PROGRAM ADMINISTRATOR / LOGISTICIAN

1. Administration and Finances

Financial Management

• Participate to the elaboration of partners’ budget in close coordination with the Field Coordinator and the Finance Coordinator
• Make a thorough review of partners’ budget, financial reports and corresponding supporting documents with reference to the partnership agreement and provide feedbacks to the Field Coordinator
• Provide financial information to support the Finance Coordinator in preparing Program’s budget follow-up on a monthly basis: forecast and expenses monitoring according to annual reference budget and funding plan
• Assist the Field and Finance Coordinators in providing budget’s analysis for project management decisions
• Contribute to the preparation of new proposal with reference to financial matters (budget construction, financial parts, etc.) and of financial donor reports in line with their guidelines and is involved in all audits.
• Participate to the consolidation and the revision of the annual budget

Cash flow management and monthly accountancy

• Manage expenses related to the daily operation of the program, and prepare the monthly fund request for the Program
• Prepare and archive all necessary documents for monthly accountancy in accordance with MdM procedures, keeping the accountancy through the MDM accountancy’s software SAGA

2. Logistics and Supply

• Ensure an efficient, transparent and cost-savings supply chain in accordance with the program’s needs and the MdM and donors’ procedures, in coordination with partners with regards to program purchases
• Report any issue related to the supply chain management and propose solutions to partners

3. Management and HR:

• Provide supervision, orientation and guidance to the driver and the cleaner
• Ensure adherence of her/his team to MdM internal regulations and code of conduct
• In close coordination with the HRCo, planning and supervising the implementation of the associated processes of the project staff (recruitment, training, briefing, induction, evaluation, potential detection, development and communication)
• Advising on set-up and updating the project's organizational chart and job descriptions and assisting supervisors to draw up staff shifts in order to forecast HR needs and to ensure HR availability for the project activities

4. Coordination

External coordination

• Facilitate the exchange of information and ensure smooth communication process between the different administrative and logistics departments and with other NGOs, especially partners
• Contribute to develop the agenda points for the meeting with partners, take meeting minutes and ensure a follow-up of action points related to administrative and logistics aspects with partners
• Attend external coordination meeting whenever relevant, upon request of the Field Coordinator           

Internal coordination

• Contribute to the preparation of the monthly report on administrative and logistic activities
• Update logistics templates (shipment follow-up, inventory, etc.)
• Coordinate with other logistics and finances/admin team and ensure the team synergy

5. Security

• Maintain routine surveillance on security and safety conditions and events in the country, and report any security or safety incident to the Field Coordinator and/or the security focal point designated by the latter

6. Other

• Perform any other additional duty on request of his/her supervisor
• Respect MDM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers

Requested Competence/Skills/Profile

• Proficient spoken and written English and Arabic.
• Degree in Finance, economics, business and administration or other relevant field
• 1 to 2 years of experience minimum in accounting, finances and administration.
• Previous experience in logistics/purchase very appreciated.
• Previous experience in NGO very appreciated
• Experience in working with partners appreciated
• Experience in supervising a small team appreciated 
• Good interpersonal and negotiation skills.
• Good computer skills on MS Office programs, especially in MS Excel.
• Clear understanding of donor compliance and traceability is essential.
• Cross cultural awareness and sensitivity to cultural differences.
• Ability to organize and prioritize heavy workload, using initiative when appropriate, and to cope with stress

Behaviour:

• To behave with self-restraint at all times and respect the dignity of the beneficiaries.
• To believe in concepts of equity, human rights, neutrality and impartiality.
• Demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities.
• Respect each team member’s position, work and specialty.
• Adapt to special situations or demands from supervisor.