Job Vacancies at Médecins du Monde

Line Manager: General Coordinator
Line reports: N/A
Length of contract: 6 months Possibility for extension: YES

JOB TASKS

• Under the supervision of the General Coordinator, and in technical link with all departments coordinators, the General Coordinator Assistant will be responsible for the following Activities:
• Internal and external coordination
• Liaison with authorities on MDM presence in Nigeria
• Security

I. TASKS DESCRIPTION:

• Internal and external coordination
• Participate to weekly coordination meeting and prepare the minutes to be shared to coordination team and Desk.Compile the sitrep parts from all departments and finalize it with GenCo.
• Prepare MDM program reports to be shared externally when needed (ex: authorities such as Minister of Plan…)
• On request of the GenCo, attend non programmatic coordination meetings (ex: INSO, OCHA…)
• File and archive documents related to the GC’s responsibilities
• In case of visibility activities (with prior validation of HQ) and on request of GenCo, take the lead in the organization and implementation of such action (pictures, collection of testimonies…) in close collaboration with med and log teams.
• Monitor regularly the situation in Borno State and in case of substantial changes, population movement or degradation of the situation reports immediately to the GenCo.
• Liaison with authorities on MDM presence in Nigeria
• Make sure that MDM comply with all government rules linked to INGO, with the support of our lawyer if needed.
• Inform the GenCo of all changes related to the legal framework of INGO working in Nigeria.
• Initiate on time all MDM registration renewal and make sure that needed documents are shared on time (in close collaboration with HQ secretary) to Ministry of Plan.
• Actively liaise with the INGO forum about all administrative impediments faced by INGO.

Security

• Monitor closely the security context (Borno state but also the Lac basin region), alert the Genco / Logco of any changes that could impact MDM activities, and produce monthly analysis (short report).
• Brief staff (including expatriate) or any new external visitor about the national & local context, cultural and social customs.
• Put in place, update and share with GenCo on a monthly basis a contact list (ONG, authorities, security entities, community leaders, HF staff…) per site (Maiduguri, Mainok, Damboa…).
• Organize and participate with the GenCo to community leaders meetings to understand their needs & problems or to solve local issues where MDM could be involved.
• Travel on regular basis to all operational sites to build strong networks with stakeholders in order to work on MDM acceptance in the area (communication on MDM activities, assess the perception of the organization) and collect information about the security context.
• Helps to organize and participate to assessments or exploratory missions and evaluations with ad hoc coordination members.
• On request of the GenCo, support and monitor the good implementation of the security pack in all operational sites, highlight any breach and organize training of the team to ensure their adherence to the rules.
• Participate in the update of the risk analysis matrix, and make propositions of change about the security pack if the context evolves.
• In case of security incident, be involved in the Crisis Management Team.

PROFIL REQUIRED:

• Experience in similar position for at least 2 years
• Background in Humanitarian / development
• Good knowledge of Maiduguri and Borno State
• Experience dealing with government officials preferred
• Must be pro-active and a self-starter, able to use initiative and propose solutions
• Excellent skills in Microsoft Office package (Excel, Word, PowerPoint,)
• Ability to prepare info-graphics is desirable
• Excellent written skills in English
• Strong sense of responsibilities and organization skills
• Strong work ethic and rigor
• Languages (spoken and written): English, Hausa required, Kanoori an advantage
• Flexibility, problem solving, diplomatic
• Team player
• Experience in the humanitarian sector strongly preferred
• Place of office: MAIDUGURI with some travel to Abuja
• Ladies are encourage to apply.

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Details: Administration

• Assists all MDM departments with State level representation and actively engage with ministries on bureaucratic processes to assist MDM mission to properly obtain and maintain legal status for operating in Nigeria.
• Immigration responsibilities such as Visa Extension, VOA and maintaining formal relationship with the Immigration Authorities.
• Follow up on documents in Abuja with Government and private organizations such as NAFDAC waivers, PPPRA Documents, Temporal Registration permits etc.
• Keep informed the Gen Co and the Admin coordinator of any modifications and information in the procedures and the legal context, guidelines
• Create and keep up to date filing / archiving and documentation system
• Post recruitment announcement in relevant places in capital on request of HRCo when needed and ensure CV collecting in respect of procedures.
• Help HR in organizing recruitment of candidates in Abuja (convocations).
• Ensure the proper running of the office / flat in Abuja, including paying bills.

Representation

• Meetings in Abuja with INGO Forums, Ministry of Budget and Planning, transport company in Abuja and the Hotel Management on request of the General Coordinator.
• Liaising on behalf of MDM with both Government and private organizations based on instructions given by General Coordinator.
• Meeting with ministry of health and primary health care development agency on request of the MedCo.
• Organized on request appointments for coordinators with officials.
• Participate to MDM coordination meetings on request.

Security

• Provides briefing about security situation and specific rules for Abuja to all new expat arriving.
• Ensure proper update and delivery of constant companion cards for all new international staff arriving.
• Establish and maintain informal relations and a network of contacts permitting the collection of information linked to context and security specifically for Abuja and keep informed the GenCo.
• Ensure security of the MDM office / flat in Abuja.
• Ensure drivers from company respect MDM rules.

Travel

• Organize the transit of all expats from abroad and from the field.
• Organize and supervise the car needs and movements in capital.
• Responsible for all incoming and visiting expats movement arrangements and to act as the focal point, whilst adhering to the security framework of the mission
• Reporting
• Prepare the minutes of all meetings the he attends and send them to the General Coordinator.
• Participate to the sitrep (Abuja office related information) as well as different reports on the missions and send them to the GenCo.
• Update regularly the contact database for Abuja and share it with the GenCo on a monthly base.