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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