| Job title | Head of Administration and Finance |
| Line supervisor | General Coordinator |
| Contract length | 12 Months, renewable |
| Job location | Yaounde |
| Work areas | Yaoundé with trips to Bafoussam, Bamenda, Foumban |
| Type of Contract | National contract, full-time fixed-term (12 months) renewable depending on funding and performance of the employee. |
| Publication date | 03/22/2023 |
| Contract start date | As soon as possible |
Medical humanitarian non-governmental organization (NGO) governed by Swiss law, Médecins du Monde Suisse (MdM-CH) works in the field to restore sustainable access to healthcare for excluded people. It has been present in Cameroon since 2013 and implements several projects, around three (03) main thematic axes: Sexual and Reproductive Health and Rights, Prevention and Management of Violence and Pediatric Palliative Care. .
As part of the implementation of its interventions, MdM-CH is recruiting an Administration and Finance Manager for its coordination office in Yaoundé
JOB DESCRIPTION
Under the hierarchical supervision of the General Coordinator and under the functional responsibility of the Program Support Manager (Finance focal point) at Headquarters, you are responsible for the Financial, Administrative and Human Resources management of the MdM mission in Cameroon.
You manage all the financial, administrative and HR aspects of the mission in order to guarantee the implementation of projects through an efficient use of resources. You also provide support to the General Coordination at the level of Internal Communication.
This position directly supervises 03 people.
TASKS & RESPONSIBILITIES
I- As a technician and manager:
HUMAN RESOURCE MANAGEMENT
Supervise the management of mission personnel files (administrative formalities, recruitment process, contracts, constitution of individual files, briefing of new employees, confidentiality of HR information, etc.)
- Develop and harmonize HR policies and tools (TimeSheet, evaluation process, employment contract templates, job profiles, HR database management, leave, etc.) and oversee their implementation by all departments field teams
- In collaboration with Headquarters, update HR reference documents (conditions of engagement, internal regulations, medical care policy for national staff, admin manual, etc.)
Supervise the establishment of staff employment contracts, renewals of contracts and/or contractual amendments
Supervise administrative and payroll procedures in accordance with the legislation of the country
- Define and monitor the training plan for national staff, in collaboration with headquarters, that of international staff
- Carry out regular benchmarks, as indicated by headquarters.
- Supervise staff recruitment, staff entry and exit procedures
Communicate to Headquarters administrative data for the management of benefits for international staff
ADMIISTRATIVE AND LEGAL MANAGEMENT
Ensure a fiscal, legal watch, rights and duties of the mission vis-à-vis the institutions of the country
- Take the necessary measures to ensure compliance with the legislation in force in all the actions of the program
- Actively ensure the registration procedures of the mission with the authorities concerned and the various State services
Ensure the follow-up of administrative procedures related to the stay of international employees (deadlines for renewal of residence permits, entry and exit visas)
BUDGET MANAGEMENT
- Ensure the supervision, control and accounting consolidation of the mission (control of accounting and analytical charges, verification of accounting documents, control of cash inventories and bank reconciliations).
Develop budgets and ensure the internal budget monitoring of the mission: produce and communicate to the various managers the monthly budget monitoring with the expenses incurred, update the estimated expenses with the coordination team and the project managers
Develop budget proposals, financial reports from donors (intermediate and final reports)
Ensure the proper preparation of internal and external audits in connection with the head office
ACCOUNTING MANAGEMENT
Supervise the sending of monthly accounting closings to Headquarters including supporting documents according to the monthly accounting cycle of the mission
- Control the analytical allocations
- Ensure the follow-up and regularization of advance accounts
FINANCE MANAGEMENT
- Ensure sufficient cash flow for the mission; prepare monthly cash requests (Request for Appro) to be sent to headquarters
- Organize the movement of funds between the headquarters-mission and between field coordination in accordance with internal procedures (funds security manual). Maintain funds security checklist
PARTNER MANAGEMENT
Assess the capacities of partners
Participate in the development of MoU (Memorandum Of Understanding)
- Guarantee the cash monitoring of the Partners
- Ensure the follow-up of the expenses of the Partners
Provide support to Partners in the application of MdM CH procedures
II- As Team Manager:
Coordinate the work and tasks of the various members of the Finance & HR teams in order to guarantee an optimal working environment according to the means and priorities of the mission
Identify human resources needs, oversee recruitment, create/revise job descriptions and facilitate the introduction of new team members
- Supervise the members of his team; draw up annual action plans, set individual objectives, carry out evaluations, organize back-ups in the event of leave or absence, take disciplinary measures.
Ensure that the security plan is understood by the team for which he is responsible and that the security rules are respected
Identify the training needs (coaching, continuing education, conferences, etc.) of team members
Train the relevant staff members on the Fin & HR tools and procedures in place
Guarantee the filing, archiving of documentation, and the security of the data produced
- Organize and supervise meetings of the support department
III- As a Member of the Coordination Team:
Participate with the country coordination team in the reflection on the evolution of the mission, and the programming of new projects and/or reorientation (project cycle, Annual Action Plans, Country Intervention Strategy)
- Write regular reports on its activities
Participate in the drafting of the technical parts by business of funding requests and donor reports
Perform ad-hoc internal checks when traveling on projects
Participate in inter-admin meetings with other NGOs
Activities may change depending on the context.
CONDITIONS OF EMPLOYMENT:
- Full – time position , based in Yaoundé (this is not an assignment/relocation);
- 12-month national contract, possibly renewable depending on funding and the employee’s performance evaluation;
- Remuneration according to profile and MdM salary grid;
REQUIRED PROFILE :
1- DIPLOMAS, LEVEL OF STUDY
- BAC + 4 in the fields of finance, audit and control, accounting, management economics, business administration.
- Additional training in human resources management is a great asset
2- KEY SKILLS:
- Justify at least 02 years of experience in a similar position in an international NGO
- Good knowledge of the main donors (SDC, GIZ, ECHO, etc.)
- Perfect command of French and good knowledge of English.
- Perfect mastery of the MS Office package and the SAGA accounting software.
- Knowledge of basic policies and procedures for Administration, HR and Finance.
- Skills of analysis and synthesis.
- Perfect personal organization.
- Pedagogy and skills in management and coaching.
- Rigor and morality. Diplomacy. Team spirit. Flexibility. Good stress management. Leadership.
TO APPLY :
Interested persons are requested to submit their complete application file by email in the form of a single pdf file no later than 04/11/2023 at 5:30 p.m. sharp . The complete application file includes the following elements:
- Letter of motivation addressed to the General Coordinator of Médecins du Monde Switzerland in Cameroon;
Curriculum Vitae ( 03 PAGES MAXIMUM );
- Copy of work certificates and required diploma;
- Three reference persons (Name, First names, Function, Email address and Functional telephone);
The file must be sent by email to the following address recrutement.cameroun@medecinsdumonde.ch with the following
HOW TO APPLY
WELL READ AND FOLLOW THE INSTRUCTIONS GIVEN ABOVE TO APPLY, AND NEVER SEND MONEY DURING A RECRUITMENT.
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