OCCUPATION DESCRIPTION: Administration Manager

(HR, Finance, Log)

Presentation of the organization:

Medecins du Monde (MdM) is an international humanitarian healthcare organization whose French branch is governed by French Law of 01/07/1901 and has its registered headquarters in Paris. MdM gathers a network of 17 national counterparts over Europe, Asia, and the Americas. The network currently operates in over 74 countries worldwide, providing emergency and long-term medical care to the world's most vulnerable populations, in partnership with local organizations. In the Middle East, MdM has over 17 years of experience running health programs in Iraq, Syria, Lebanon, Yemen, the Occupied Palestinian Territories (OPT), and Türkiye. MdM advocates to end health inequities in the realms of sexual and reproductive health and right (SRHR), mental health and psychosocial support (MHPSS), harm reduction, and migration rights.

www.medecinsdumonde.org

Main mission for the position

To ensure the administrative, logistic, account and financial management of a mission, while complying with the rules of the mission, the local context, local legislation, donors’ rules and the MdM policies and values. To lead a team and/or support partners. To provide technical support to operational staff on the HR, logistic and financial management of the site.

Main activities:

Finance

• Preparation and submission of the monthly/annual budget (forecasts and actuals) alongside operational teams (MdM and/or partners)
• Checking the mission’s accounting (check accuracy and consistency), close and submit the accounts
• Management of the mission’s cash-flow (minimum levels of cash, update bank accounts and the mission accounts, internal transfers, regular checks on balances)
• Preparation of the fund requests for cash supplies (annual and monthly)
• Elaboration of proposals, amendments and financial reports, monitoring of donor contracts and their consumption, propose amendments if necessary
• Communication and alert to operational staff and line managers regarding any discrepancies in consumption and financial risks

HR

• Implementation of the established HR contractual framework for national staff and explain it to on-site staff (internal regulations, conditions of recruitment, medical policy, abuse policy, HR management procedures)
• Monthly preparation of salaries and social charges, perform payments
• Provide recruitment support for operational teams and carry out the HR aspects of recruitment (job description, dissemination, reception, selection, etc.)
• Roll-out and monitoring the evaluation schedule (induction briefings, end of trial period, annual interview, exit interview, ) of national on-site staff
• Production of the training plan
• Supervision of the administration management of staff: monitor and draft contracts, establish and archive staff records
• Management of disciplinary procedures alongside managers and coordinators

Management

• Management of a team (information, setting objectives, monitoring activities, managing leave, recruitment, discipline, security, training, skills management)
• Planning and monitoring activities and implementation corrective action where necessary, providing technical support to the
• Advise, arbitration, and support the measures to be taken in the event of difficulties, malfunctions and/or incidents

Administration

• Monitoring and drawing up contracts that are under his/her responsibility, proofread mission contracts and monitoring their execution

Logistics

• Receiving, processing, and implementing logistical requests (MR)
• Implementing the procurement plan in accordance with established procedures
• Receiving, checking, and controlling orders
• Applying and checking the application of instructions, protocols, and procedures
• Identifying suppliers and service providers, updating the database of suppliers and service providers, updating the database of suppliers and service providers
• Organizing inventories and stocktaking
• Organizing transport of goods and people
• Managing premises, material, and equipment (identifying maintenance needs, monitoring use/consumption, etc.)
• Providing technical support to other
• Contributing to the maintenance of logistics dashboards

Main skills:

• Master in Excel
• Master in field accounting software (SAGA)
• Analyze significant discrepancies between forecasts and actual records, interpret them, contextualize them, identify the causes and risks, warn
• Adapt schedules according to priorities and unforeseen events
• Work in a team
• Understand and identify institutional donors’ cycles and procedures
• Read, construct and analyze a budget and carry out budget monitoring Communicate (speaking and writing) in a foreign language
• Understand, analyse and communicate the MdM HR policies and practices Conduct professional interviews (recruitment, guidance, )
• Identify and look for pay errors and their causes, and resolve them
• Understand and interpret the legal administrative framework for staff and the MdM rules Identify and analyse training and recruitment needs
• Negotiate with suppliers
• Take decisions and arbitrate
• Draft action plans and follow-up indicators and results in a given area Organise activities and objectives, distribute workload
• Communicate with the team
• Assess and develop colleagues’ skills

Education / Previous professional experience required:

• Three-years higher education course in management, finance, administration, or logistics
• Minimum three years’ work experience in an international organization in a similar position
• Arabic and English needed, French or Kurdish an asset

Conditions of the position:

MdM Iraq mission is going through a transfer of its main office and activities from Erbil to Baghdad. An administrator is needed in the new coordination office in Baghdad. 

• Technical supervisor: Finance Coordinator (Remote from Amman), Direct manager: General Coordinator (Baghdad).
• This position will be based in Baghdad with regular trips to Erbil and more exceptionally to Dohuk. Ability to manage remotely part of the activities is required.
• The candidate should embrace MdM values and be able to work with vulnerable groups.
• Salary: monthly gross IQD 3 652 104 + Health insurance + food and transport allowance + 13th Salary
• Duration: 6 months renewable.
• Status: national position, only candidate able to work and live in Federal Iraq are eligible to apply.

To apply, send a CV and Cover Letter in English to recruitment.iraq@medecinsdumonde.net , only shortlisted candidates will be contacted. All incomplete applications wont be considered.

We are an inclusive organization and actively promote equality of opportunity for all with the right mix of talent, skills and potential. We welcome all applications from a wide range of candidates. Selection for roles will be based on individual skills and experience alone.