Job Summary
Location World Wide, Worldwide
Ending 06 Sep 2021, Monday
Posted 19 Aug 2021, Thursday
Job Description
ALIMA PRESENTATION
ALIMA, the international medical NGO with a human face, which puts at the heart of its model, the co-construction of projects and professional paths
THE ALIMA SPIRIT: The raison d'être of ALIMA is to save lives and treat the most vulnerable populations, without any identity, religious or political discrimination, through actions based on proximity, innovation and alliance of organizations and individuals. We act with humanity, impartiality and with respect for universal medical ethics . To access patients, we are committed to intervening in a neutral and independent manner. THE VALUES and PRINCIPLES of our action included in our CHARTER:
The patient first
Revolutionizing humanitarian medicine
Responsibility and freedom
Improve the quality of our actions
Trust
Collective intelligence
Environmental responsibility
CARING - INNOVATING - TOGETHER :Since its creation in 2009, ALIMA has treated more than 6 million patients, and today deploys its operations in 12 African countries. In 2020, we developed 41 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects support national health authorities through nearly 357 health structures (including 45 hospitals and 312 health centers). We work in partnership, especially with local NGOs, whenever possible to ensure that our patients benefit from expertise wherever it is, whether in their country or in the rest of the world. In addition, to improve the humanitarian response,
THE ALIMA TEAM :More than 2000 people currently work for ALIMA. The field teams, as close as possible to the patients, receive their support from the Coordination teams generally based in the capital of the countries of intervention. These receive support from the 4 desk teams and the emergency and openings service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working on fundraising as well as representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as medical NGOs BEFEN, ALERTE Santé, SOS Médecins / KEOOGO, AMCP, research organizations PACCI, INSERM, the Universities of Bordeaux or Copenhagen, the NGO Solidarités International and many others.
OUR COUNTRIES OF INTERVENTIONS : Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, South Sudan, Mauritania, Senegal.
OUR PROJECT THEMES : Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue), Hospitalization, Emergencies, Gender-Based Violence, mental health, ...
JOB LOCATION : Country of ALIMA missions
FUNCTIONAL AND HIERARCHICAL LINKS
Hierarchical superior : Project Coordinator Technical referent : The Financial Coordinator and The HR Coordinator Staff under his hierarchical responsibility : Assistant Administrators and House staff He (she) collaborates with the entire Project Coordination team MAIN MISSION
The Project Administration Manager is responsible for the implementation of HR policies within the project and for the efficient administrative management of all staff working for it (national, international, regional, etc.), as well as monitoring the correct use of financial resources.
MAIN ACTIVITIES
PROJECT HUMAN RESOURCES MANAGEMENT
▪Advise the project coordinator for the set-up (organization chart) and together with the HR coordinator, update the project organization chart and job descriptions ▪In close coordination with the project coordinator and the HR coordinator, calculate the HR operational needs and the corresponding budget in order to effectively ensure the necessary sizing and mission capacities and facilitate budget monitoring.
▪ Responsible for hiring, making changes and managing contract termination formalities for employees at project level, in accordance with local labor laws, archiving and updating individual employee records, keeping them informed on their rights and preparing all mandatory tax returns, in order to ensure legal compliance.
▪ Assist the project coordinator, and / or team leaders and supervisors in developing vacation and staff movement planning to anticipate HR needs and ensure their availability for project activities .
▪ Supervise / carry out payment procedures, ensure that all data relating to the calculation of the monthly salary of national project employees are correctly entered in Homère (days off, unpaid leave, sick leave, overtime, salary advance, etc.), in order to ensure the timely payment of the payroll and its accuracy.
▪ Under the supervision of the HR Coordinator, ensure the process of indexing national staff salary scales to ensure internal equity, cost of living adjustments and proper application of terms and conditions of employment to within the project sites.
▪ In close coordination with the HR coordinator, provide support to project line managers in the detection of training needs, in the correct evaluation of staff results and identification of potential, in order to improve the capacities of people and their contribution to the end results of mission objectives.
▪ In close coordination with the HR coordinator, plan and supervise the associated processes (recruitment, training / integration, evaluation, detection of potential, development and communication) of the personnel placed under her responsibility in order to ensure both the size and the quantity knowledge required
▪ In collaboration with the project coordinator, provide support to line managers in the application of internal communication policies in order to stimulate active employee participation and ALIMA commitment.
▪ In close collaboration with the project coordinator and the HR coordinator, apply the administrative procedures present in any Memorandum of Understanding (MOU) in force between local partners (e.g. Ministry of Health, etc.) and ALIMA.
▪ In close collaboration with the project coordinator and the HR coordinator, research the best options to avoid and / or resolve any labor disputes that may arise during the project.
▪ Ensure that all project staff (national, international, regional, visits, etc.) are duly informed and / or integrated.
▪ Responsible for all staff travel and / or accommodation during the project.
PROJECT FINANCIAL MANAGEMENT
1. Accounting
Objective : The Project Administration Manager is responsible for ensuring the application of fund security rules, compliance with procedures and the legibility of expenditure on his database.
▪ Implementation of procedures: money security (cash management, transfers, advances), expenditure commitment (purchasing procedures, validation and organization of payments, monitoring of regular payments).
▪ Monitoring of accounting allocations (accounting codes, projects, donor codes).
▪ Management of the cash registers and banks of his project
▪ Accounting recording (own or delegated to an assistant), classification of accounting documents, realization of the monthly field closing, and monthly sending of accounting documents in coordination.
▪ Receipt of corrected accounts by the capital, analysis of discrepancies, corrective actions.
2. Cash management
Objective : To ensure a permanent level of cash flow necessary for the progress of the project
▪ Monitoring of bank and cash balances on the project.
▪Anticipation of expenses and monthly cash request ▪Proposal of the minimum necessary balances on each cash and bank of the project.
3. General management of resources
Objective : Put in place the elements necessary to monitor the use of material resources.
▪ Administrative management of structures and vehicles (choice, organization, contracts, stewardship, insurance, etc.).
▪ Participation in the development of the procurement framework for its land.
▪ Collection and analysis of non-budgetary management information (activities, consumption, donations, etc.).
▪ In conjunction with the activity managers, creation and analysis of resource management indicators in order to guarantee the use of funds in accordance with the financing contracts and the proposed corrective measures.
▪ Maintains the administrative archiving of the project.
4. Budget management
Objective : Translate all information relating to resources into a budget.
▪ Collection, for each defined activity, of all the necessary information concerning the activities and resources.
▪ Participation, under the responsibility of the Finance and HR Coordinator and the Project Coordinator, in the establishment of the budget and the allocation table by donors.
▪Update and Analysis, in conjunction with the Project Coordinator, of general and specific monthly budget monitoring (analytical axes), possible alerts, proposals for corrective actions, and reporting to the Finance and HR Coordinator **. ** OTHER
▪Ensures all HR, administrative and financial information relating to the project (Homère and SAGA monthly closing, status reports, etc.) PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS
Level 3 : The incumbent is responsible for the application of HR processes and may be required to make field visits. She. It may therefore be in contact with children or / and vulnerable adults. Therefore, the criminal record check or the presentation of a certificate of good moral character will be necessary. In situations where it is impossible to provide a criminal record or a certificate of good behavior and morals, a sworn statement will be requested.
SKILLS
Study level
● Post-graduate degree (minimum BAC + 2) in finance, management (business, HR) or administration desirable EXPERIENCES
● Essential professional experience of at least two years in relevant and similar jobs;
● Desirable experience in developing countries with ALIMA or other NGOs would be an asset;
KNOWLEDGE OF LANGUAGES
● Fluency in French, the language of the mission, is compulsory OTHER KNOWLEDGE
• Essential computer skills (Word, Excel and Internet);
• Knowledge of ALIMA HR and financial software is desirable (Homère, SAGA);
• Knowledge of personnel management and development;
• Adherence to the principles of ALIMA;
• Flexibility of behavior;
• Results and sense of quality;
• Teamwork and cooperation;
• Flexibility of behavior;
• Results and sense of quality;
• Teamwork and cooperation; CONDITIONS
Duration and type of contract : 6-month fixed-term contract with possibility of renewal Position : Immediately Salary : According to ALIMA salary scale + experience + perdiem.
ALIMA supports:
● Common accommodation supported by ALIMA
● Daily perdiem according to the ALIMA perdiem policy of the country and in proportion to the presence of the expatriate in the country of mission
● Health insurance covered by ALIMA for him and his beneficiaries.
● Plane tickets for Breaks every 3 months for contracts beyond 9 months.
● Internal travel provided by the employer.
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