Administrative and logistics coordinator
2025-04-04T12:46:22+00:00
Médecins du Monde
https://cdn.greattanzaniajobs.com/jsjobsdata/data/employer/comp_2991/logo/Medecins%20du%20Monde.jpg
https://www.www.medecinsdumonde.org/
FULL_TIME
Dar es salaam
Dar es Salaam
00000
Tanzania
Logistics
Transportation & Logistics
2025-04-16T17:00:00+00:00
Tanzania
8
Job description
Under the responsibility of the general coordinator, your main tasks and responsibilities include:
Human resources management
- Work in collaboration with the coordination team to define the HR needs and revise the HR budget accordingly
- Update the organizational chart, clarify hierarchical and functional links, and follow the set-up for its monthly update, jointly with the coordination and field team
- Participate to the definition of HR needs in terms of writing project proposals and any amendments
- Ensure reporting on HR indicators (internal and external) to the mission managers and HQ
- Ensure that every employee file is updated according to MdM standards
- Supervise the HR database’s management, ensuring all important staff information (such as medical licence expiry dates, tax numbers, etc) is complete and up to date
- Lead on and supervise the monthly payment of salaries and taxes in conjunction with Finance Department
- Coordinate the monthly follow up of HR tools and ensure sharing with HQ the needed updates respecting the schedule
- Participate and ensure the rolling out of the occupations and salary grid within the mission as well as the salary policy for national staff and ensure its strict implementation
- Supervise the administrative and payroll procedures and work with the finance team to ensure timely accurate salary payments
- Review and improve the HR policy in accordance with the legal framework of the country and MdM core values
- Ensure complete implementation and application of the MdM HR policies and propose improvements or adjustments if necessary
- Centralise and coordinate the annual training plan and support its implementation
- Develop the yearly training needs assessment, define and coordinate plan for the mission’s staff
- Under the General Cordinator supervision, support the implementation and follow up of the Expat HR policy (ex. housing condition; accompanying status, travel policy) in collaboration with the HQ HR Advisor
- Support the General Coordinator regarding the implementation of the updated MdM PSEA policy (protection against sexual exploitation and abuse)
- Support manager to manage conflicts, when necessary, in order to ensure labour legal compliance and to improve manager awareness
- Take part in disciplinary procedures and investigations
Financial organization and compliance
- Ensure the financial procedures and guidelines of the Mission are in line with MdM’s policies as well as in compliance with donors’ guidelines
- Ensure internal financial systems, procedures, templates and control mechanisms are in place and observed by all staff
- Be responsible for the financial reporting on Donors budgets as per the terms of the financial agreement
- Monitor budget consumption and update the Budget Follow Up tool (BFF)
- Proceed with a monthly update of our Yearly forecast, in coordination with the program department
- Identify and analyse any discrepancy with our Yearly and Donors budgets and suggest solutions
- Propose necessary reallocations and modifications to comply with donor’s guidelines while achieving project objectives
- Facilitate audits at field level
- Ensure the archiving of accounting and finance documents is in line with MdM standards and procedures
- Participate to the monthly grants review meeting, provide financial information to the coordination team both proactively and upon request to monitor projects budget spending plan for program
Treasury & Accounting
- Ensure the implementation of the Money Management Protocol (MMP) and Golden Rules on the mission and MMP’s regular update (in coordination with the GenCo)
- Ensure proper cash flow and liquidities for the mission
- Ensure MdM’s accounting standards and rules are respected
- Ensure the analytic is coherent with the financial strategy
- Ensure MdM compliance with tax laws in collaboration with accounting firm
- Be responsible for the monthly closure process
- Support the semi-annual & annual accountancy closure, in coordination with HQ
Logistics
- Ensure the implementation, use, follow-up, and archiving of MdM logistics procedures and tools (purchase, communication, stock management, fleet management, equipment list etc.) and adapt them if needed
- Be responsible for the installation, use and maintenance of equipment’s selection (Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc.) in collaboration with the HQ Logistics Advisor
- Take part to any assessment and inventory when required
- Support the medical team on medical logistics (pharmacy warehouse, transportation of medical supplies, cold chain etc.)
- Ensure the overall supply chain management for country’s response (international & local purchases)
- Ensure the elaboration of the procurement Plan
- Ensure the archiving of logistics and purchasing documents are in line with MdM standards and procedures
Team management and capacity building
- Recruit staff under your direct or technical responsibility
- Ensure proper induction and capacity building of the team
- Develop individual action plans and proceed to regular professional evaluations of the team under your direct or technical responsibility
- Train and provide technical support (guidelines and/or tools) to Admin and Log team
- Organise and conduct regular Admin & Logistic department meetings
- Carry out the capacity building trainings of managers on all relevant procedures (HR, Finance, Log)
Representation and Communication
- Ensure when needed and by delegation of the General Coordinator the representation of MdM in front of donors
- Liaise with INGOs heads of Admin/Log Departments in-country and actively participate in interagency coordination meetings
- Provide strong oversight to MdM local partner activities, including compliance with donor regulations and build their capacity to ensure full understanding of the financial responsibilities
- Participate to the monthly Mission’s Situation Report compiled by the GenCo and to all other reports by providing relevant data
Requirements
- Three years’ higher education management qualification
- Two years’ experience in the international NGO field as administrator or finance coordinator
- Experience in Logistics and Human Resources management
- Analyse significant discrepancies between forecasts and actual records, interpret them, contextualize them, identifying the causes and risks, warn
- Adapt schedules according to priorities and unforeseen events
- Understand and identify institutional donors’ cycles and procedures
- Read, construct, and analyze a budget and carry out budget monitoring
- Conduct professional interviews (recruitment, guidance, etc.)
- Design, formalize and adapt procedures / protocols / operating modes/ recommendations relating to the area of competence
- Analyse and structure a pay and staff administration process
- 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
- Design and analyse remuneration methods and rules
- Identify and analyse training and recruitment needs
- Diplomacy, negotiation, and networking skills
- Ability to work under a minimum of supervision
- Reactivity, anticipation, adaptability, capacity to take initiatives
- Ability to classify and to manage priorities
- Team spirit
- Excellent Microsoft Office skills (especially Excel/ Office 365 Tools)
- Knowledge of accountancy software (SAGA)
- You embrace the core values and support the proactive philosophy of Médecins du Monde
Benefits
- Starting date: June 9, 2025
- Ending date: September 12, 2025
- Fixed term contract
- Gross monthly salary: 3 359 euros
- Premium equal to one month salary paid in two instalments - minimum of 6 months seniority required
- Expatriation bonus (10% gross salary per month)
- Transportation cost, vaccines and visas covered
- Guesthouse housing
- 5 recovery days per year
- 5 weeks of paid leaves per year
- Health insurance (50% covered by MdM and 50% by the employee)
- Insurance (repatriation…)
Human resources management Work in collaboration with the coordination team to define the HR needs and revise the HR budget accordingly Update the organizational chart, clarify hierarchical and functional links, and follow the set-up for its monthly update, jointly with the coordination and field team Participate to the definition of HR needs in terms of writing project proposals and any amendments Ensure reporting on HR indicators (internal and external) to the mission managers and HQ Ensure that every employee file is updated according to MdM standards Supervise the HR database’s management, ensuring all important staff information (such as medical licence expiry dates, tax numbers, etc) is complete and up to date Lead on and supervise the monthly payment of salaries and taxes in conjunction with Finance Department Coordinate the monthly follow up of HR tools and ensure sharing with HQ the needed updates respecting the schedule Participate and ensure the rolling out of the occupations and salary grid within the mission as well as the salary policy for national staff and ensure its strict implementation Supervise the administrative and payroll procedures and work with the finance team to ensure timely accurate salary payments Review and improve the HR policy in accordance with the legal framework of the country and MdM core values Ensure complete implementation and application of the MdM HR policies and propose improvements or adjustments if necessary Centralise and coordinate the annual training plan and support its implementation Develop the yearly training needs assessment, define and coordinate plan for the mission’s staff Under the General Cordinator supervision, support the implementation and follow up of the Expat HR policy (ex. housing condition; accompanying status, travel policy) in collaboration with the HQ HR Advisor Support the General Coordinator regarding the implementation of the updated MdM PSEA policy (protection against sexual exploitation and abuse) Support manager to manage conflicts, when necessary, in order to ensure labour legal compliance and to improve manager awareness Take part in disciplinary procedures and investigations Financial organization and compliance Ensure the financial procedures and guidelines of the Mission are in line with MdM’s policies as well as in compliance with donors’ guidelines Ensure internal financial systems, procedures, templates and control mechanisms are in place and observed by all staff Be responsible for the financial reporting on Donors budgets as per the terms of the financial agreement Monitor budget consumption and update the Budget Follow Up tool (BFF) Proceed with a monthly update of our Yearly forecast, in coordination with the program department Identify and analyse any discrepancy with our Yearly and Donors budgets and suggest solutions Propose necessary reallocations and modifications to comply with donor’s guidelines while achieving project objectives Facilitate audits at field level Ensure the archiving of accounting and finance documents is in line with MdM standards and procedures Participate to the monthly grants review meeting, provide financial information to the coordination team both proactively and upon request to monitor projects budget spending plan for program Treasury & Accounting Ensure the implementation of the Money Management Protocol (MMP) and Golden Rules on the mission and MMP’s regular update (in coordination with the GenCo) Ensure proper cash flow and liquidities for the mission Ensure MdM’s accounting standards and rules are respected Ensure the analytic is coherent with the financial strategy Ensure MdM compliance with tax laws in collaboration with accounting firm Be responsible for the monthly closure process Support the semi-annual & annual accountancy closure, in coordination with HQ Logistics Ensure the implementation, use, follow-up, and archiving of MdM logistics procedures and tools (purchase, communication, stock management, fleet management, equipment list etc.) and adapt them if needed Be responsible for the installation, use and maintenance of equipment’s selection (Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc.) in collaboration with the HQ Logistics Advisor Take part to any assessment and inventory when required Support the medical team on medical logistics (pharmacy warehouse, transportation of medical supplies, cold chain etc.) Ensure the overall supply chain management for country’s response (international & local purchases) Ensure the elaboration of the procurement Plan Ensure the archiving of logistics and purchasing documents are in line with MdM standards and procedures Team management and capacity building Recruit staff under your direct or technical responsibility Ensure proper induction and capacity building of the team Develop individual action plans and proceed to regular professional evaluations of the team under your direct or technical responsibility Train and provide technical support (guidelines and/or tools) to Admin and Log team Organise and conduct regular Admin & Logistic department meetings Carry out the capacity building trainings of managers on all relevant procedures (HR, Finance, Log) Representation and Communication Ensure when needed and by delegation of the General Coordinator the representation of MdM in front of donors Liaise with INGOs heads of Admin/Log Departments in-country and actively participate in interagency coordination meetings Provide strong oversight to MdM local partner activities, including compliance with donor regulations and build their capacity to ensure full understanding of the financial responsibilities Participate to the monthly Mission’s Situation Report compiled by the GenCo and to all other reports by providing relevant data
Three years’ higher education management qualification Two years’ experience in the international NGO field as administrator or finance coordinator Experience in Logistics and Human Resources management Analyse significant discrepancies between forecasts and actual records, interpret them, contextualize them, identifying the causes and risks, warn Adapt schedules according to priorities and unforeseen events Understand and identify institutional donors’ cycles and procedures Read, construct, and analyze a budget and carry out budget monitoring Conduct professional interviews (recruitment, guidance, etc.) Design, formalize and adapt procedures / protocols / operating modes/ recommendations relating to the area of competence Analyse and structure a pay and staff administration process 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 Design and analyse remuneration methods and rules Identify and analyse training and recruitment needs Diplomacy, negotiation, and networking skills Ability to work under a minimum of supervision Reactivity, anticipation, adaptability, capacity to take initiatives Ability to classify and to manage priorities Team spirit Excellent Microsoft Office skills (especially Excel/ Office 365 Tools) Knowledge of accountancy software (SAGA) You embrace the core values and support the proactive philosophy of Médecins du Monde
JOB-67efd49e7aad4
Vacancy title:
Administrative and logistics coordinator
[Type: FULL_TIME, Industry: Logistics, Category: Transportation & Logistics]
Jobs at:
Médecins du Monde
Deadline of this Job:
Wednesday, April 16 2025
Duty Station:
Dar es salaam | Dar es Salaam | Tanzania
Summary
Date Posted: Friday, April 4 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Job description
Under the responsibility of the general coordinator, your main tasks and responsibilities include:
Human resources management
- Work in collaboration with the coordination team to define the HR needs and revise the HR budget accordingly
- Update the organizational chart, clarify hierarchical and functional links, and follow the set-up for its monthly update, jointly with the coordination and field team
- Participate to the definition of HR needs in terms of writing project proposals and any amendments
- Ensure reporting on HR indicators (internal and external) to the mission managers and HQ
- Ensure that every employee file is updated according to MdM standards
- Supervise the HR database’s management, ensuring all important staff information (such as medical licence expiry dates, tax numbers, etc) is complete and up to date
- Lead on and supervise the monthly payment of salaries and taxes in conjunction with Finance Department
- Coordinate the monthly follow up of HR tools and ensure sharing with HQ the needed updates respecting the schedule
- Participate and ensure the rolling out of the occupations and salary grid within the mission as well as the salary policy for national staff and ensure its strict implementation
- Supervise the administrative and payroll procedures and work with the finance team to ensure timely accurate salary payments
- Review and improve the HR policy in accordance with the legal framework of the country and MdM core values
- Ensure complete implementation and application of the MdM HR policies and propose improvements or adjustments if necessary
- Centralize and coordinate the annual training plan and support its implementation
- Develop the yearly training needs assessment, define and coordinate plan for the mission’s staff
- Under the General Coordinator supervision, support the implementation and follow up of the Expat HR policy (ex. housing condition; accompanying status, travel policy) in collaboration with the HQ HR Advisor
- Support the General Coordinator regarding the implementation of the updated MdM PSEA policy (protection against sexual exploitation and abuse)
- Support manager to manage conflicts, when necessary, in order to ensure labor legal compliance and to improve manager awareness
- Take part in disciplinary procedures and investigations
Financial organization and compliance
- Ensure the financial procedures and guidelines of the Mission are in line with MdM’s policies as well as in compliance with donors’ guidelines
- Ensure internal financial systems, procedures, templates and control mechanisms are in place and observed by all staff
- Be responsible for the financial reporting on Donors budgets as per the terms of the financial agreement
- Monitor budget consumption and update the Budget Follow Up tool (BFF)
- Proceed with a monthly update of our Yearly forecast, in coordination with the program department
- Identify and analyze any discrepancy with our Yearly and Donors budgets and suggest solutions
- Propose necessary reallocations and modifications to comply with donor’s guidelines while achieving project objectives
- Facilitate audits at field level
- Ensure the archiving of accounting and finance documents is in line with MdM standards and procedures
- Participate to the monthly grants review meeting, provide financial information to the coordination team both proactively and upon request to monitor projects budget spending plan for program
Treasury & Accounting
- Ensure the implementation of the Money Management Protocol (MMP) and Golden Rules on the mission and MMP’s regular update (in coordination with the GenCo)
- Ensure proper cash flow and liquidities for the mission
- Ensure MdM’s accounting standards and rules are respected
- Ensure the analytic is coherent with the financial strategy
- Ensure MdM compliance with tax laws in collaboration with accounting firm
- Be responsible for the monthly closure process
- Support the semi-annual & annual accountancy closure, in coordination with HQ
Logistics
- Ensure the implementation, use, follow-up, and archiving of MdM logistics procedures and tools (purchase, communication, stock management, fleet management, equipment list etc.) and adapt them if needed
- Be responsible for the installation, use and maintenance of equipment’s selection (Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc.) in collaboration with the HQ Logistics Advisor
- Take part to any assessment and inventory when required
- Support the medical team on medical logistics (pharmacy warehouse, transportation of medical supplies, cold chain etc.)
- Ensure the overall supply chain management for country’s response (international & local purchases)
- Ensure the elaboration of the procurement Plan
- Ensure the archiving of logistics and purchasing documents are in line with MdM standards and procedures
Team management and capacity building
- Recruit staff under your direct or technical responsibility
- Ensure proper induction and capacity building of the team
- Develop individual action plans and proceed to regular professional evaluations of the team under your direct or technical responsibility
- Train and provide technical support (guidelines and/or tools) to Admin and Log team
- Organize and conduct regular Admin & Logistic department meetings
- Carry out the capacity building trainings of managers on all relevant procedures (HR, Finance, Log)
Representation and Communication
- Ensure when needed and by delegation of the General Coordinator the representation of MdM in front of donors
- Liaise with INGOs heads of Admin/Log Departments in-country and actively participate in interagency coordination meetings
- Provide strong oversight to MdM local partner activities, including compliance with donor regulations and build their capacity to ensure full understanding of the financial responsibilities
- Participate to the monthly Mission’s Situation Report compiled by the GenCo and to all other reports by providing relevant data
Requirements
- Three years’ higher education management qualification
- Two years’ experience in the international NGO field as administrator or finance coordinator
- Experience in Logistics and Human Resources management
- Analyze significant discrepancies between forecasts and actual records, interpret them, contextualize them, identifying the causes and risks, warn
- Adapt schedules according to priorities and unforeseen events
- Understand and identify institutional donors’ cycles and procedures
- Read, construct, and analyze a budget and carry out budget monitoring
- Conduct professional interviews (recruitment, guidance, etc.)
- Design, formalize and adapt procedures / protocols / operating modes/ recommendations relating to the area of competence
- Analyze and structure a pay and staff administration process
- 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
- Design and analyze remuneration methods and rules
- Identify and analyze training and recruitment needs
- Diplomacy, negotiation, and networking skills
- Ability to work under a minimum of supervision
- Reactivity, anticipation, adaptability, capacity to take initiatives
- Ability to classify and to manage priorities
- Team spirit
- Excellent Microsoft Office skills (especially Excel/ Office 365 Tools)
- Knowledge of accountancy software (SAGA)
- You embrace the core values and support the proactive philosophy of Médecins du Monde
Benefits
- Starting date: June 9, 2025
- Ending date: September 12, 2025
- Fixed term contract
- Gross monthly salary: 3 359 euros
- Premium equal to one month salary paid in two instalments - minimum of 6 months seniority required
- Expatriation bonus (10% gross salary per month)
- Transportation cost, vaccines and visas covered
- Guesthouse housing
- 5 recovery days per year
- 5 weeks of paid leaves per year
- Health insurance (50% covered by MdM and 50% by the employee)
- Insurance (repatriation…)
Work Hours: 8
Experience in Months: 36
Level of Education: bachelor degree
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