NGO Vacancy Announcement – The Alliance for International Medical Action (ALIMA)
Thank you for reading this post, don't forget to subscribe!Thank you for reading this post, don't forget to subscribe!The Alliance for International Medical Action (ALIMA) would like to invites competent and interested candidates for the following positions.
Position 1: Project Coordinator
Main Task:
The Project Coordinator (PC), above all, must:
Act in accordance with ALIMA’s mandate, humanitarian principles, and the “do no harm” principle.
Respect the operational strategy defined with the other coordinators (collaborate with other humanitarian, international, and governmental actors present in the intervention zone).
Job Requirements
EXPERIENCE:
- Previous experience in an equivalent position in an international NGO.
- Previous experience in degraded security and emergency contexts.
- Medical or paramedical qualification or experience in medical project management is an asset
- Previous experience in managing a multicultural team.
SKILLS:
- Ability to analyze the context, understand medical and humanitarian issues.
- Animation and motivation of teams.
- Ability to identify and anticipate problems and risks.
- Problem-oriented mindset.
- Organization of roles and delegation of tasks within a team.
- Ability to set priorities.
- Establishment of networks of contacts and ability to maintain a neutral posture with opposing actors in the same armed conflict.
- Autonomy.
- Sense of responsibility.
- Ability to take initiative and make decisions.
- Good stress management.
- Flexibility.
- Mastery of computer tools (GSuite and pack office).
Languages:
- Oral and written fluency in English is essential
- Knowledge of a local language (Somali and Oromo) is an asset
Workplace: Afder Zone, Woredas: Harguele, Elkare and Barey, Somali
Application Deadline: April 14, 2023
Position 2: Project Administration Manager
MISSION AND MAIN ACTIVITIES
The main function of the Project Administration Manager is to put in place the component parts of the resource management system.
He/she is responsible for managing the staff administration (contracts, employees’ files, work attendance, payroll), controlling spending commitments against the procedures of the association, monitoring the financial means raised for the project (expenditure monitoring, accounting, budget monitoring and review, follow-up of tables of allocations per donor), as well as implementing financial and HR management tools.
Under his/her various areas of responsibility, the Project Administration Manager will be in charge of ensuring:
- Compliance with the ALIMA rules and procedures applicable to the country,
- Smooth functional organization of the project resources,
- Monitoring of the use of the resources (expenditure and spending commitments),
- Adequacy in terms of number, skills and allocation of human and administrative resources.
Main responsibilities:
- Advise the Project Coordinator on set up (org chart) and together with the FINHRCO update the project’s organizational chart and job descriptions
- In close coordination with the Project Coordinator, FINHRCO 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, carrying 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.) and incentives payments, in order to ensure on time and accurate salary payments ;
- Under supervision of the FINHRCO, 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 project team , 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 FINHRCO, 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 coordination team , 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 coordination team, looks for the best options to avoid and/or solve possible labour conflicts in the project ;
- Follow up all movements and/or accommodation of staff in the mission ;
- 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 capital and 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 coordination team, 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 (Homère and SAGA) monthly closure, sitreps, etc.
- Implementation of prevention measures against abuse of power, gender-based and sexual violence
Job Requirements
EXPERIENCE AND SKILLS
University degree in finance and HR management or in the same position
Minimum 3-year experience in Finance & HR management
Experience with medical international NGO, an asset
Perfect knowledge of MS Office package, especially Excel & Word
Knowledge of Saga (Finance software) & Homere (HR software) is an asset
Behavioral Skills:
- Strong interpersonal skills, team work.
- Strong communication skills
- Ability to work on own initiative and adaptable to changing needs and situations
- Flexible, patient and adaptable to a changing environment.
- Ability to work under pressure with numerous deadlines, etc.
Languages spoken by the candidate
- Oral and written fluency in English is essential
- Knowledge of a local language (Somali and Oromo) is an asset
Workplace: Afder Zone, Woredas: Harguele, Elkare and Barey, Somali
Deadline: April 14, 2023
Position 3: Project Logistics Manager
MISSION AND MAIN ACTIVITIES:
1. Definition of objectives and data analysis
a. Data and reporting
- Consolidates reports for all logistics families and analyzes data
- Writes and transmits the monthly logistics package to the Project Coordinator and the Logistics Coordinator.
- Organizes clear filing and archiving of all paper and electronic logistics documentation
- Compiles quantitative logistical data (consumption, stocks, distributions) and analyzes them before transmission to the logistics coordinator,
b. Specific objectives
- Identifies local actors in the working environment: local authorities, NGOs, service providers, suppliers. Creates or maintains favorable working relationships with these stakeholders in collaboration with the PI and the Field Administrator.
- Participate in any exploratory or assessment missions in the area of the base to which he/she is assigned
- Participate in discussions on the conduct of the project and the definition of objectives.
2. Program Implementation
- With the medical activity managers and the project coordinator, determines the needs for the structures supported by the project in water, hygiene and sanitation, and basic necessities. If present on the mission, refers to the WASH coordinator
- Supervise the waste treatment chain and material implementation (collection, sorting, destruction, dumping) in the supported facilities
- Ensures the passive and active safety of the facilities and buildings (presence of fire extinguishers, grounding of electrical installations, etc.) in collaboration with the logistics coordinator and the health district.
- Ensures the availability and proper functioning of IT equipment, internet connectivity and telecommunications in collaboration with the logistics coordinator: Evaluate and propose the appropriate means of communication, Follow-up on the recharging of communications means,
- Organizes and supervises the work decided in common agreement with the medical department. Enforce chronogram of activities
- Arranges transportation for patient referral and cross-referral
- Organizes and supervises the maintenance of medical equipment and infrastructure
3. Inventory management
- Ensures the implementation of inventory management tools
- Choose the premises, decide on the layout and organize the security of the storage spaces.
- Centralizes and controls monthly, quarterly and annual inventories
- Performs physical inventory controls.
- Monitors and analyzes consumption of food, fuel and common consumables (chlorine, hygiene products, patient kit, stationery, etc.).
- In connection with the Supply Manager, he/she ensures and controls the quality of storage in the warehouses.
- Ensures proper stock management through stock cards, by implementing control tools.
- Ensures that waybills and project transportation documents are accurately developed.
- Follows up on donations (logistical and medical equipment), the establishment and archiving of donation certificates.
4. Ordering and procurement
- Ensures compliance with purchasing procedures on its projects and the validity of framework contracts
- Centralizes the orders of its project and establishes the orders according to the follow-up of consumption and the frequency of supply and transmits them to the Supply Manager.
- Validates quotations and orders of materials for the sites and ensures the supervision and control of the purchase forecasts
- Ensures the receipt of field orders, validation of documents for all transactions, and archiving.
- Ensures relations with suppliers
- Ensures that the supply supervisor has the necessary information and documents (supplier list, etc.)
- Oversees the procurement of basic necessities (kits) in collaboration with the Procurement Manager.
5. Fleet management
If rented vehicles
- Ensures that standard services of ALIMA’s own and leased vehicles are performed, as well as daily and weekly checks.
- Conduct market assessments as per ALIMA SoP. Conclude lease of vehicles
If ALIMA vehicles:
Manage the mechanical stock (spare parts, consumables, fuel stock).
Common:
- Implements weekly and daily vehicle usage planning.
- Controls the movements of the machines
- Ensures rational consumption for all vehicles, generators and motorized equipment.
6. Base and office
- Identify working and living compounds
- Insure passive and active safety and security
7. Security Management
- Accompanies the CP in the implementation of and compliance with security procedures and rules
- Reports immediately to the PC any information related to security.
8. Team management and animation
- Supports his teams in the organization of tasks by department
- Organizes training courses for upgrading and using logistics management tools
- Evaluates and provides support to the various departments of the Logistics Department.
9. Implementation of prevention measures against abuse of power, gender-based and sexual violence:
- Participates in training and awareness sessions
- Implements abuse prevention standards
- Ensures that team members complete training and awareness sessions and implement abuse prevention standards
- Helps create and maintain a nurturing and protective environment.
Job Requirements
Work Experiences:
- Experience in managing the logistics of medical projects
- Experience in a medical NGO of at least 3 years.
- Experience in team management and supervision
Qualities of the candidate:
- Professional rigor
- Calm, excellent stress management and composure
- Very good communication and listening skills
- Ability to adapt
- Excellent ability to understand and follow medical procedures
Languages:
- Oral and written fluency in English is essential
- Knowledge of a local language (Somali and Oromo) is an asset
Workplace: Afder Zone, Woredas: Harguele, Elkare and Barey, Somali
Application Deadline: April 14, 2023
How to Apply
If you are interested, please send your application composed of none returnable CV, a Covering Letter with “Position/Job title” written in the subject line, and three references, to the following email address: recruitment@ethiopia.alima.ngo
Deadline: 14 April 2023 before 5:00pm
NB: Only shortlisted applicants will be communicated and the selection process includes a technical test and an interview
Candidates MUST refer the position title “Position” on the subject line of their email and applications.
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