Job Opportunities at Medecins Du Monde

Main Responsibilities

• The Programme Coordinator is in charge of programs and is directly overseeing the implementation of MdM Nigeria’s projects activities and ensuring the overall quality and technical guidance of its programming.
• S/he ensures the integration of various program sectors / subsectors to maximize holistic programming within the scope of MdM’s institutional mandate, strategy, policies, principles, and best practices.
• S/he supports the General Coordinator in designing and rolling out the mission strategy in the country and leads on initiatives based on programmatic vision, monitor the local context and anticipate phasing out of programs if necessary.

Hierarchical link:

• General Coordinator

Team under his/her direct supervision:

• Pharmacy coordinator, Meal Advisor, Grants Officer, Communication and Advocacy Advisor and Technical Advisors

Functional link:

• Medical Referent in HQ

Close Collaboration:

• Closely works with the General Coordinator, all support department coordinators (Logistics, Finance, HR, Humanitarian Access Safety and Security Advisor) and all Field Coordinators (Maiduguri and Damboa).

Activities Description
Context analysis and needs assessment/mapping in cooperation with the general coordinator:

• In collaboration with the medical team, ensure a close monitoring of the humanitarian situation in Nigeria
• Responsible for the overall supervision of the Health and Nutrition Projects implemented on a mission level
• Inform on a timely basis the general coordinator about any specific situation/onset which could lead to an MdM response or adjustment of the operational approach
• Provide monthly updates on the humanitarian situation and cross-check information shared by different sources
• Be proactive in suggesting new assessments, exploration of new potential areas for intervention and new programmatic developments to adjust program portfolio to existing needs
• In case of deterioration of the humanitarian & epidemiological situation (mainly linked to new displacement of population or epidemics outbreak), coordinate the organization of ad-hoc needs assessment as well as the deployment of the MdM Team
• Support the GenCo in developing and rolling out the mission strategy based on needs analysis, actors mapping, gap analysis and understanding of MdM programmatic added value and mandate
• Contribute to redacting and updating the country policy paper
• Lead the development of a transitional strategy to shift from MdM run clinics to the support of public health sector and facilities in Borno

Coordination of the MdM program implemented in Nigeria:

• Continuously assess the humanitarian situation, share propositions of needs assessments or/and propositions of adjustment of the program to the general coordinator
• In close collaboration with the general coordinator, her/his team and HQ counterparts, lead the development of the general strategy on MdM medical activities
• Make sure the different components of the program are consistent and perfectly integrated and in link with population needs
• Support the team in the identification of partners, development of healthy partnerships, as well as capacity building
• Ensure that the implementation of the program is in line with MdM commitments (contracts with donors), inform the general coordinator of any specific difficulties
• Support the pharma team for availability of quality drugs
• Ensure proper implementation of programs and their follow-up in different aspects (logistical / procurement, administrative, human resources, finance, medical, donors)
• Ensure accurate budget control and overall responsibility for financial management of the program
• Monitor expenditures and budget compliance on a regular basis, report any concerns to the general coordinator and develop plans to mitigate any under or over expenditure at project level
• Ensure regular communications are maintained between the different staff and departments involved in the program

Grant Management:

• Ensure the identification of funding opportunities through donor watch in Nigeria.
• Participate in grants officer recruitment and supervise her/him when she/he is recruited
• Ensure the coherence between mission's strategy and funding opportunities identified by the Grants Officer
• Coordinate the writing of programmatic sections on donor proposals (ensuring it's coherent with mission's strategy), collaborating with the program field team and the Grants Officer
• Ensure the quality of program sections in donors' reports and coordinate exchanges with HQ Health Advisor/HQ Technical Advisor
• Ensure smooth communication and collaboration with partners when included in consortium
• Take part of negotiation and discussion related to programmatic decisions with donors
• Ensure smooth communication and collaboration with partners when included in consortium.
• Support the regular update of donor mapping informed by the ambitions and outcomes articulated in the MDM Country Strategy.
• Lead the identifying and appraisal of new funding opportunities.

Staff Management:

• Ensure the recruitment of the team and develop a positive management
• Develop individual action plans for the team under your management and carry out appraisals as per MdM standard requirements and procedures
• Support team members professionally, monitor and support stress management
• Pilot the nationalization process of key staffs and develop a culture of empowerment
• Ensure and respect communication lines of the organizational chart and among the program team are respected
• Support the development of a training plan for the program team and build the program team capacity

Monitoring and reporting:

• In collaboration with the MEAL Advisor, ensure that SMART indicators are defined and collected for all reference projects
• Make sure that all needed data of the program are well collected on a monthly basis and integrated in MdM monitoring tool
• Provide technical support and guidance to the MEAL advisor regarding program integration
• Ensure that a clear and solid M&E framework is in place at mission level, with regular surveys and a robust complaint & response mechanism
• Contribute to the organization of external evaluation when requested
• Contribute to the preparation of the monthly MdM situation report
• Participate in the writing of donor’s activity reports and proposals

Meetings, coordination, and representation:

• Organize, on a regular basis, coordination meetings with the program team and ensure definition of clear action plans
• Actively participate in MdM coordination meetings and other ad hoc meetings decided by the general coordinator
• Make sure that MdM program team participates in relevant humanitarian coordination meetings (OCHA, clusters, pharma…)
• Proactively lead on external coordination with other health actors, (MoH, INGOs and UN agencies); actively build relations and establish information sharing channels to ensure MdM is well placed within the health response in Borno
• Make sure that communities understand MdM intervention, as well as their inclusion in the development of MdM strategy in Borno, and make sure that accountability mechanisms are in place
• Develop constructive collaboration with authorities, such as Ministry of Health and the State Emergency Management Agency
• Work in close collaboration with SMoH and other relevant local health authorities for smooth transition of MdM clinics to identified SMoH run public health facilities

Essential Qualification

• Medical or Public Health background
• At least 5 years of experience with a similar position
• Experience with an international NGO working in emergency contexts, managing programmes within the health sector
• Previous experience of project planning, budget holding, proposal and report writing
• Multi-sectoral or multi-grants programming management
• Experience/knowledge of the region is an asset
• Previous experience in supporting public health facilities and dealing with health authorities is a strong asset

Other Qualification
Technical/Managerial:

• Plan, manage and adapt a project, including in emergencies
• Knowledge and understanding of project management tools (Logical framework analysis, project cycle management, objectives, and indicators etc.)
• Ability to have a global overview of a program (not only on medical plan) and develop a strategic plan
• Analyse and summarize the issues and challenges in the region
• Analyse the context and the consequences of an intervention, assess the risks and constraints, and identify priorities
• Understand and analyse the public health system, health context, health problems and data
• Create and choose appropriate indicators for the project
• Manage and follow a program budget
• Strong leadership skills and a supportive management style (experience managing national and expatriate staff)
• Proven ability to problem solving and lead teams through very challenging situations

Soft Skills:

• Good writing and communication skills
• Diplomacy and capacity to develop and maintain a strong relation with key stakeholders
• Ability to take quick decisions according to the context in coordination with the team
• Reactivity, anticipation, and adaptability
• Capacity to take initiatives
• Excellent Organizational skills
• Ability to manage priorities effectively
• Ability to pro-actively build relations with other stakeholders
• Strong commitment to Gender Equality in health service delivery
• Capacity to work and to live in tense conditions (climate, cultural context, promiscuity, isolation)

Language:

• English fluency (oral and written)
• Knowledge in French and/or Hausa is an asset

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Main Responsibilities

• Under the direct supervision of the General Coordinator, the Humanitarian Access and Safety Advisor (HASA) in Maiduguri will be responsible to develop and follow up a context analysis mechanism, to adapt and implement a safety framework, to set up and maintain a network of relations with authorities, other NGOs and field-level focal points, to proceed for assessment of new areas of intervention, request of access authorizations, to report and to anticipate security-related events, in accordance to national and MdM internal procedures, under a confidentiality based approach.

Activities Description
Security management:

• Monitor the security situation in Nigeria, conduct risk assessments, participate in enforcing security and safety procedures and provide sound and timely advice to staff and management on safety and security matters.
• Maintain contacts with local, national authorities, international state and non-state actors by compiling threat analysis, incident reports and routine security reports.
• Liaise and coordinate timely and efficiently with the General Coordinator and the HQ Security Advisor regarding security incidents, threats or deficiencies which potential could affect operations: (to be uploaded on SyRIL and share point).
• Ensure the implementation of safety, security policies and standard operating procedures (SOPs) as detailed by the HQ Security Advisor.
• Create a weekly situation report as per MDM’s SOP, including a brief analysis of the security situation and share to the General coordinator.
• Design and practice emergency systems, emergency communications and follow up the saferoom update for Damboa and Maiduguri offices.
• Conduct and submit to the General Coordinator the site Risk Assessments for locations regularly visited by Médecins du Monde staff, including field locations.
• Maintain the validity of emergency & contingencies protocols based on the applicable level as prescribed in the National Security Plan.
• Follow up monthly on the minimum operational security standards and the minimum operational residential security standards (MOSS and MORSS) for both Damboa and Maiduguri offices and Guest Houses.
• Ensure that communication protocols and CCTV camera system are implemented, and up to date.
• Work with the logistics department on defining the needs, installation and maintenance of telecommunication equipment
• Liaise with other humanitarian and emergency actors as well as international and national governments on safety and security matters.
• Participate in the inter-agency meeting from INSO, UNDSS, UNOCHA and other national security forum in Maiduguri.
• Support the general coordinator on crisis management and decision-making process.
• Ensure full safety and security briefings and debriefings to team members and visitors
• Identify safety and security training needs for the team members, conduct trainings and capacity building actions

Liaison with Authorities and Humanitarian Actors:

• Develop, maintain and establish an effective communication and good relationship with authorities and other humanitarian actors in Maiduguri MMC in order to proceed for: Facilitating visits of MDM staff with authorities, and obtaining access authorization for current and potential intervention areas
• Keep informed the General Coordinator timely of any information concerning changes in the procedures in the context.
• Participate in any scheduled technical and coordination meetings when needed especially the field level civil military coordination meetings
• To serve as an interlocutor with security forces in the field
• Network and liaison with INSO, UNDSS, NGOs, authorities and other key stakeholders on security, to improve security monitoring and analysis

Assessment:

• Participate in developing SOP, validation procedures and briefing prior to fieldtrips to new and/or sensitive areas in Maiduguri MMC.
• Develop and update a focal points database for info collection on permanent basis.
• Carry out a thorough analysis of the security situation in the potential areas of intervention and provide valuable information and recommendations to the general coordinator
• Identify relevant actors in the area and get involved in the actors mapping, including analysis of relationships and dynamics between different actors and impact on MDM intervention.

Project implementation:

• HASA is the person in charge to answer authority on non-technical questions, (example in check points)
• He is in charge to introduce MDM team to people and to explain about MDM, presence, activities. etc.
• Identify possible places for team hibernation in the field and advise on adaptation of security pack based on new needs and context factors.

Others:

• Be flexible in performing his duties
• Inform immediately the General Coordinator in case of any security problem.
• Participate in a pro-active way in MdM internal meetings that maybe requested

Essential Qualification

• University Degree in Social Sciences or other related field; certification in security management course is an asset
• At least 5 years work experience. .
• Very good research and analytical skills
• Proficiency in Microsoft office and Excel is desired
• Proven ability to write in a clear and concise manner and to communicate effectively, including ability to prepare reports, make presentations
• Full command in writing, reading and speaking of English, Hausa, and Kanuri
• Good intuition skill is desired
• Experience of working effectively in complex security environments
• Experienced and knowledgeable in security/safety-related subjects, threat/risk assessment, strong representation and negotiating skills, security management, networking and personal and organizational security awareness
• Be proactive in improving skills by keeping up to date with new / latest development in safety and security operations procedures.

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Main Responsibilities

• The field coordinator is responsible for the overall management of MDM programs in Damboa, Borno State, Nigeria and ensure close collaboration between the logistic, medical and administrative departments and good team spirit.
• S/he will ensure smooth implementation of the projects in Damboa LGA, according to projects proposal including budget monitoring of activities, coordination with other NGOs and government bodies.
• Ensure team security and safety and compliance with security regulations for the staff under her/his own responsibility.
• Assess continuously the humanitarian and security situation in the field and timely inform the general coordinator.

Working Relationships

• Hierarchical link: General coordinator
• Positions to be directly supervised: Health Programme Manager, M&E Supervisor, Log/Admin Manager and Humanitarian Access and Safety Officer.
• Other: S/he gets the technical support of the country coordination team that is currently based in Maiduguri

Roles
Base Management:

• Ensure adequate information flow within the different departments (program, admin / fin, logistic)
• Oversee and coordinate the general functioning of the base, and all departments
• Create/maintain a “team spirit” within the different departments and amongst the staff.

Program implementation and management:

• Good planning and implementation, create tools for use by whole team, support team communication, efficiency and effectiveness with tasks
• Continuously assess the needs & adjust the programmes to the needs in collaboration with the Coordination team including the Deputy General Coordinator in charge of Programs
• Continuously assess the needs & adjust the programmes to the needs in collaboration with the Coordination team
• Contribute to the definition / revision of MDM Nigeria strategy by providing inputs for Damboa, draw up scenarios and proposals, and support the budget creation/revision for future/new activities in collaboration with the coordination team and relevant departments
• Contribute in defining the project needs and response including the the Emergency Response Mecanism within North East.

Logistics / Finance / Administration:

• Ensure familiarity with donor compliance issues, ensuring all projects implementation in compliance with MdM procedures and donors’ guidelines
• Ensure appropriate administrative, financial and logistical MdM systems/procedures are in place (with the support of Finance Co, HR Co and LogCo), maintained and adhered to so that all support functions are ca6rried out effectively and efficiently
• Ensure regular communications are maintained between the different departments and act as a mediator when necessary.
• Responsible for accurate budget control and overall responsibility for financial management at the project site in line with project proposals.
• Ensure, in coordination with the Finance Coordinator that financial needs are well planned according to activities workplan.

Human Resource Management:

• To be responsible for the well-being of all team members; conduct regular team building activities.
• Where relevant, contribute to recruitment and selection of national staff.
• Responsible for the disciplinary and grievance procedures of the team under his/her line management
• Maintain good inter-team communications, engender good team dynamics, and take suitable action when problems occur.
• Support team members professionally and monitor and support stress management, including regular documented team meetings for planning and reporting purposes.
• Carry out performance review as per MdM standard requirements and procedures.
• Ensure all new team members are adequately briefed on arrival in the field and departing team members are debriefed.
• Responsible for capacity building and training of personnel in collaboration with all technical coordinators (Deputy General Coordinator in charge of Programs, Health Co, Pharma Co, HR Co, Finance Co, and LogCo)

Representation:

• Carry out representation with other NGOs, UN agencies, local and national government bodies, traditional authorities, donors and other relevant parties.
• Participate on a regular basis to all relevant meetings and be collaborative and build a strong relationship with all partners working in the area.
• When relevant and with the General Coordinator approval, represent MdM to donors, authorities, NGOs and other parties as necessary.

Safety and Security Management:

• Ensure team security and safety in a highly changeable and volatile security environment in collaboration with the coordination team.
• Proactively monitor the political and security situation in the project areas and update the country security and liaison officer and the General Coordinator accordingly.
• Ensure that appropriate security guidelines are developed, communicated, adhered to, and regularly reviewed with the country security and liaison officer / General Coordinator accordingly.
• Ensure timely and accurate security / incident reports are sent to the country security and liaison officer / General Coordinator.

Reporting:

• Elaborate coordination report with the coordination team.
• Ensure regular contacts with General Coordinator.
• Participate to proposals & reports to donors.

The list of missions is not exhaustive and may be changed to reflect developments and specific needs.

Requirements
Training & Experience:

• University Degree in Social or Political Sciences, Social Communication, Health Promotion or related studies
• A minimum of 5 years work experience.
• Desirable Degree in Project Management or HR Management
• Experience with a NGO working, preferably within the health sector.
• Previous experience of project planning and budget holding; proposal and report writing.
• Knowledge and understanding of project management tools (Logical Framework analysis, project cycle management, objectives and indicators etc.).
• Experience of security management at the field site level.

Soft Skills:

• Strong leadership skills and a supportive management style (experience managing national and expatriate staff)
• Diplomacy, negotiation and networking skills
• Ability to work under a minimum of supervision
• Willing to live and work in challenging conditions
• Reactivity, anticipation, adaptability, capacity to take initiatives
• Strong problem solving and organisational skills in day to day and crisis situations
• Ability to classify and to manage priorities.

Hard Skills:

• IT
• Windows office package (Word, Excel, Outlook)

Languages:

• English: Fluent (oral and written).
• Hausa or Arabic or Kanuri is an asset.

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Main Responsibilities
The Logistics Manager oversees:

• Supporting the Logistics team to run the logistics affairs of the Maiduguri Base including management of the guesthouse, office / facilities, warehouse, supply chain of the base as well as supply chain support to MdM Damboa Base
• Follow-up the logistics activities to facilitate the operational part of the project with the resources, procedures and tools as defined and/or directed by the Logistics Coordinator (LogCo).
• More specifically and in accordance with the priorities and action plan will be given by the Logistics Coordinator in close collaboration with the Field Coordinators.

Roles
Supply for the Implementation of the Base and the Program:

• Ensure the follow-up of the supply for the base and the project: reception of orders, selection of the procedures needed, purchasing, packaging, organizing transport and delivery
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve under supervision of the coordination and process requests for quotes and internal order forms
• Supervise the preparation of purchasing documents and draft the contracts in Coordination with the LogCo and FinCo
• Select suppliers and negotiate prices, deadlines, and delivery methods
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Ensure that purchasing documents are complete and archived in keeping with MDM procedures
• Regularized all purchases files (signature to have, derogation letter…)
• Update of price lists and supplier files
• Update the purchase follow-up tools
• Implement the risks management SOPs and take diligent measures to ensure potential supply chain risks are prevented and/or reported accordingly.

Vehicle Fleet Management:

• Negotiate vehicle rental contracts in line with existing framework
• Supervise the team of drivers, including scheduling in line with MDM HR policies
• Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
• Ensure that a complete vehicle breakdown repair kit is available on board all vehicles
• Ensure that drivers are aware of their obligation to adhere to MDM safety rules and procedures
• Check that vehicle logbooks and other mandatory or legal document are in place and are used correctly

Equipment & Asset Management:

• Ensure tagging of all MdM assets is done
• Ensuring proper repairs and maintenance of equipments and assets
• Organizing for disposal of obsolete equipments and assets using the recommended procedure
• Proper record keeping of all organizational equipments and assets.
• Ensure the equipments and assets register is well maintained and updated
• Follow up on incident reports for damaged or lost equipment and assets.

Warehouse / Stock Management:

• Ensuring warehouse security and personnel safety is observed
• Spot check on all warehouse records i.e., stack cards, ledgers and database are up to date and accurate daily
• Ensuring the management of contingency/ buffer stocks is well done
• Ensure warehouse management is done according to established SOPs and train the Warehouse Officers on same.

Compound and Facility Management (Office, Guesthouse, and Health Facilities):

• Ensuring safety of our staff within the compounds i.e., hazard free working environment
• Ensure firefighting equipment’s are placed on strategic positions
• Ensure clear accessibility to all areas of concern within the compounds
• Ensuring that we have lights, water and other compound necessities all through
• Conducting random checks within our compounds in the mornings and evenings

IT & Communication:

• Ensure there is stable and reliable internet by ensuing effective tracking systems of contractual obligations, etc.
• Support and ensure the rollout and use of VHF communication system
• Ensure there is proper management of the VHF radios i.e., repair, configuration, use etc.
• Support in the training of staff on VHF use and communication

Base Maintenance (Guesthouse / Office, Pharmacy):

• Ensure the regular orders for the guesthouse (food, water, cleaning products…)
• Ensure the maintenance of the base (electricity, repairs). Depending on the problems, fix it with or without the owner in keeping with provisions of the lease contract
• Upgrade and develop facilities for the leaving area of the expatriate
• Supervise the team of guards, including scheduling, in line with MDM HR policies

Construction Activities Management:

• Monitoring on the construction activities in case of anyone.
• Reviewing construction progress report.
• Reviewing certificate of completion
• Review tenders, BoQs, designs and drawing for construction
• Follow up to ensure the technical Plan and BoQ are strictly followed

Security:

• Support the Logistics Coordinator in all aspects of security measures for the mission
• Attend to security meetings if requested from the Field Coordinator
• Ensure implementation of the security protocols by the drivers and guards, as well as through procurement procedures and any other areas of work

Team Management:

• Recruit and monitor the performance of the logistics team through regular appraisals and action plan follow-up
• Provide technical support to the logistics team and if needed, training sessions
• Organize regular meetings, briefings and debriefings with the logistics team
• Assist the Deputy Log Base in maintaining good inter-team communications, engender good team dynamics, and take suitable action when problems occur

Reports:

• Mission Request Follow up to be shared to Logistics Coordinator
• Stocks/ inventory reports to be shared to Logistics Coordinator
• Equipment and Asset reports to be shared to Logistics Coordinator
• Fleet and generator reports to be shared to Logistics Coordinator
• Monthly narrative to be shared to Logistics Coordinator

Others:

• The list of missions is not exhaustive and may be changed to reflect developments and specific needs.

Working Relationship:

• Hierarchical link: Logistics Coordinator
• Functional link: Logistics Coordinator
• Team under his/her direct supervision: The Logistics Officers
• Team under his / her indirect supervision: The MdM Maiduguri logistics team.

Conditions of the Job:

• Regular field visits to sites of intervention.

Skills Required
Training & Experience:

• Degree in Logistic / Supply / Management / Business Administration
• Qualification from a professional body (eg CIPS, ASCM, IPSCMI etc.)
• At least 6 years of professional experience in Logistics
• At least 4 previous experience with an INGO is required
• Experience in fleet management, supply chain and stock
• Experience dealing with suppliers and following procurement procedures

Skills:

• Excellent organizational skills
• Ability to work quickly, under pressure, with short deadlines
• Negotiation skills
• Flexibility, Reactivity, anticipation, and adaptability
• Respectful and integrity
• Able to work and live in challenging security context

Hard Skills:

• IT - Excellent knowledge of Windows environment (word, excel)
• Languages - English is mandatory (oral and written), and knowledge of country languages such as Hausa, Kanuri, would be an asset.