Apply for Project Coordinator and Field Administration Manager at ALIMA - Alliance for International Medical Action

Posted on: 26 December, 2017Deadline: 31 January, 2018

ALIMA’s aim since its creation in 2009 is to provide a high standard of healthcare in situations of emergency or medical disaster and to improve the practice of humanitarian medicine by developing innovative projects associated with medical research.

By joining us, you will integrate a young and dynamic organization and contribute to its associative development as well as its operational impact on the field. As Head of Mission, you will have the opportunity to manage challenging and innovative medical programs in the line of ALIMA’s values and objectives while bringing your humanitarian experience.

Since its creation, the association and its partners have successfully developed in line with the increase in humanitarian medical needs, especially in Western and Central Africa: 650,000 patients treated in 2015 including over 48,000 hospitalizations, new governance between the partners of the medical NGO platform in the Sahel, new innovative approaches and operational research projects. With operations in nine countries, 17 projects + 7 research projects, over 1,300 employees and a budget of €35 million in 2016, ALIMA is a dynamic NGO, effectively deploying medical aid for the most vulnerable.

In Nigeria, ALIMA is running four health and nutrition projects in Borno State: Monguno, Baga and Maiduguri.

ALIMA’s teams in Nigeria represent about 30 expatriates and 250 national staff.

Field Administration Manager

• Job TypeFull Time  
• QualificationBA/BSc/HND  
• Experience1 year
• LocationBorno
• Job FieldAdministration / Secretarial   Human Resources / HR  

 

MISSION LOCATION: Nigeria, South Borno State.

Report to (Direct): Field Coordinator

Report to (Functional): Finance Coordinator and Human Resources Coordinator

Area: Administration, Finance and HR

MISSION AND MAIN ACTIVITIES

Is in charge of the program's administration, finance and Human resource. Together with the Program Managers, he/she is responsible for expenditure and compiles the budget tracking reports for each program. He/she also manages cash flow.

Is responsible for the implementation of Human Resources policies in the project and the correct Administrative Management of all staff working in the project (National, International).

• Advise Project Coordinator on set up (org chart) and together with the HR Coordinator, update the project’s organizational chart and job descriptions.
• In close coordination with the Project Coordinator and the HR Coordinator, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up.
• Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance.
• Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities.
• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.
• Under supervision of the HR Coordinator, ensure indexation process of national staff salary grids in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites.
• Support, in close coordination with the HR Coordinator, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals.
• Plan and supervise, in close coordination with the HRCo, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.
• Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment.
• In close collaboration with the Project Coordinator and HRCo, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and ALIMA.
• In close collaboration with the Project Coordinator and HRCo, looks for the best options to avoid and/or solve possible labour conflicts in the project.
• Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted.
• Is responsible for all movements and/or accommodation of staff in the Project.
• Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place.
• Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time.
• In close collaboration with the Project Coordinator and the Finance Coordinator, analyze and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action.
• Ensures all HR, Administrative and Financial reporting of the Project (Homere and SAGA monthly closure, SitReps, etc.).

Experience

• University degree in finance, administration, and human resources
• Minimum 1 year experience in Finance & HR management
• Experience in a similar position for at least 1 year
• Experience with medical international NGO, an asset
• Team management and supervision skills
• Perfect knowledge of MS Office package, especially Excel & Word
• Knowledge of Saga (Finance software) & Homere (HR software) is highly appreciated
• Rigorous, stress resistant and good adaptation capacity

Applicant qualities

• Sense of organization, method and autonomy
• Adaptable and diplomatic
• Used to working in a team in multicultural contexts
• Skills in training and support

Languages

• English is mandatory (written, read, spoken), French and Hausa are an asset

CONDITIONS

Contract term: contract under French law, 6 months, renewable

Desired start date: as soon as possible

Duration of Mission: 06 months minimum, with possible extension

Salary: depending on experience + per diem

ALIMA pays for:

• travel costs between the expatriate’s country of origin and the mission location
• accommodation costs
• medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee
• evacuation of the employee**

Method of Application

**Documents to be sent:** To apply, please send your CV and your answers to the following questions (you’ll join a Word document) :

1) How do you place ALIMA in the NGO medical emergency landscape?

2) Describe your experience on field administration in the humanitarian environment? Please explain what you liked about it/ did well and what were your difficulties.

3) According to you, which are the challenges of this position in the context of Borno State in Nigeria.

4) Please indicate your level both in English and French, written read spoken (scale between 1 and 10, 10 being native speaker).

Please send your application to candidature@alima-ngo.org with the reference “Field Administration Manager – Nigeria” in the subject line.

Any application without answer to the questions will not be taken into account **

Project Coordinator – Monguno - M/F

• Job TypeFull Time  
• QualificationOND   BA/BSc/HND  
• LocationBorno
• Job FieldAdministration / Secretarial  NGO/Non-Profit   Project Management  

Mission Location: Nigeria, Monguno

Report to (Direct): Head of Mission

MISSION AND MAIN ACTIVITIES

The Project Coordinator is responsible for ALIMA operational response in the Project. In close collaboration with the mission coordination team, define and plan the Project objectives and priorities, identifying population’s health and humanitarian needs, analysing the context and the humanitarian issues at stake, the risks and constraints and calculating human and financial needs. Coordinate, in close collaboration with the Head of Mission, its implementation in order to efficiently ensure the goals as well as to improve targeted population’s health conditions and humanitarian situation.

• Supervise the political and humanitarian situation in the project’s area in order to ensure that ALIMA's charter, policies and image are respected with regards to national employees, populations, authorities and partners
• Together with the project team, evaluate needs by identifying the population’s health status, by analysing the context (environment, actors involved, negotiations for access etc.) and associated risks and constraints in order to define priorities and projects goals and to calculate material, human and financial resources needed
• Together with the project team and the Head of Mission monitor the security situation in the area of intervention, propose security guidelines and guarantee their implementation in order to ensure the security if the project team.
• Propose and carry out exploratory missions, according to Head of Mission’s indications, in order to better comprehend context, priorities, constraints and population needs
• Ensure a data collection and epidemiological surveillance system, in agreement with the Medical Coordinator, in order to define medical and technical programs and preventive protocols for the targeted population
• Steer and supervise the implementation, monitoring and evaluation of the project in collaboration with the project team and according to the internal and donor indicators in order to evaluate the level of achievement of the project objectives.
• Provide reporting to the coordination team on project’s evolution and propose corrections if needed
• Elaborate the Project’s institutional memory, keeping written records (and file them) on its development, in order to broadcast ALIMA achievements and improve awareness
• In coordination with the Administration Manager and Activity Managers, plan and organise the organizational charts, plan and distribute tasks and workload among the teams, guiding their understanding of the issues linked to the Project and the Mission through regular working meetings and feedback, in order to ensure an efficient deployment of the resources and the achievement of the expected goals
• Inform the field team on the instructions given by the mission coordination promoting fluent, smooth written and oral communication and information flow and ensuring confidentiality and full compliance with security rules and medical ethics
• Supervise full implementation of safety and health protocols, reporting the Medical Coordination on risky behaviours, in order to ensure safe working conditions for the project staff
• Be responsible of the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for
• In coordination with the Administration Manager and Activity Managers, identify training needs, provide individual follow up and coaching, carry out end of mission evaluation of the team members and lead internal communication initiatives in order to facilitate people’s integration and professional development and to maximize their capabilities and commitment to ALIMA values and project’s goals.
• Supervise the project material resources put at ALIMA’s disposition in order to ensure a correct use and its longevity.
• Supervise all orders (medical and logistical) and the Project’s purchases as well as the financial indicators, with the support of the coordination, in order ensure efficiency and early detect deviations and its causes.
• Lead the Nutrition & Health cluster group discussions

EXPERIENCE AND SKILLS

• University degree or paramedical diploma/degree desirable.
• Previous experience in humanitarian aid
• Experiences with international medical NGOs & experience in project management desirable.
• Experience in security management highly desirable.
• English Speaking, reading and writing, mandatory. French is an asset.
• Essential computer literacy (word, excel & internet).
• Negotiation skills
• Strong interpersonal skills

CONDITIONS

Contract term: contract under French law; contract length: 6 months, renewable.

Position to be filled : ASAP

Salary: depending on experience + per diem

ALIMA pays for:

• travel costs between the expatriate’s country of origin and the mission location
• accommodation costs
• medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee and his/her family
• evacuation of the employee**

Method of Application

**Documents to be sent: In a mail to candidature@alima.ngo with the reference “Nigeria- Project Coordinator Monguno ” in the subject line, please send :

An updated resume

The answer to the following questions :

What do you know about Alima and why do you want to join our team in the field ?

What is your main achievement as a Project Coordinator in an Emergency Response context ?

In your opinion, what are the 3 main skills of a good Project Coordinator in a project like Monguno ?

On a scale to 1 to 10, what is your level spoken and written in English, French, Haussa?

What is your availability to begin to work?

Thanks for understanding that the application sent without those answer to the questions will not be consider as a priority.