Job Vacancies at The Alliance for International Medical Action (ALIMA), 24th September 2019

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The Alliance for International Medical Action (ALIMA) is an independent humanitarian medical NGO that was created in 2009 by professionals of humanitarian medicine. ALIMA’s mission is to provide medical care in emergency situations or medical catastrophes. We are recruiting to fill the position below:                 Job Title: Human Resources Coordinator, RCA - H/F Location: Askira, Borno Contract: Temporary contract under French law, 7 months. Starting date: ASAP Mission and Mainactivities

• The main function of the Project Administrator is to put in place the component parts of the resource management system.
• He/she is responsible for managing the staff administration (contracts, employees’ files, work attendance, payroll), controlling spending commitments against the procedures of the association, monitoring the financial means raised for the project (expenditure monitoring, accounting, budget monitoring and review, follow-up of tables of allocations per donor), as well as implementing financial and HR management tools.
• The project Administrator reports directly to the Project Coordinator, and to the administrative team in the Coordination (technical referents: HRCO and FINCO).
• He/She supervises an administrative assistant.
• Under his/her various areas of responsibility, the Project Administrator will be in charge of ensuring:
  • Compliance with the ALIMA rules and procedures applicable to the country,
  • Smooth functional organization of the project resources,
  • Monitoring of the use of the resources (expenditure and spending commitments),
  • Adequacy in terms of number, skills and allocation of human and administrative resources.

Main Responsibilities

• Advise the Project Coordinator on set up (org chart) and together with the HRCO, update the project’s organizational chart and job descriptions
• In close coordination with the Project Coordinator, the HRCO and the FINCO , calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up.
• Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance ;
• Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities ;
• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments ;
• Under supervision of the HRCO, ensure indexation process of national staff salary grids in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites;
• Support, in close coordination with the HRCO an PC, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals ;
• Plan and supervise, in close coordination with the HRCO, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required ;
• Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment ;
• In close collaboration with the Project Coordinator and the HRCO, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and ALIMA;
• In close collaboration with the Project Coordinator and HRCO, looks for the best options to avoid and/or solve possible labour conflicts in the project;
• Follow up all movements and/or accommodation of staff in the Project;
• Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security;
• Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place;
• Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time ;
• In close collaboration with the Project Coordinator and the FINCO, analyze and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action ;
• Ensures all HR, Administrative and Financial reporting of the Project (Homère and SAGA monthly closure, sitreps, etc.

Requirements Experience and Skills:

• University degree in Finance, Administration, and Human Resources
• Minimum 2-year experience in Finance & HR management (project with around 250 staff)
• Experience with medical international NGO, an asset
• Perfect knowledge of MS Office package, especially Excel & Word
• Knowledge of Saga (Finance software) & Homere (HR software) is an asset

Behavioral Skills:

• Strong interpersonal skills, team work.
• Strong communication skills
• Ability to work on own initiative and adaptable to changing needs and situations
• Flexible, patient and adaptable to a changing environment.
• Ability to work under pressure with numerous deadlines, etc.

Language Skills:

• Fluency in English. Speaking French is an asset.

Salary and Benefits

• Salary: Depending on experience + per diem.

ALIMA pays for:

• Travel costs between the expatriate’s country of origin and the mission location
• Accommodation costs
• Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee
• Evacuation of the employee.

How to Apply Interested and qualified candidates should: Click here to apply Note

• Applications are processed in the order of arrival and we reserve the right to close the offer before the term initially indicated if a good application is successful.
• Only accepted applications will be contacted.

  Application Deadline: 6th October, 2019.                     Job Title: RCA - Coordinator RH Location: Askira, Borno Main Objectives of Position

• Supply Manager in collaboration of logistic Coordinator is responsible for the proper designing, planning, and implementation of the supply chain in the mission/country, ensuring the achievement of the objectives set at the mission Level.
• To Support Country Mission, in ensuring timely arrangement of different project commodities i.e. goods, drugs, and services to Support ALIMA intervention in North EAST Nigeria.
• Ensure Supply support to the mission in Coherence of ALIMA standard Procurement procedures & Donor Financial requirements.

Functional and Hierarchical Lines:

• Report to: Logistic Coordinator.
• Functional like with: Logistics Managers in the project office, Medical & Finance Department.

Responsibilities and Tasks International & local Supply Management:

• He/she is responsible project Procurement planning in close connection with the logistic Manager of the project office, Pharmacy manager, Medical Coordinator, and Logistics Coordinator.
• He/she is responsible for maintaining procurement tracking sheets (local & international), updating and sharing with relevant departments.
• He/she will ensure that Donor & ALIMA procurements requirements, procedures and guidelines are respected in all ALIMA procurements.
• He/she will follow up international supply during all the process, before arrival or in customs, being responsible for preparing and providing all necessary documents (customs clearance, transits etc…) on time.
• He/she is responsible for execution of procurement of local supply process through coordination office, to be timely purchased and delivered to the project office on time.
• Ensure that Local purchase of supply is done as per ALIMA Procurement guideline, specifically ensuring the quality of goods/supplies and best value for money.
• Market intelligence with due diligence to ensures that ALIMA is paying according to prevailing market prices.
• He/she is responsible to critically review the prices to have effective cost control in the procurement of supplies/goods and equipment for the project.
• He/she is responsible holding an Open market competition to select suppliers and sign a framework agreement for different recurring supplies.
• Maintained a Supplier Database at the mission level, with all relevant information including their contacts details and market of supplies.
• Maintaining price list of different project commodities at the mission level and evaluating the price  on quarterly basis.
• Maintains regular contacts with suppliers and regularly re-evaluate the market in order to get the best quality, prices, and service possible
• Ensure that all in local Procurement, ALIMA procurement Procedural compliance is respected and adopted as per the threshold of the accumulative cost of specific supplies/goods and equipment. Checking that ALIMA procedures for national purchase, local orders, and requests for quotes are followed (if purchases are over a pre-defined amount)
• Preparation of tender documents & Call of quotation for any supplies needed.
• Having regular filed visit to support the field logistics & supply for implementation of ALIMA procurement guidelines/rule and regulations.

Orders/Request of Supplies:

• Being a focal person of supply at the mission level, processing all request in close coordination with Logistic Coordinator/medical Coordinator in case of technical medical equipment’s.
• Work Closely with the Field Co, Logistic Managers in the field in relation to processing their request of supply/service/good.
• Works in close collaboration with the Medical Coordinator and the Logistics Coordinator for the medical orders & Non-medical local & International Order.
• Works in close cooperation with the finance department on forecasting of the budget required for different local medical & non-medical Supplies. Review all Payment case before submission to Finance department to ensure ALIMA financial and procurement Compliance is respected.
• Coordination & communication with suppliers for placing the Orders after approval of procurement as per ALIMA validation table.
• Follows up on Backlog of different orders with HQ, & sharing the updated Order follow up a sheet of international & local orders with relevant different and staff on a weekly & monthly basis.

Emergencies:

• Participates in any emergency activity or exploratory visit in or out of the ALIMA area of work, being prepared to intervene directly if needed and assume the management of all supply activities and staff

Team Management:

• Defines and updates job profiles and descriptions of all supply chain related staff.
• Participates in the selection, follow up and evaluation of all staff under his/her direct supervision
• Trains the staff on supply chain standards & Administrative procedures of Shipment Custom clearance.
• Reinforces skills of all supply chain staff.
• Undertakes regular evaluations of staff team under his/her direct supervision.
• Promotes communication and active participation of all staff under supervision.

Reporting:

• Sharing of weekly reports for both International and Local procurements to Field Staffs.
• Participates in monthly reports according to guidelines, i.e. International and local procurement updates, Procurement planning, etc. together with the Logistics coordinator.
• Carries out regular market Surveys and makes them available to program staffs.
• Informs the line manager of any problems that might be linked to work of supply staff.

Requirements Education:

• Essential: University or Technical School Diploma, desirable supply related studies

Languages:

• Mission working language essential

Experience:

• Essential: working experience of at least two years in supply chain activities related jobs
• Desirable: working experience with ALIMA or other INGOs
• Desirable: working experience in developing countries

Knowledge:

• Essential computer literacy (Word, Excel, and Internet).

Employment Conditions

• Contract: Temporary contract under French law, 7 months.
• Location: Askira, Nigeria
• Starting Date: ASAP
• Salary: depending on experience + per diem

ALIMA pays for:

• Travel costs between the expatriate’s country of origin and the mission location
• Accommodation costs
• Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee
• Evacuation of the employee.

How to Apply Interested and qualified candidates should: Click here to apply online Note

• To apply, please send your resume and Cover Letter on our job page before the deadline
• Applications are processed in the order of arrival and we reserve the right to close the offer before the term initially indicated if a good application is successful
• Only accepted applications will be contacted.

  Application Deadline: 29th September, 2019.                   Job Title: Grants Manager - Nigeria Desk Location: Abuja Objectives

• The Grants Manager is responsible for securing funding from donors and ensuring quality grants management.
• He/she is the direct technical referent for the Operational Support Officer working in country with project team.

Job Responsibilities Participate in scaling up ALIMA programs in Nigeria:

• The Grants Manager plays a key role in scaling up ALIMA programs in Nigeria.
• He/she will participate in defining the operational strategy and conceptualizing new programs alongside the Nigeria Desk team, and will have the opportunity to participate in needs assessments in the field.
• The Grants Manager will be responsible for securing funding that will enable ALIMA to open new programs and scale up current interventions.

Support the mission to secure funding for the projects:

• The Grants Manager will actively search for funding opportunities for the projects and the mission, including future projects, by maintaining a good knowledge of ALIMA’s operations and the humanitarian context, by maintaining relationships with humanitarian actors on a local level and by maintaining a good relationship with donors and a good knowledge of donor’s strategy and process, including donors not funding ALIMA.
• He/she is supported on this aspect by the grants team in Dakar.

Maintain relationship with donors:

• The Programs Manager is the official representative of ALIMA in Abuja, however the Grants Manager is responsible of maintaining regular relationships with donors, providing regular information on ongoing operations and maintaining an open dialogue throughout the year in support to the programs manager.
• During the months of contract negotiation, the Grants Manager is responsible for the follow up of the negotiation at every step and can take over the negotiation if needed (from the coordination team or the programs manager).
• Also he/she will ensure relationship with donors regarding grant management, including contractual requirements, in coordination with the coordination team.

Support the Borno Coordination Team and Operational Support Officers to deliver quality concept notes, proposals and reports according to operational strategy and support project development:

• The Grants Manager participates in defining the operational strategy and advises the coordination team on project development and program strategy.
• He/she provides support to Operational Support Officer to write strong concept notes, proposals, and reports for donors.
• He/she proof reads, comments, corrects and validates concept notes and proposals to make sure they include strong technical and operational analysis, demonstrate good knowledge of context and risk, present sound strategic vision and are coherent with budget and are aligned with donor guideline.

Advise on grant management, compliance and contractual requirements:

• The Grants Manager provides information and advises the desk and Borno Coordination Team regarding donors’ regulation and contractual requirement.
• He/she supports the Operational Support Officer to make sure that operations and engagement toward donors are aligned, or be able to propose contractual modification to donors if operational plans changes.

Position Location:

• The Grants Manager as well as the rest of the Nigeria Desk team will be based in Abuja with regular visits to the field and to ALIMA’s operational headquarter in Dakar, Senegal.

Job Requirements Experience and Knowledge:

• 3 years minimum managing grants and reporting to donors in a humanitarian setting, at project, country, or HQ level
• Knowledge of process and rules of main donors (ECHO, OFDA, DFID, UN …)
• Good understanding of health and nutrition projects
• Coaching and training skills to support the Operational Support Officer

Language:

• Bilingual or advanced level of written and oral expression in English and French

Conditions

• Contract: Open Ended Contract, 6 months of probationary period.
• Starting Date: ASAP

RemunerationSalary:

• This is an HQ position and as such is paid according to HQ compensation and benefits policies which are different from expatriate positions since the position and contract are long term. Total cash package: equivalent to 1 590 Euros net, after tax.

Benefits:

• Travel costs between the employee’s country of origin and Abuja, Nigeria, unless recruited locally;
• Five weeks annual leave per year as well as a recovery system for days spent on work travels; + one additional month paid leave after 3 years at HQ
• One round trip per year between Abuja and the employee’s country of origin for the employee and her / his dependents + one individual round trip ;
• One-off relocation allowance at the beginning of the contract in Abuja;
• School annual enrollment fees for children from 2 to 18, according to the ALIMA HQ policy;
• Medical cover insurance including repatriation insurance for the employee and her/ his dependents, as per the definition of our insurer.

How to Apply Interested and qualified candidates should: Click here to apply online Application Information

• To apply, please send your CV and your answers to the following questions (which stands for a classical cover letter) on our job page.
• Why are you applying in light of ALIMA’s operational approach and CHARTER? https://www.alima-ngo.org/en/our-charter
• What are your strengths and weaknesses in grants management?
• What are the main challenges involved in securing funding and building positive relations with donors?
• When would you be available to start?
• Reference check: please indicate the names of 2 previous managers as well as 1 HQ HR contact.

Note

• Applications are processed in the order of arrival and we reserve the right to close the offer before the term initially indicated if a good application is successful.
• Only full applications (CV + answer to questions) will be taken into account. Only accepted applications will be contacted.

  Application Deadline: 6th October, 2019.

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