Finance & Administrative Officer at Médecins du Monde (MdM)

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.Job Title: Finance & Administrative OfficerLocation: Damboa, BornoJob Field: Finance/Administrations/HRLine Manager: Base Log/Admin Manager DamboaLength of contract: 6 monthsPossibility for extension: yesStarting date: ASAPJob TasksUnder 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 Administrations & HRTasks DescriptionFinance:Implements and explains MDM financial rules as needed, including donor rules under guidance of the Finance Coordinator.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 in the yearly budget and revised budget construction with the Finance coordinator.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 etc. )Verify that all the receipts/invoices are correctly filled and they are eligible for MdM accountancy (indicating: date, details of the supplier with amount clearly written and stamped 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 SAGA entries and also complete the month-end accountancy closure (printouts, accounting annexes and SAGA books to be sent to the Finance coordinator)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 bi-monthly cash request for the Base log Admin Manager/Field Coordinator with input from different departments and submit it to Finance Co in Country office.Responsible for the cash advance and for utilities and supplier’s payments. Proactively 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 procurement checklists such as; the administration forms. Also ensure 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.Damboa Human Resource Administration and Recruitment:Update the payroll data base on monthly bases for all Damboa 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 HR coordinator to follow-up on any change of policy in the Nigerian/local government legislation or when information on changes in legislation is available. Communicate the different policies/Memos applicable in the office to the rest of staff and ensures they are respectedSet up for inductions for new recruited staffs in DamboaAdministrations:Organizes archiving and filing of all HR and administrative documents;Assists the Base log Admin Manager/Field Coordinator/Finance Coordinator and Human Resource Coordinator when necessaryTeam Management:Supervises Admin Assistant, Cook and CleanersOthers: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/Field CoordinatorIndependently identify areas of work within the department that require support, and carry out the same 

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