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 submit the monthly/annual budget (forecasts and actual) 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 requests for cash supplies (annual and monthly)
• Elaboration of amendments and financial reports, monitoring of donor contracts and their consumption, propose amendments if necessary
• Alert operational staff and line managers to 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