Administrative Officer
Medecins Du Monde
Borno
9d ago
source : myJobmag
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    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 46 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.

    Open Jobs

    Responsible of Finance, HR and Administration based in Damboa)

    Line Manager :

    Base Log / Adm Manager Damboa

    Line reports : N / A

    Length of contract : 6 months

    6 months

    Possibility for extension :

    JOB TASKS

    Under the supervision of the Base / Log Admin manager, the Admin Officer will be responsible for the following main activities in accordance to national and MdM procedures :

    Finance and AccountancyCash Management and Payroll ManagementGeneral Administration

    TASKS DESCRIPTION : Finance

    Finance

  • Implements and explains MDM financial rules as needed, including Donor rules under guidance of the Finance Co.Support the Base Log / Adm Manager in the review of MRs, evaluation grids by ensuring the donor and saga code are completedReview all payments requests for completion before they are submitted to Field Co / Finance Co for paymentParticipates to the yearly budget and revised budget construction with the Finance Co and while seeking involvement from the other departments;
  • Accountancy

    Ensures the respect of accounting rule set as per MdM standards; Preparation of payment related to the daily operation of the MdM programs after double check of records, according to MdM procurement procedures (Mission Request, Purchase order, contract, invoices & receipts, quotations, and proformas etc.

  • Verify that all the receipts / invoices are correctly filled and they are eligible for MdM accountancy (indicating : date, details of the supplier, clearly written the amount with the stamp PAID);
  • Archive all the relevant administrative and accountancy documentation in the proper way indicated by the Administrator and according to MdM procedures;
  • Supervises the Finance Assistant to make sure to enter invoices & payments data regularly into accountancy software (saga) in accordance with MdM standards and to the accountancy and budget framework.

    For bank payments send the complete documents to country office in due time. Ensures the SAGA entries and complete the month-

    end accountancy closure (printouts,Accounting annexes and SAGA books to be sent to the Finance Co Reconciliation of cash and preparation of the monthly cash counts.

    Collaborate in the preparation of documents for financial / annual audits.

    Cash Management

    Lead on the Consolidation of the bimonthly cash request for the Base log Admin Manager / Field Co with input from different departments and to submit it to Finance Co in Country office.

    Responsible for the cash advance and for utilities and supplier’s payments and pro-actively follow up on the same;Responsible for daily workers payments and ensure all documents are complete.

  • Ensures the payment and justification of any per diem and transport for employees sent out on the fieldWorks closely with the Logistics Department to ensure the respect of the procurement : checks the administration forms and ensures the proper validation circle is respected (quotations, evaluation and validation grid, purchase order, delivery note, etc);
  • Close the accountancy at the end of month and do the cash count with Field coordinatorSend the complete accountancy and Saga (accounting Software backup to country office) on the 2nd of each month.

    DAMB Human Resource Administration and Recruitment

    Update the payroll data base on monthly bases for all DAMB Staff with their HR information’s, leaves, overtime, advances and all deductions.

    Calculates overtime and leave to ensure accurate payments to all MDM staff using time sheets for validationUsing the attendance sheets, and under validation of the Field coordinator / Medical coordinator, calculate and pay the incentives as per the determined time-

    table.Support Finance Co to Follow-up on any change of policy in the Nigerian / Local government legislation on an ad-hoc basis, when information on changes in legislation is available

    Administration / Communication

  • Organizes archiving and filing of all HR and administrative documents;Communicates the different policies / Memos applicable in the office to the rest of staff and ensures they are respected;
  • Assists the Base log Admin Manager / Finance Co when necessary

    Team Management

    Is the supervisor of the Admin assistant, cook and cleanersTrains and follow-up on the Admin Assistan

    OTHERS :

    Be flexible in performing his / her dutiesInform immediately the security focal point in case of any security problemPerform other additional duties on request of the Base / Log Admin Manager.

    Independently identify areas of work within the department that require support, and carry out the same

    PROFIL REQUIRED :

    Bachelor’s Degree in Business, Accounting or comparable degree2 years progressive experience in a similar roleFluent in English and Hausa.

    Knowledge of Kanuri would be an added advantageExperience with NGO required.Experience with Saga will be an assetExperience working in a multi-

    organizational team (international and national partners) is a plus.Strong written and oral communication skills in English required, including report development, writing and editing.

    Excellent skills in excel and data analysis are required for this position, and will be tested at interviewDemonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.

    Fluent english and hausa required.

    Line Manager : Pharmacist Coordinator

    Line reports : N / A

    Length of contract : 6 months

    6 months

    Possibility for extension :

    JOB TASKS

    Under the supervision of the Pharmacist Coordinator, the pharmacist will be responsible for the following main activities in link with MdM procedures :

    Implementing a quality drugs supply system in line with MdM standardsImplementing an effective stock managementReception and preparation of ordersCollection and analysis of drugs consumptionReporting and attending to different meetingsSupport to health facilities and mobile clinics

    TASKS DESCRIPTION :

    Implementing a quality drugs supply system in line with MdM standardsParticipate in analysis of needs, preparation of regular forecasts, calculation of replenishment orders and buffer stocks and initiating timely procurement of medical supplies in collaboration with the medical coordinatorAnticipate needs for medical supplies and assist in defining and implementing strategy for local procurement if necessary in collaboration with MedCoAlert the MedCo as soon as the buffer stock will be usedChecks quality of drugs are in line with MDM internal, and national regulations during the procurement processParticipate on evaluation of potential local suppliers according to MdM standards (QUAMED) on request of medical coordinator.

    Implementing an effective stock managementCreate a pharmacy with appropriate storage, receiving and packing space and allowing to conduct a full medical inventoryOrganize the drugs storage according to international standards (route of administration, alphabetical order of International Nonproprieraty Name, FEFO principle, clear labeling with INN + dosage + pharmaceutical form + expiry date)Organise drugs and medical supplies for easy distribution and appropriate stock movement recordsOrganize a monthly physical inventory and provide the stock balance at the end of each month to medical coordinatorMonitor temperature of the pharmacy and fridge on a daily basisReception and preparation of orders

    Order reception :

    Check quantities and quality of the received itemsMake out an acknowledgement of receipt for logistics departement and HQIntegrate all the items into physical stockFill in the stock cards for all the items as the electronic file (Sagastock)

    Order preparation :

    Prepare and distribute the drugs according the field requests and projects needsCheck the rationality of the requestsPack supply requests from the supported facilities and mobile clinics in a timely wayUpdate the stock cards and the electronic file (Sagastock) according to the stock movementsDo a feedback to MedCo in case of any problem with the ordersCollection and analysis of drugs consumptionEnsure that updated stock and consumption records can be provided upon request for any reportingAssist in development and implementation of drug consumption tools in supported facilities and mobile clinics.

    Monitor the drug consumption by establishing / maintaining mechanisms of consumption record and inform medical manager in case of any unusual consumptionSupport to health facilities and mobile clinicsCollaborate closely with and build the capacities of dispensers of supported health facilities and mobile clinicsConduct on the job training for dispensers in MDM supported clinicsUpon request, organize trainings on drug prescription and drug rationalisation for mobile clinic staffHelp to assess needs in health facilities and mobile clinics related to drugs storage and dispensation.

    Propose and fulfil any necessary changes requiredReporting and attendance to different meetingsPrepare a weekly activities report to submit to medical Coordinator Compile drug consumption per month and per health facility and mobile clinicParticipate in a proactive way to MdM internal meetings (medical, logistics security )

    OTHERS :

    Establish good relationship with the different stakeholders in order to have a smooth implementation of MdM projectBe flexible in performing his / her duties to ensure that beneficiaries are getting good quality servicesInform immediately the security focal point in case of any security problem in the fieldPerform other additional duties on request of the medical manager and coordination team

    PROFIL REQUIRED :

    Essential : Bachelor Degree in Pharmacy or its equivalent diplomaLicense to Dispense Drugs in Nigeria.A minimum of 2 years of experience working in the nonprofit sector in information and data management, ideally in health programming or protection.

    Excellent Excel SkillsAbility to think independently and identify data discrepanciesExperience designing and implementing electronic data collection methodsUnderstanding of confidentiality requirements for medical data is a plusExperience working in a multiorganizational team (international and national partners) is a plus.

    Strong written and oral communication skills in English required, including report development, writing and editing.Excellent skills in excel and data analysis are required for this position, and will be tested at interviewDemonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.

  • Fluent english and hausa required. (adsbygoogle ).push( );
  • Line Manager :

    Mental Health Coordinator

    Line reports : N / A

    Length of contract : 6 months

    6 months

    Possibility for extension :

    JOB TASKS

    Under the supervision of Mental Health Coordinator, the Mental Health Supervisor will be responsible for the following main activities in order to ensure the quality of care in the mobile clinics :

    Contribute to the implementation and design of the overall mental health and psychosocial support strategies, activities and resources in Maiduguri.

    Facilitate the delivery of a quality mental health & psychosocial support (MHPSS) for individuals and their communities as well as to improve Communities mental health and psychosocial well-

    being.Contribute to the integration of MHPSS component into existing and new programs according to HQ Mental Health Strategy

    Programming

    Supervise and provide technical follow-up to MdM MHPSS staff in MaiduguriSupervise and provide technical follow-up to MdM partner(s) MHPSS staff in MaiduguriProvide technical support to MdM France and Partner’s Maiduguri programs (specific MHPSS Program(s) and integration of the MHPSS component in existing or new programs)Plan, implement and follow up MHPSS activities implemented by MdM France staff / PartnersAssess MHPSS needs of the communities and provide regular updates of the MHPSS main stakeholders in the Maiduguri stripCollaborate to the MHPSS technical content of the project proposalsAssess needs of training for MdM France staff / partners and assist in organizing and / or in providing trainings accordinglyReport MHPSS activities in Miaduguri according to MdM proceduresDevelop and / or adapt specific didactic materials for capacity building activitiesKeep and improve a referral system for MHPSS casesKeep and improve the current data collection system for MHPSS activities according with the needs of reportingParticipate to specific mental health / psychosocial cluster meetings upon request from the direct supervisor.

    Attend technical meetings with partners upon request from the direct supervisor.

    HR Management :

    Responsible for conduct annual appraisals of staff under his direct supervision.Responsible for the follow up and approval working hours and leaves of the staff under his supervision.

    Reporting :

    Contribute to weekly / monthly activities reports to line manager ( Health Programme Coordinator)Report to the direct supervisor monthly (mental health activities report to be sent in the first week of the month).

    Security :

    Apply and respect MDM security rules in the mission.

    Obligations :

    Maintain good socio-professional relationships with national and international partners.Attend team meetings and to give qualitative input.

    If necessary, contribute in preparing emergency plans with the MDM-F team to adjust MDM-F activities and medical resources to the needs.

    Take part in advocacy and communication activities under the supervision of his / her supervisor.Perform other additional duties on request of the Health Programme Coordinator and Medical coordinator.

    Behaviour :

    To behave with self-restraint at all times and respect the dignity of the beneficiaries.To be able to work as part of a team and participate in different activities.

    To believe in concepts of equity, human rights, neutrality and impartiality.Demonstrate motivation at work.Demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities.

    Respect each team member’s position, work and specialty.Adapt to special situations or demands from supervisor.

    OTHERS :

    Ability to accept feedbacks and willingness to improve own : Implement MHPSS Project activities with partner organizations by preparing and implementing action and training plans, supervision sessions, field visits, training materials, and reporting.

  • Mapping of MHPSS programs and service providers in Maiduguri Strip.Report MHPSS Needs and Gaps in the Maiduguri Strip.Draft MH integration plans and materials for SRH Project;
  • provide trainings, supervision and reports as needed.Draft EPP / MH integration training plans and materials; provide training and supervision as needed.

    Prepare MHPSS Reports for Advocacy Users

    PROFIL REQUIRED :

    Be educated to Degree level in Psychology, Counselling, Social Sciences, Community Development or related field from a recognized institutionMinimum 4 years post-

    qualification experience in related work within an INGO or organization similar setting.Experience in MHPSS project implementation within an INGO settingGood knowledge of counseling and community mobilization methods and toolsGood spoken and written EnglishGood spoken and written Kanuri , with at least one other local language : Hausa and Marghi,Good communicator with proven organizational skillsPrevious experience in TOTAbility to work harmoniously in a team settingWillingness to work long hours and weekends when necessaryGood computer skills (Microsoft word, Power Point and Excel)Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.

    Fluent English and Hausa required.

    Line Manager :

    Health Program Coordinator

    Line reports : N / A

    Length of contract : 6 months

    6 months

    Possibility for extension :

    JOB TASKS

    Under the supervision of the Head Medical Supervisor, Health Programme Coordinator and Medical Coordinator, the Referral Nurse will be responsible for the following main activities to ensure the quality of care of patients referred from MdM clinics : Communication with field teams regarding new, existing and past referrals.

    Act as the key link between MdM and designated referral facilities.Receive the patient’s from MdM clinics at the place of referral and ensure their timely treatment by relevant services.

    Oversee any intervention and / or treatment of patients referred from MdM services.Facilitate appropriate discharge and follow up of MdM patients.

    Collection, computerization and analysis of weekly referral data.Reporting and attendance to relevant meetings.Documentation of treatment received and collection of invoices from the referral sites.

    TASKS DESCRIPTION : Communication

    Communication

    Be available to receive calls from the field team at all times.Produce daily and weekly report for the HPCo.Create and maintain good working relationships with referral facility staff.

    Liase with patient families or designated guardians as appropriate.Uphold the principle of confidentiality and actively promote the right of the patient to choose their care.

    Obtain consent from the patient verbal and written where necessary.At the end of each day, provide feedback to the medical supervisors or team leader of the field team(s) regarding the referral cases.

    Communicate all patient management with Health Programme Coordinator or Medical Coordinator on a daily basis.Report any safety and security concerns to focal person as soon as possible.

    Patient management

    Adhere to the MdM Lifesaving Referral Criteria’ at all times and seek approval from line manager on any referrals which do not meet criteria.

    Adhere to the terms of the MoU and MdM referral policy.Personally receive patients referred from MdM clinics at the designated referral sites.

    Ensure their timely care from referral facility staff.Liase with referral facility staff on patient diagnosis, management and discharge plans.

    Provide feedback to MdM clinic supervisors on referral patients.Accompany MdM patients to other referral sites where necessary.

    Communicate all patient management with Health Programme Coordinator or Medical Coordinator.Help to identify any gaps in referral site resources and notify appropriate persons.

    Keep

    Collection, computerization and analysis of weekly referral dataSubmit daily report to the HPCo on a daily basisSubmit end of week report to the HPCo on a weekly basisLiase with Monitoring and Evaluation Department regarding referral data collection when required.

    Attendance to relevant meetingsActively participate in MdM internal meetingsParticipate to all the trainings organized by MDMParticipate in all relevant external trainings identified.

    Documentation of treatment received and collection of invoices from the referral sitesUse the designated forms to document clearly the treatment received by each individual MdM patient.

    Submit invoices to the budget holder on a weekly basis with the accompanying treatment evidence.Resolve any discrepancies in the invoice(s) with the referral site focal person.

    Manage a small cash flow for patient and caretaker maintenance costs.

    OTHERS :

    Give suggestions to improve the functioning of MDM clinics and the referral pathwayBe flexible in performing his / her duties to ensure that beneficiaries are getting good quality servicesPerform other additional duties on request of the line managerInform immediately the security focal point in case of any security problem

    PROFIL REQUIRED :

    Bachelor of Science Degree in Nursing or Registered NurseExperience with an INGO will be an added advantageExperience in similar position for at least 2 yearsGood knowledge in nutritionCapacities in team managementStrong sense of responsibilities and organization skillsStrong work ethic and rigorLanguages (spoken and written) : EnglishFlexibilityTeam player

    Method of Application

    To apply, please submit : a two page curriculum vitae, three work-related references and one page cover letter, in One Document explaining how your skills and experience match the job requirements stated above.

    If possible, please send all the above in one document MS Word or PDF. Also, write the job title and your name in the subject line. Send to

    Only applications by email will be consideredOnly shortlisted candidates will be contactedWe are unable to accept phone calls.

    Information :

    Starting date : ASAPPlace of office : DamboaWe’ll pay attention only to the complete files in English.Our process of selection include some written tests and oral interviews.

    Please notice that if you have not heard from MdM within 2 weeks, you should presume you were not short listed for this position.

    However, MdM thanks you for your interest and encourages you to apply for other openings where your skills and experience match.

    MdM stands up for the integration of people living with disabilities and fights against discrimination.

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