Job Vacancies at Médecins du Monde

(Responsible of Finance, HR and Administration based in Damboa)

Line Manager:

Base Log/Adm Manager Damboa

Line reports:

N/A

Length of contract:

6 months

Possibility for extension:

yes

JOB TASKS

Under the supervision of the Base/Log Admin manager, the Admin Officer will be responsible for the following main activities in accordance to national and MdM procedures:

• Finance and Accountancy
• Cash Management and Payroll Management
• General Administration

TASKS DESCRIPTION:
Finance

• Implements and explains MDM financial rules as needed, including Donor rules under guidance of the Finance Co.
• Support the Base Log/Adm Manager in the review of MRs, evaluation grids by ensuring the donor and saga code are completed
• Review all payments requests for completion before they are submitted to Field Co/Finance Co for payment
• Participates to the yearly budget and revised budget construction with the Finance Co and while seeking involvement from the other departments;

Accountancy

• Ensures the respect of accounting rule set as per MdM standards;
•  Preparation of payment related to the daily operation of the MdM programs after double check of records, according to MdM procurement procedures (Mission Request, Purchase order, contract, invoices & receipts, quotations, and proformas etc. )
• Verify that all the receipts/invoices are correctly filled and they are eligible for MdM accountancy (indicating: date, details of the supplier, clearly written the amount with the stamp PAID);
•  Archive all the relevant administrative and accountancy documentation in the proper way indicated by the Administrator and according to MdM procedures;
•  Supervises the Finance Assistant to make sure to enter invoices & payments data regularly into accountancy software (saga) in accordance with MdM standards and to the accountancy and budget framework.
•  For bank payments send the complete documents to country office in due time.
•  Ensures the SAGA entries and complete the month-end accountancy closure (printouts,
• Accounting annexes and SAGA books to be sent to the Finance Co
•  Reconciliation of cash and preparation of the monthly cash counts.
•  Collaborate in the preparation of documents for financial/annual audits.

Cash Management

• Lead on the Consolidation of the bimonthly cash request for the Base log Admin Manager/Field Co with input from different departments and to submit it to Finance Co in Country office.
• Responsible for the cash advance and for utilities and supplier’s payments and pro-actively follow up on the same;
• Responsible for daily workers payments and ensure all documents are complete.
• Ensures the payment and justification of any per diem and transport for employees sent out on the field
• Works closely with the Logistics Department to ensure the respect of the procurement: checks the administration forms and ensures the proper validation circle is respected (quotations, evaluation and validation grid, purchase order, delivery note, etc);
• Close the accountancy at the end of month and do the cash count with Field coordinator
• Send the complete accountancy and Saga (accounting Software backup to country office) on the 2nd of each month.

DAMB Human Resource Administration and Recruitment

• Update the payroll data base on monthly bases for all DAMB Staff with their HR information’s, leaves, overtime, advances and all deductions. Calculates overtime and leave to ensure accurate payments to all MDM staff using time sheets for validation
• Using the attendance sheets, and under validation of the Field coordinator/Medical coordinator, calculate and pay the incentives as per the determined time-table.
• Support Finance Co to Follow-up on any change of policy in the Nigerian/Local government legislation on an ad-hoc basis, when information on changes in legislation is available

Administration/Communication

• Organizes archiving and filing of all HR and administrative documents;
• Communicates the different policies/Memos applicable in the office to the rest of staff and ensures they are respected;
• Assists the Base log Admin Manager/Finance Co when necessary

Team Management

• Is the supervisor of the Admin assistant, cook and cleaners
• Trains and follow-up on the Admin Assistan

OTHERS:

• Be flexible in performing his/her duties
• Inform immediately the security focal point in case of any security problem
• Perform other additional duties on request of the Base/Log Admin Manager.
• Independently identify areas of work within the department that require support, and carry out the same

PROFIL REQUIRED:

• Bachelor’s Degree in Business, Accounting or comparable degree
• 2 years progressive experience in a similar role
• Fluent in English and Hausa. Knowledge of Kanuri would be an added advantage
• Experience with NGO required.
• Experience with Saga will be an asset
• Experience working in a multi-organizational team (international and national partners) is a plus.
• Strong written and oral communication skills in English required, including report development, writing and editing.
• Excellent skills in excel and data analysis are required for this position, and will be tested at interview
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Fluent english and hausa required.

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Line Manager:

Pharmacist Coordinator

Line reports:

N/A

Length of contract:

6 months

Possibility for extension:

yes

JOB TASKS

Under the supervision of the Pharmacist Coordinator, the pharmacist will be responsible for the following main activities in link with MdM procedures:

• Implementing a quality drugs supply system in line with MdM standards
• Implementing an effective stock management
• Reception and preparation of orders
• Collection and analysis of drugs consumption
• Reporting and attending to different meetings
• Support to health facilities and mobile clinics

TASKS DESCRIPTION:

• Implementing a quality drugs supply system in line with MdM standards
• Participate in analysis of needs, preparation of regular forecasts, calculation of replenishment orders and buffer stocks and initiating timely procurement of medical supplies in collaboration with the medical coordinator
• Anticipate needs for medical supplies and assist in defining and implementing strategy for local procurement if necessary in collaboration with MedCo
• Alert  the  MedCo as soon as the buffer stock will be used
• Checks quality of drugs are in line with MDM internal, and national regulations during the procurement process
• Participate on evaluation of potential local suppliers according to MdM standards (QUAMED) on request of medical coordinator.
• Implementing an effective stock management
• Create a pharmacy with appropriate storage, receiving and packing space and allowing to conduct a full medical inventory
• Organize  the  drugs storage according to international standards (route of administration, alphabetical order of International Nonproprieraty Name, FEFO principle, clear labeling with INN + dosage + pharmaceutical form + expiry date)
• Organise drugs and medical supplies for easy distribution and appropriate stock movement records
• Organize a monthly physical inventory and provide the stock balance at the end of each month to medical coordinator
• Monitor temperature of the pharmacy and fridge on a daily basis
• Reception and preparation of orders

Order reception:

• Check quantities and quality of the received items
• Make out an acknowledgement of receipt for logistics departement and HQ
• Integrate all the items into physical stock
• Fill in the stock cards for all the items as the electronic file (Sagastock)

Order preparation:

• Prepare and distribute the drugs according the field requests and projects needs
• Check the rationality of the requests
• Pack supply requests from the supported facilities and mobile clinics in a timely way
• Update the stock cards and the electronic file (Sagastock) according to the stock movements
• Do a feedback to  MedCo in case of any problem with the orders
• Collection and analysis of drugs consumption
• Ensure that updated stock and consumption records can be provided upon request for any reporting
• Assist in development and implementation of drug consumption tools in supported facilities and mobile clinics.
• Monitor the drug consumption by establishing/maintaining mechanisms of consumption record and inform medical manager  in case of any unusual consumption
• Support to health facilities and mobile clinics
• Collaborate closely with and build the capacities of dispensers of supported health facilities and mobile clinics
• Conduct on the job training for dispensers in MDM supported clinics
• Upon request, organize trainings on drug prescription and drug rationalisation for mobile clinic staff
• Help to assess needs in health facilities and mobile clinics related to drugs storage and dispensation. Propose and fulfil any necessary changes required
• Reporting and attendance to different meetings
• Prepare a weekly activities report to submit to medical Coordinator 
• Compile drug consumption per month and per health facility and mobile clinic
• Participate in a proactive way to MdM internal meetings (medical, logistics security…)

OTHERS:

• Establish good relationship with the different stakeholders in order to have a smooth implementation of MdM project
• Be flexible in performing his/her duties to ensure that beneficiaries are getting good quality services
• Inform immediately the security focal point in case of any security problem in the field
• Perform other additional duties on request of the medical manager and coordination team

PROFIL REQUIRED:

• Essential: Bachelor Degree in Pharmacy or its equivalent diploma
• License to Dispense Drugs in Nigeria.
• A minimum of 2 years of experience working in the nonprofit sector in information and data management, ideally in health programming or protection.
• Excellent Excel Skills
• Ability to think independently and identify data discrepancies
• Experience designing and implementing electronic data collection methods
• Understanding of confidentiality requirements for medical data is a plus
• Experience working in a multiorganizational team (international and national partners) is a plus.
• Strong written and oral communication skills in English required, including report development, writing and editing.
• Excellent skills in excel and data analysis are required for this position, and will be tested at interview
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Fluent english and hausa required.

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Line Manager:

Mental Health Coordinator

Line reports:

N/A

Length of contract:

6 months

Possibility for extension:

yes

JOB TASKS

Under the supervision of Mental Health Coordinator, the Mental Health Supervisor will be responsible for the following main activities in order to ensure the quality of care in the mobile clinics:

• Contribute to the implementation and design of the overall mental health and psychosocial support strategies, activities and resources in Maiduguri.
• Facilitate the delivery of a quality mental health & psychosocial support (MHPSS) for individuals and their communities as well as to improve Communities mental health and psychosocial well-being.
• Contribute to the integration of MHPSS component into existing and new programs according to HQ Mental Health Strategy

Programming

• Supervise and provide technical follow-up to MdM MHPSS staff in Maiduguri
• Supervise and provide technical follow-up to MdM partner(s) MHPSS staff in Maiduguri
• Provide technical support to MdM France and Partner’s Maiduguri programs (specific MHPSS Program(s) and integration of the MHPSS component in existing or new programs)
• Plan, implement and follow up MHPSS activities implemented by MdM France staff /Partners
• Assess MHPSS needs of the communities and provide regular updates of the MHPSS main stakeholders in the Maiduguri strip
• Collaborate to the MHPSS technical content of the project proposals
• Assess needs of training for MdM France staff/partners and assist in organizing and/or in providing trainings accordingly
• Report MHPSS activities in Miaduguri according to MdM procedures
• Develop and/or adapt specific didactic materials for capacity building activities
• Keep and improve a referral system for MHPSS cases
• Keep and improve the current data collection system for MHPSS activities according with the needs of reporting
• Participate to specific mental health/psychosocial cluster meetings upon request from the direct supervisor.
• Attend technical meetings with partners upon request from the direct supervisor.

HR Management:

• Responsible for conduct annual appraisals of staff under his direct supervision.
• Responsible for the follow up and approval working hours and leaves of the staff under his supervision.

Reporting:

• Contribute to weekly / monthly activities reports to line manager (= Health Programme Coordinator)
• Report to the direct supervisor monthly (mental health activities report to be sent in the first week of the month).

Security:

Apply and respect MDM security rules in the mission.

Obligations:

• Maintain good socio-professional relationships with national and international partners.
• Attend team meetings and to give qualitative input.
• If necessary, contribute in preparing emergency plans with the MDM-F team to adjust MDM-F activities and medical resources to the needs.
• Take part in advocacy and communication activities under the supervision of his/her supervisor.
• Perform other additional duties on request of the Health Programme Coordinator and Medical coordinator.

Behaviour:

• To behave with self-restraint at all times and respect the dignity of the beneficiaries.
• To be able to work as part of a team and participate in different activities.
• To believe in concepts of equity, human rights, neutrality and impartiality.
• Demonstrate motivation at work.
• 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.

OTHERS:

• Ability to accept feedbacks and willingness to improve own capacities.As the main MHPSS focal point in MdM Maiduguri Office:
• Implement MHPSS Project activities with partner organizations by preparing and implementing action and training plans, supervision sessions, field visits, training materials, and reporting.
• Mapping of MHPSS programs and service providers in Maiduguri Strip.
• Report MHPSS Needs and Gaps in the Maiduguri Strip.
• Draft MH integration plans and materials for SRH Project; provide trainings, supervision and reports as needed.
• Draft EPP/ MH integration training plans and materials; provide training and supervision as needed.
• Prepare MHPSS Reports for Advocacy Users

PROFIL REQUIRED:

• Be educated to Degree level in Psychology, Counselling, Social Sciences, Community Development or related field from a recognized institution
• Minimum 4 years post-qualification experience in related work within an INGO or organization similar setting.
• Experience in MHPSS project implementation within an INGO setting
• Good knowledge of counseling and community mobilization methods and tools
• Good spoken and written English
• Good spoken and written Kanuri , with at least one other local language: Hausa and Marghi,
• Good communicator with proven organizational skills
• Previous experience in TOT
• Ability to work harmoniously in a team setting
• Willingness to work long hours and weekends when necessary
• Good computer skills (Microsoft word, Power Point and Excel)
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Fluent English and Hausa required.

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Line Manager:

Health Program Coordinator

Line reports:

N/A

Length of contract:

6 months

Possibility for extension:

yes

JOB TASKS

• Under the supervision of the Head Medical Supervisor, Health Programme Coordinator and Medical Coordinator, the Referral Nurse will be responsible for the following main activities to ensure the quality of care of patients referred from MdM clinics: 
• Communication with field teams regarding new, existing and past referrals.
• Act as the key link between MdM and designated referral facilities.
• Receive the patient’s from MdM clinics at the place of referral and ensure their timely treatment by relevant services.
• Oversee any intervention and/or treatment of patients referred from MdM services.
• Facilitate appropriate discharge and follow up of MdM patients.
• Collection, computerization and analysis of weekly referral data.
• Reporting and attendance to relevant meetings.
• Documentation of treatment received and collection of invoices from the referral sites.

TASKS DESCRIPTION:

Communication

• Be available to receive calls from the field team at all times.
• Produce daily and weekly report for the HPCo.
• Create and maintain good working relationships with referral facility staff.
• Liase with patient families or designated guardians as appropriate.
• Uphold the principle of confidentiality and actively promote the right of the patient to choose their care.
• Obtain consent from the patient verbal and written where necessary.
• At the end of each day, provide feedback to the medical supervisors or team leader of the field team(s) regarding the referral cases.
• Communicate all patient management with Health Programme Coordinator or Medical Coordinator on a daily basis.
• Report any safety and security concerns to focal person as soon as possible.

Patient management

• Adhere to the ‘MdM Lifesaving Referral Criteria’ at all times and seek approval from line manager on any referrals which do not meet criteria.
• Adhere to the terms of the MoU and MdM referral policy.
• Personally receive patients referred from MdM clinics at the designated referral sites.
• Ensure their timely care from referral facility staff.
• Liase with referral facility staff on patient diagnosis, management and discharge plans.
• Provide feedback to MdM clinic supervisors on referral patients.
• Accompany MdM patients to other referral sites where necessary.
• Communicate all patient management with Health Programme Coordinator or Medical Coordinator.
• Help to identify any gaps in referral site resources and notify appropriate persons.

Keep

• Collection, computerization and analysis of weekly referral data
• Submit daily report to the HPCo on a daily basis
• Submit end of week report to the HPCo on a weekly basis
• Liase with Monitoring and Evaluation Department regarding referral data collection when required.
• Attendance to relevant meetings
• Actively participate in MdM internal meetings
• Participate to all the trainings organized by MDM
• Participate in all relevant external trainings identified.
• Documentation of treatment received and collection of invoices from the referral sites
• Use the designated forms to document clearly the treatment received by each individual MdM patient.
• Submit invoices to the budget holder on a weekly basis with the accompanying treatment evidence.
• Resolve any discrepancies in the invoice(s) with the referral site focal person.
• Manage a small cash flow for patient and caretaker maintenance costs.

OTHERS:

• Give suggestions to improve the functioning of MDM clinics and the referral pathway
• Be flexible in performing his/her duties to ensure that beneficiaries are getting good quality services
• Perform other additional duties on request of the line manager
• Inform immediately the security focal point in case of any security problem

PROFIL REQUIRED:

• Bachelor of Science Degree in Nursing or Registered Nurse
• Experience with an INGO will be an added advantage
• Experience in similar position for at least 2 years
• Good knowledge in nutrition
• Capacities in team management
• Strong sense of responsibilities and organization skills
• Strong work ethic and rigor
• Languages (spoken and written): English
• Flexibility
• Team player