Administrative Coordinator

DescriptionMisiónDevelopment of the projects currently implemented in oPt, ensuring appropriateness of actions in respect of Médicos del Mundo (MdM) policies.Ámbito geográfico de IntervenciónThe successful candidate will be based in Jerusalem, with frequent travels to West Bank and if possible, to Gaza.OrganigramaThe candidate will report to the General Coordinator. He/She will have direct technical link with accounting technicians and finance controller in HQ.ResponsabilidadesUnder the direct supervision of the General Coordinator, the Administrative Coordinator is responsible for the overall management of HR and financial, accounting, budgetary, administrative and legal aspects of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines. He/She will be in charge of establishing and implementing the HR and finance policy of Médicos del Mundo in Palestine.Accounting-Budget planning & monitoringResponsible for the accounting, budget planning & monitoring of programs implemented.Develops and implements the administrative procedures and guidelines and ensures it is updated with the evolvement of MDM and donors’ regulations.Supervises Cash management & monthly fund request.Responsible for the cash provision between the different programs/bases.Organises and supervises all aspects of cash flow including security of cash, ensures enough separation of responsibility and level of control over transactions.Financial focal point at field level in consortiums (either MdM acts as leader or implementing partner)Supervision of the accounting and invoices & allowance paymentResponsible for the accountancy of all sites: quality of documents, respect of procedures, accounting & donor allocation. Coordinates the closure of monthly accountancy and links with accounting focal point in HQ.Supervises the archiving of the accounting documents in the field and its transmission to the HQ.Ensures preparation of external or internal auditBudgetary monitoringPrepares annual budget of the mission, including the project donor budgets in coordination with the implementing teams.Monitors overall budget consumption with respect to donors’ constraints; also creates and updates regularly allocation board.Communicates with the eco-fin technician at HQ and the coordinators about the budget follow upIdentification and analysis of any discrepancy from the allocated donor budget.Identification and mitigation of financial risk.Prepares financial reports to donorsEnsures the follow up of the implementing partnersFunding & donorsEnsures when needed and by delegation of the General Coordinator the representation of MdM in front of donorsEnsures appropriate follow-up of the current funding plan, as well as MdM commitments to donorsIn coordination with the General Coordinator, negotiates financial elements and prepares answers to contractual obligations fixed by donors and counterpart in PalestineHuman resources managementAdministrative management of the national staff:Develops the HR policy regarding the context: write internal regulation, study the local labour and tax lawCreates and improves a database for the monthly allowance paymentEnsures the application of MDM rules for the national staff (administrative formalities, recruitment process, contracts, constitution of individual files, briefing of new employees, confidentiality of HR information …)Ensures that the general HR administration procedures are in placeCoordinate and oversees the recruitment processes of the national staffIs the warrant of the MdM wage and appraisal policies implementationShares and compares with other NGOs conditions of employment and rulesAdministrative management of the expatriate staff:Ensures the existence of written job profiles validated by the technical coordinatorEnsures the application of local legislation concerning the expatriate personnel (visa), work permit, taxesParticipates in the definition of living rules and working conditions.Supervises the constitution of individual files.Makes arrival and departure briefings about the administrative and contractual aspects.Supervises the payment of monthly per-diem for expatriateFollow-up administrative aspects for expatriate with HQ: modifying flight tickets, when necessary, etcTeam managementRecruits and train of the administrative staffProvides regular evaluation to the team under his/her responsibility.Takes disciplinary measures when appropriateLegal frameworkBe in contact with the lawyer as regards as legal policy related to expatriate, national staffs and regulations for INGOSRegarding to the position of MDM in the country, establish all formalities could be required by the local authorities, within the times allowed (and for instance only visa issue).Supervises the reparation of the various contracts (rental contracts, service providers...)Checks on the existence, monitoring and the archiving of all documents and contracts (rental contracts for instance, …)Work with HQ and general coordination on all issues linked to registrations in countryCommunication, Reporting, CapitalisationProduces a monthly admin reportParticipates to the weekly team meetingEnsures that copy or originals of all legal documents and contracts are timely sentThis list of activities is not exhaustive and may change depending on the situation.Minimum requirementsMisiónDevelopment of the projects currently implemented in oPt, ensuring appropriateness of actions in respect of Médicos del Mundo (MdM) policies.Ámbito geográfico de IntervenciónThe successful candidate will be based in Jerusalem, with frequent travels to West Bank and if possible, to Gaza.OrganigramaThe candidate will report to the General Coordinator. He/She will have direct technical link with accounting technicians and finance controller in HQ.ResponsabilidadesUnder the direct supervision of the General Coordinator, the Administrative Coordinator is responsible for the overall management of HR and financial, accounting, budgetary, administrative and legal aspects of the projects in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines. He/She will be in charge of establishing and implementing the HR and finance policy of Médicos del Mundo in Palestine.Accounting-Budget planning & monitoringResponsible for the accounting, budget planning & monitoring of programs implemented.Develops and implements the administrative procedures and guidelines and ensures it is updated with the evolvement of MDM and donors’ regulations.Supervises Cash management & monthly fund request.Responsible for the cash provision between the different programs/bases.Organises and supervises all aspects of cash flow including security of cash, ensures enough separation of responsibility and level of control over transactions.Financial focal point at field level in consortiums (either MdM acts as leader or implementing partner)Supervision of the accounting and invoices & allowance paymentResponsible for the accountancy of all sites: quality of documents, respect of procedures, accounting & donor allocation. Coordinates the closure of monthly accountancy and links with accounting focal point in HQ.Supervises the archiving of the accounting documents in the field and its transmission to the HQ.Ensures preparation of external or internal auditBudgetary monitoringPrepares annual budget of the mission, including the project donor budgets in coordination with the implementing teams.Monitors overall budget consumption with respect to donors’ constraints; also creates and updates regularly allocation board.Communicates with the eco-fin technician at HQ and the coordinators about the budget follow upIdentification and analysis of any discrepancy from the allocated donor budget.Identification and mitigation of financial risk.Prepares financial reports to donorsEnsures the follow up of the implementing partnersFunding & donorsEnsures when needed and by delegation of the General Coordinator the representation of MdM in front of donorsEnsures appropriate follow-up of the current funding plan, as well as MdM commitments to donorsIn coordination with the General Coordinator, negotiates financial elements and prepares answers to contractual obligations fixed by donors and counterpart in PalestineHuman resources managementAdministrative management of the national staff:Develops the HR policy regarding the context: write internal regulation, study the local labour and tax lawCreates and improves a database for the monthly allowance paymentEnsures the application of MDM rules for the national staff (administrative formalities, recruitment process, contracts, constitution of individual files, briefing of new employees, confidentiality of HR information …)Ensures that the general HR administration procedures are in placeCoordinate and oversees the recruitment processes of the national staffIs the warrant of the MdM wage and appraisal policies implementationShares and compares with other NGOs conditions of employment and rulesAdministrative management of the expatriate staff:Ensures the existence of written job profiles validated by the technical coordinatorEnsures the application of local legislation concerning the expatriate personnel (visa), work permit, taxesParticipates in the definition of living rules and working conditions.Supervises the constitution of individual files.Makes arrival and departure briefings about the administrative and contractual aspects.Supervises the payment of monthly per-diem for expatriateFollow-up administrative aspects for expatriate with HQ: modifying flight tickets, when necessary, etcTeam managementRecruits and train of the administrative staffProvides regular evaluation to the team under his/her responsibility.Takes disciplinary measures when appropriateLegal frameworkBe in contact with the lawyer as regards as legal policy related to expatriate, national staffs and regulations for INGOSRegarding to the position of MDM in the country, establish all formalities could be required by the local authorities, within the times allowed (and for instance only visa issue).Supervises the reparation of the various contracts (rental contracts, service providers...)Checks on the existence, monitoring and the archiving of all documents and contracts (rental contracts for instance, …)Work with HQ and general coordination on all issues linked to registrations in countryCommunication, Reporting, CapitalisationProduces a monthly admin reportParticipates to the weekly team meetingEnsures that copy or originals of all legal documents and contracts are timely sentThis list of activities is not exhaustive and may change depending on the situation.LocationJerusalemCategoryOtherSubcategoryProductionSectorNGO and social servicesWorkdayFull TimeProfessional levelEmployeeDepartamentOther