic
Languages: fluency in English (written and spoken) is mandatory, good knowledge of French is highly recommended and knowlege of Arabic is an asset
You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.

TELEPHONE APPLICATIONS WILL NOT BE ACCEPTED
Médecins du Monde reserves the right to fill the vacancy before the closing date for applications.
MdM stands up for the integration of people living with disabilities and fights against discrimination.

To apply, click on the following link : http://www.jobs.net/j/JtwNCztd?idpartenaire=128

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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