Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.
We are recruiting to fill the following graduate and experienced positions below:
Job Title: Logistics Coordinator
Location: Abuja
Job Responsibilities
As part of our activities in Nigeria, we are looking for a Logistics Coordinator in Abuja:
- The logistics coordinator is responsible for the smooth functioning of logistics on the mission. He/She makes sure the resources which are necessary for carrying out the programmes are available and actively participates in the mission’s safety management.
- Safety: He/She assists the Head of Mission with safety management. He/She is directly responsible of the daily, concrete aspects of the mission’s safety management.
- Supplies: He/She coordinates supplies and deliveries for projects and for the bases. He/She guarantees that PUI’s procedures and logistical tools are in place and are respected.
- Fixed equipment: He/She is responsible of the management of computer equipment, tele/radiocommunication equipment and for the mission’s energy supply.
- Car park: He/She is responsible of the management of the car park (availability, safety, maintenance etc), for the smooth functioning of the mission and the realization of activities in accordance with the available budget.
- Functioning of the bases: He/She supports the teams in case of redeployment/installation/rehabilitation/ closing of bases.
- Representation: He/She represents the organization amongst partners, authorities and different local actors involved in the logistics and the safety of the mission.
- Coordination: He/She consolidates and communicates logistics information at the heart of the mission to headquarters and also coordinates internal and external logistics reports.
- Do not hesitate to look at the job description below for all the details you need.
Training:
Desirable:
- Bioforce/ Bac + 2 to + 5 – in logistics (purchases, transport etc)
Requirements
Experiences:
- Min. 2 year of humanitarian experience in logistic coordination.
- Experience in security management.
Required:
- Familiarity with stock procedure, car park management, telecommunications, etc
- Familiarity with the procedures of institutional backers (OFDA, ECHO, AAP, UN agencies,etc)
Desirable:
- Mastery of techniques such as communication, energy, electricity and computer technology
- Good writing skills
Languages:
Knowledge and Skills:
- Independence, an ability to take the initiative and a sense of responsibility
- Good resistance to stress
- Sense of diplomacy and negotiation
- Good analysis and discernment capacities
- Organization and priority management
- Adaptability to changing priorities
- Pragmatism, objectivity and an ability to take a step back and analyze
- Ability to make suggestions
- Sense of involvement
- Trustworthiness and rigor
- Capacity to delegate and to supervise the work of a multidisciplinary team
- Ability to remain calm and level-headed
- General ability to resist stress and particularly in unstable circumstances
Proposed Terms
Employed with a 6 months Fixed-Term Contract.
Remuneration and Benefits
- Monthly gross income: from 1 980 up to 2 310 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI.
Expenses Covered:
- Cost covered: Round-trip transportation to and from home / mission, visas, vaccines…
- Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
- Housing in collective accommodation
- Daily living Expenses (« Per diem »)
- Break Policy: 5 working days at 3 and 9 months + break allowance
- Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months.
Job Title: Administrative and Financial Coordinator
Location: Abuja
Status: Employed with a Fixed-Term Contract
Overall Objective
- The Administrative and Financial Coordinator is accountable for the financial, accounting and budgetary management of the mission.
Tasks and Responsibilities
- Financial, budgetary and accounting management: He/She is responsible for all aspects relating to finance, including budgetary and accounting elements, as well as the mission cash flow.
- Relation with donors: He/She will be in charge of budgeting the proposals, doing the donor financial reports and organizing the audits of the projects on the field.
- Relations with auditors : He/She supervises the audits on the field.
- Representation: He/She represents the association in its relations with partners, authorities and different local players for the financial, administrative, legal and human resources areas of the mission.
- Coordination: He/She centralizes and diffuses information within the mission and to headquarters for all financial, administrative, legal and human resources aspects of the mission, and consolidates the internal and external reporting for these domains.
- HR supervision: In the absence of HR coordinator (position not funded any more by main donors) and in support to the national HR team, he/she is in charge of supervising the HR department functioning. He/She is in charge of Expat HR management for all administrative subjects.
Specific Objectives and linked Activities
1.) Ensuring Sound Financial, Budgetary and Accounting Management for the Mission:
Financial:
- He/She elaborates and updates monitoring charts to ensure the financial equilibrium of the mission and prevent risks. He/She analyses financial information, and shares his/her conclusions with the coordination team, the base managers and the appropriate technical managers, as well as with the audit manager at headquarters.
- He/She ensures the implementation and correct use of financial, accounting and budgetary procedures and management tools throughout the mission. He/She is responsible for briefing new expatriates and local employees on these rules and organizes ad hoc training when necessary.
- He/She ensures, amongst other things, that procurement procedures are respected and implements an internal control system.
- He/She also participates in the validation of procurement files.
- He/She is responsible for financial audits on the mission and supervises the transmission to headquarters of the necessary documents and information within the framework of headquarters’ audits.
Budgetary:
- He/She implement or update the mission budgetary framework for the year, and monitors/revises it at regular intervals, such as defined with the audit manager at headquarters, at least twice a year.
- He/She formulates project budgets within the framework of operations proposals (including budgetary narrative), respecting the procedures for each donor, in coordination with the coordination team and the appropriate field managers. He/She ensures therefore the cost coverage strictly linked to the proposed programs, but also to the fair distribution of mission operating costs throughout each project.
- He/She prepares each month the budgetary monitoring for each project, which he/she communicates to the appropriate players in the mission and headquarters within 15 days following the end of the month, and analyses with them any discrepancies between forecast and actual figures.
- He/She carries out budgetary projections at regular intervals in order to ensure the optimization of budgetary resources while respecting the eligibility and flexibility rules of each donor. He/She proposes where necessary budgetary adjustments, which could necessitate requests for contractual amendments. He/She takes into account the contractual timing required for presenting an amendment and ensures that all the documents are transmitted in due time to headquarters.
- He/She ensures, throughout each project, that funds are correctly attributed, respecting the contractual framework in terms of eligibility rules (date, nature and procurement procedures) and reporting intervals.
- He/She produces external financial reports for the donors that he/she transmits to the Head of Mission for transmission to headquarters with all the documents constituting the contractual report.
Accounting:
- He/She supervises the accounting assignment of transactions, ensures that expenditure is correctly assigned and carries out the monthly accounting closure having carried out all the necessary controls. He/She then transmits the monthly accounts to headquarters in an electronic version within 10 days following the end of the month. Due to most of the projects being audited on the field, the paper accounting is sent on a regular basis to the headquarters when audits are completed.
- He/She is responsible for the correct archiving of accounting documents according to the rules established by headquarters.
Cash Flow:
- He/She establishes the provisional cash flow with the teams and transmits to headquarters requests for transfers. He/She ensures that the amount of cash flow for the mission is sufficient for the requirements in the field over the period, taking into account possible donor payments carried out locally in these transfer requests to headquarters.
- He/She is responsible for the bank accounts and funds for which he/she regularly controls the balances, and he/she organizes fund movements to the mission permanently mindful of the security of the transferred and stocked funds.
2.) Ensure the flow of Information, Coordination and Representation on Financial issues:
- He/She ensures efficient flow of information to field teams, the capital and headquarters.
- He/She drafts or participates to the drafting of reports on internal operations in all matters concerning financial, budgetary and accounting issues of the mission.
- He/She ensures administrative coordination at the mission level through regular visits to bases, controls, monitoring, training, etc…
- Externally, he/she represents PUI with tax and administrative authorities (Tax Directorate, collection agencies…).
- He/She also develops and maintains relationships with partner entities, particularly in the context of NGO coordination involving finance and donors.
3.) Supervise and Manage Admin Teams:
- He/She oversees the entire finance team, directly or indirectly. He/She writes or validates job descriptions and performs or delegates assessment interviews.
- He/She leads working meetings, arbitrates conflicts, and determines priorities and timing of activities.
- He/She participates in the recruitment of finance team members.
- He/She ensures and/or supervises ongoing training in procedures and PUI tools for national and international members of the admin/fin team, in the capital and on bases.
- He/She supports the Base Manager and Admin/Log Manager in the performance of their finance activities, in a functional, not hierarchical, relationship.
- He/She develops the action plan for the finance department according to the objectives defined in the mission’s annual program.
Team Management
Number of people to manage and their position (expatriate/local staff):
- Direct management:
- National staff: 2 assistants
- Indirect management:
Required Profile
Education
Required:
- Financial management / Accounting
Desirable:
- Project management
- Human Resource Management
- Legal knowledge (contracts, HR…)
Professional Experience
- Humanitarian
- International
- Technical
Knowledge & Skills
- Knowledge of institutional donation procedures – Required
Languages:
- French
- English
- Other (specify)
Computing:
- Office Pack (Including Excel)
- SAGA
Personal Characteristics expected (team player, match for the position and the mission):
- Great capacity to delegate
- Resistance to pressure
- Good Stress Management
- Analytical
- Organization and method
- Reliability
- Sense of responsibility
- Great listening skills, empathy
- Adaptability, priority management, practicality
- Diplomacy and ability to negotiate
- Good communication
- Honesty and thoroughness
- Ability to remain calm and level-headed
- General ability to resist stress and particularly in unstable circumstances
Compensation
Monthly Gross Income: from 2 200 up to 2 530 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI
Benefits
- Cost Covered: Round-trip transportation to and from home / mission, visas, vaccines…
- Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
- Housing in collective accommodation
- Daily Living Expenses (« Per diem »)
- Break Policy: 5 working days at 3 and 9 months + break allowance
- Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months
Job Title: Base Administrator
Location: Maiduguri, Borno
Report to: Field Coordinator
Status: Employed with a Fixed-Term Contract
Overall Objective
- The Administrator is responsible for the roll out of all administrative (financial and HR) procedures related to the base and works in close collaboration with the Administrative and Financial Coordinator in sound financial, accounting and budgetary management of the base as well as management of human resources, in compliance with the PUI and donors procedures and National and local regulations.
Tasks and Responsibilities
- Administrative and Financial Support: He/She oversees administrative and financial questions in the base, and ensures compliance with relevant procedures, with substantive support from the mission’s Administrative and Financial Coordinator (AFC).
- He/She manages Accountancy and Reporting at base level and send the relevant information to the Coordination in Juba, according to PUI calendar
- Human Resources: He/She supervises the on-site activities related to administrative and human resource management.
Specific Goals and Related Activities
1.) Ensure Financial, Budgetary, Accounting and Administrative Management of the Base:
- He/She works in collaboration with the Administrative and Financial Coordinator to set up aspects relative to finances, including budgetary, accounting and treasury elements in the base.
- He/She ensures the design and the roll out of all necessary financial and budget management tools related to the opening of the base.
- He/She ensures the proper use of these tools and procedures for financial, accounting and budget management in the base: accounting procedures, accounting records, SAGA, budget follow up, budget projections, cash forecasts, cash management and cash security.
- He/she provides to the AFC on a month bases the cash forecast based on the budget forecast and the procurement plan.
- He/she ensure that the administrative and financial archives are in compliance with internal procedures
- He/She organizes and provides training to the admin national staff on these tools and procedures. He/she makes sure that these tools and procedures are understood and applied by the national staff.
- He/She controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
- He/She is responsible for cost optimization; and uses budget tracking to achieve this; he/she ensures adequate financial resources for the running of the site and projects.
- As regards budgetary monitoring, He/She participates in team-based analysis (along with technical, and logistics management) and is responsible for detecting anomalies and proposing adjustments to the Field coordinator and to the AFC,
- He/She ensures that accounting entries are completed in compliance with internal rules, and communicated to the AFC according to the agreed calendar, after endorsement by the Field coordinator.
- Together with the AFC and the Field coordinator, he/she tracks the cash flow for his/her site, and oversees disbursements.
- Together with the AFC and the Field coordinator, he/she ensures that a system of internal oversight is in place in the base.
- He/She ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.
- He/She is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents.
- He/She provides a technical support to the base (teams) regarding financial tools.
- Together with the AFC he/she develops tools to perform the administrative service in the base.
- Under the supervision of the Administrative and Financial Coordinator, he/she organizes the preparation of the audits.
2.) Ensure Human Resource Management of the Base:
- He/She works in collaboration with the Administrative and Financial Coordinator to set up HR procedures and management tools in compliance with the labor regulations of the country of intervention and the HR policy of PUI, and monitors risks associated with HR issues in the base.
- He/She ensure the roll out of HR rules, procedures and tools related to the base opening and functioning regarding: national HR regulations, national staff contracts, procedures of recruitment, payroll operations, implementation of appropriate working conditions, HR records electronic and physical records, by-laws.
- Under the supervision of the AFC he/she ensures these rules, procedures and tools are adapted to the base.
- He/She guarantees that the recruitment procedures are respected and actively contributes to the recruitment (advertisement, applications, and interviews) of all national staff, especially during the phase of base opening
- He/She initiates and maintains a dialogue with all relevant local and national authorities regarding all HR related subjects and legislations.
- He/She ensures the administrative management of national staff, in particular, payroll operations, monitoring absences, the construction, updating and archiving of personnel files.
- He/She assumes or delegates responsibility for the induction of any new employee in the base, and ensures, in particular, that logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and well understood.
- He/She suggests possible updates to HR policy in terms of rules, procedures and tools relating to recruitment, remuneration, administrative management, disciplinary aspects and management of individual career development within the organization.
- He/She controls and monitors the implementation of tools and procedures and provides the necessary support to perform the service.
- He/She participates in the hiring process, as well as in any decisions related to the termination of employment contracts of local personnel at the site.
- He/She ensures compliance with PUI’s Internal Rules of Procedure in the base.
- He/She ensures that all local employees are subject to a written evaluation at least once per contract period and per year.
- He/She completes training programs for the local staff (logistical and administrative aspects) based on identified needs.
- He/She handles the management of interpersonal conflicts that arise on his/her site, and refers the matter to the Field coordinator, in the event that he/she is not able to resolve dispute.
- He/She is the guardian of the image of PUI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behavior consistent with the values upheld by the organization, and with full respect for the local culture.
- He/she ensure that the HR archives are in compliance with internal procedures
3.) Team Management:
- He/She design the team set-up and size according to the support needs of the base.
- He/She oversees the hiring process of the whole logistic team and participates in any decision related to the termination of employment contracts of national employees.
- He/She supervises and manages directly his/her team
- He/She guides the work of the logistics teams, tracks the realization of their objectives, and leads the mid-term and final staff evaluations.
- He/She ensures compliance with the Internal Rules of Procedure of PUI on the site.
- He/She assumes or delegates responsibility for the induction of new members of his team, ensuring the project and base context, the relevant PUI tools and policies are well understood
- He/She completes basic training programs for national employees and identifies additional training needs and sets up adequate training programs (organizational support, methodology, and technical support as the case may be organization of training sessions).
- He/She prepares the job profiles of national employees under his/her immediate supervision
4.) Ensure Reporting and Dissemination of Information:
- He/She ensures efficient flow of information to the Administrative and Finance Coordinator, and, if necessary, to the Program team, to the Logistics team, and to the Head of Mission.
- He/She drafts or participates in the drafting of reports on internal operations in all matters concerning his field of action in financial, budgetary, accounting and HR management of the mission.
- He/She supports the Field coordinator(s) in the performance of their admin activities, in a functional, not hierarchical, relationship.
- He/She sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (monthly logistical reports / Accounting/ returns on budgetary monitoring / cash flow estimates).
- He/She attends internal coordination meetings, and participates actively.
- If necessary, he/she represents the association with partners, local authorities and various actors involved in the financial, administrative, legal and human resource aspects of the mission.
Team Management
Number of people to manage and their position (expatriate/local staff)
- Direct management:
- Indirect management:
Required Profile
Training
Required:
- Financial/Accounting management
Desirable
- Project management
- Human Resources Management
Professional Experience
- Humanitarian
- International
- Technical
Required:
Desirable:
- Experience in Team Management
- At least one experience in base/mission opening
Knowledge & Skills
Desirable:
- Knowledge of procedures: institutional donors (ECHO …)
- Knowledge of PUI procedures
Languages:
- French
- English
- Other (specify)
Software:
- Pack Office
- Other (to be specified)
Desirable:
Required Personal Characteristics (fitting into the team, suitability for the job and assignment):
- Leadership skills and ability to take decisions
- Ability to work independently while taking initiatives and showing a sense of responsibility
- Organization, rigor and ability to meet deadlines
- Analytical (discernment, pragmatism) skills
- Ability to show authority, if necessary
- Capacity to adapt and showing organizational flexibility
- Ability to work and manage affairs professionally and with maturity
- Sense of diplomacy
- Strong listening, negotiation and communication skills
- Ability to work with various partners, in a spirit of openness, and with adaptable communications strategies
- Ability to remain calm and level-headed
- General ability to resist stress and particularly in unstable circumstances
- Ability to integrate local environment and to adapt to a different cultural context
Compensation
Monthly Gross Income: from 1 815 up to 2 145 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI.
Benefits
- Cost Covered: Round-trip transportation to and from home / mission, visas, vaccines…
- Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
- Housing in collective accommodation
- Daily Living Expenses (« Per diem »)
- Break Policy: 5 working days at 3 and 9 months + break allowance
- Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months
Job Title: Warehouse Program Manager
Location: Maiduguri, Borno
Duration of Mission: 6 Months
Overall Objective
- In collaboration with the Logistic Coordinator, and under the supervision of the Field Coordinator, The Warehouse Program Manager will supervise implementation and ensure proper management of the Warehouse programs in Nigeria. The Warehouse programs consist of warehousing facilities available for partner (ONGI, UN and IO….)
Task and Responsibilities
- Programs: He/She will ensure implementation and oversight of Warehouse programs under his/her responsibility. He/She coordinates the receipt, storage, and dispatch of goods/materials. He/She ensures compliance procedures and logistical tools for monitoring input / output for partner.
- Human Resources: He/She will supervise the Warehouse team (PUI employees and any day laborers).
- Logistics and Administration: He/She will oversee the logistic and administrative duties of the project(s) under his/her responsibility.
- Representation: He/She will represent the association to local partners, authorities and players involved in implementation of Warehouse programs.
- Safety and Security: He/She will assist in following safety and security rules on-base and will transmit all safety and security information to his/her supervisor.
- Strategy: He/She will assist in developing new operations as needed.
Specific Objectives and Linked Activities
Ensure Implementation and Oversight of Warehouse Program(s):
- He/She will plan activities and ensure that the activity schedule is followed. If there are major delays in project implementation, He/She will immediately inform his/her supervisor and propose solutions to remedy the situation.
- He/She will approve technical selections for the project(s).
- He/She will ensure the Warehouse program(s) under his/her responsibility are running smoothly and ensure that the objectives defined in his/her project propositions are met. Above all, he/she will follow directions given, report to his/her supervisor, report any obstacles encountered during implementation and propose improvements or changes if necessary.
- He/She will oversee implementation of monitoring and/or evaluation, depending on the needs of the project(s). He/She will analyze and transmit information collected to his/her supervisor. Depending on the project(s) and/or information collected, he/she will produce and disseminate monitoring and evaluation reports to the relevant persons.
- He/She will ensure proper archiving of all documents produced for the project(s) and that the verification sources cited in the proposals are available.
- He/She will send internal and external reports to his/her supervisor by the internal approval (SITREP) deadline and external contractual (project report) deadline.
A.) Storage:
- He / She ensures that storage sites are appropriate to the needs of partner and goods store (location, design, security, safety …) and that the procedures, management processes and tools are in place and respected .
- He / She performs weekly inventory tracking and diffuse the partners.
- He / She makes regular inventories to share with partners.
- He / She attends meetings of the logistics cluster to make a point if necessary with logistics coordinators partners to inform them of the state of stock and future supplies.
B.) Dispatch / Movements:
- He / she plans and supervises the dispatch items towards partners
- He / she organizes the flow of goods, ensures the reception quality and quantity of expected properties and performs physical checks of stored goods. He / She is attentive to expiry dates, where applicable.
- He / She ensures the proper referencing of movement / transfer documents.
- He / she transmits to the Logistics Coordinator inventory reports on a monthly basis
Supervise the Warehouse Team:
- He/She will familiarize him-/herself with PUI mission bylaws and ensure that they are understood and followed by the team.
- He/She will develop job descriptions for his/her team members, have them approved by the Field Coordinator and actively participate in recruitment (interview, testing, etc.). He/She will participate in the decision to end a team member’s work contract.
- He/She will ensure that each person is evaluated in writing at least once per contract and per year and, at a minimum, before he/she leaves the job.
- He/She will implement mechanisms for coordinating his/her own team and organize their supervision.
- He/She will identify his/her team’s training needs (organizational, methodological or technical support; training, etc.) and fulfill them.
- He/She will develop his/her team’s organizational chart and have it approved by the Field Coordinator.
Oversee Logistics and Administration of Warehouse Program(S):
- He/She will present the program needs to the Field Coordinator depending on the available budget.
- He/She will consider the mission’s time and logistics constraints as well as the program’s purchasing procedures to ensure that his/her request is realistic given the time needed to obtain supplies.
- He/She will assist in analyzing vendor offers for purchases with highly technical specifications and carry out the necessary compliance tests.
- He/She will actively participate in developing invitations to tender, in cooperation with the mission’s Logistics Coordinator if necessary.
- He/She will communicate to the Field Coordinator weekly his/her needs in terms of vehicles and communication equipment and materials for program implementation.
- Each month, he/she will provide the Field Coordinator with all the information necessary to develop provisional funding for his/her program(s).
- Each month, he/she will have an updated budget follow-up for the programs under his/her responsibility, and he/she will assist in analyzing it, detecting any discrepancies and proposing adjustments to the Field Coordinator.
Represent PUI to Warehouse Player:
- He/She will represent the association to local players involved in implementation of Warehouse programs and ensure that good relationships are maintained with each of them (within PUI’s principles of neutrality and independence).
- With the agreement of the base owner, he/she will attend and actively participate in any coordination meetings held on Warehouse matters.
- In the event of visits by Donors, he/she will actively help prepare for and assist in the visit.
Ensure the Safety of Person and Property:
- He/She will ensure that the safety and security plan is understood by the team under his/her responsibility and that the safety and security rules are followed.
- He/She will help collect information on the safety and security of his/her region of operations and send it to the Field Coordinator regularly or ad hoc in case of emergency.
- He/She will ensure that the project(s), methodology and selection criteria do not endanger aid recipients, PUI members or anyone else. He/She will immediately alert the Field Coordinator if teams or aid recipients are in danger.
- He/She will ensure that his/her team members and any day laborers have the proper safety equipment for their activities (for example, helmets, safety shoes, protective vests, gloves, etc).
Contribute to the Developoment of New Proposition:
- Along with the Field Coordinator, he/she will help identify Warehouse needs.
- When developing new operations, he/she will help the Field Coordinator prepare the Warehouse portion of project propositions.
- He/She will help develop the mission’s strategy.
Team Management:
Number of people to manage and their position (expatriate/local staff)
- Direct management
- Indirect management
Other Interfaces:
Required Profile
Training
- Logistic + Project Management
Professional Experience
- Humanitarian
- International
- Technical
Knowledge and Skills
Required:
- Understanding of project management
- Team Management
- Communication/Collaboration
- Warehouse/transport Management
Desirable:
- Understanding of institutional donor (OFDA, ECHO, UN agencies, etc.) procedures
Language
- French
- English
- Other (please specify)
Software:
- Pack Office
- Other (to be specified).
Required Personal Characteristics (fitting into the team, suitability for the job and assignment):
- Ability to work independently and with a sense of initiative and responsibility
- High stress tolerance
- Diplomatic and open-minded
- Good analytic ability
- Ability to organize and manage priorities
- Ability to make proposals and find solutions
- Ability to work and manage people in a professional and mature manner
- Ability to take into consideration the local environment and its political, economic and historical aspects
Salary Package
Month Gross Income: from 1 815 up to 2 145 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI.
Job Title: Medical Coordinator
Location: Maiduguri, Borno
Report to: Head of Mission
Overal Objectives
- The Medical Coordinator is responsible for the success of the mission’s medical strategy and the quality of current and future medical programmes at the definition, implementation and evaluation phases.
- He/She provides support to health programme managers who report to them on the basis of a dotted-line relationship.
- In the context of health activities opening, the Medical Coordinator strongly support the team for the development and the implementation of medical protocols according to the national and international recommendation in order to insure the quality of medical care provided in the primary health centre facility and the Mobile Health Clinics supported by PUI.
Task and Responsibilities
- Strategy: Working alongside the Head of Mission and cooperating closely with the field coordinator, he/she contributes to the development of new medical initiatives for the mission. He/She carries out epidemiological monitoring for the country and analyses strengths and weaknesses from the point of view of public health.
- Programmes: He/She ensures that medical programme(s) are in line with PUI’s health policy and monitors them for quality and efficacy.
- Representation: He/She represents the association to partners, authorities and local stakeholders involved in implementing medical programmes. He/she actively attend health working group and coordination mechanisms for health intervention.
- Human Resources / Training: He/She support the medical team (PUI employees), provides regular capacity building and trainings according to the needs, provides support to programme managers for recruiting technical staff and supervises technical training activities on the basis of identified needs.
- Logistics and Administration: He/She ensures the activities for which he/she is responsible comply with logistical and administrative procedures.
- Safety: He/She contributes to compliance with safety rules within the mission and communicates any safety-related information to the Head of Mission. He/She ensures healthcare is provided for expatriate staff involved in the mission.
Training and experiences
Formation:
- Medical training OR Paramedic training
- Public health
- Medical internship
Experience:
- Humanitarian
- International
- Technical
Knowledge and skills:
- Good written communication skills
- Knowledge of project management
Software:
Required Personal Characteristics
- Ability to work independently, take the initiative and take responsibility
- Resilience to stress
- Diplomacy and open-mindedness
- Good analytical skills
- Organisation and ability to manage priorities
- Proactive approach to making proposals and identifying solutions
- Ability to work and manage professionally and maturely
- Ability to integrate into the local environment, taking account of its political, economic and historical characteristics
Languages:
- Required: English
- Desirable: French
Proposed Terms
Employed with a Fixed-Term Contract – 12 months
Minimum duration of commitment: 12 months
Starting date: November 2016Salaire / Indemnité
Monthly gross income: from 2 200 up to 2 530 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI
Cost covered: Round-trip transportation to and from home / mission, visas, vaccines…
Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
Housing in collective accommodation
Daily living Expenses (« Per diem »)
Break Policy: 5 working days at 3 and 9 months + break allowance
Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months
Job Title: Technical Health Manager (PHCC)
Location: Maiduguri, Borno
Duration of Mission: 12 Months
Overall Objective
- The Technical Manager for Health supervises the implementation of medical activities in the Primary Health Care Center (PHCC) supported by PUI.
Task and Responsibilities
- Programs: He/She ensures proper implementation and monitoring of medical program falling under his/her responsibility, while observing PUI’s health policy.
- Human Resources: He/She supervises the Medical Team of the PHCC supported by PUI (PUI salaried employees and, as the case may be, daily paid workers).
- Logistics and Administration: He/She ensures compliance of activities falling under his/her responsibility with logistical and administrative procedures.
- Representation: He/She represents the association before partners, authorities and local actors involved in the implementation of medical programs.
- Safety: He/She contributes to efforts aimed at ensuring compliance with safety rules at the site, and transmits all information relating to safety concerns to his/her immediate supervisor.
- Strategy: He/She contributes to the development of new interventions on the basis of identified needs.
Specific Objectives and Linked Activities
Ensure Implementation and Monitoring of Medical Program/s:
- He/She ensures that beneficiaries and local populations understand the project objectives and participate actively in their implementation.
- He/She plans activities and ensures that activity timelines are met. In the event of serious delays in project implementation, he/she immediately informs his/her supervisor and proposes solutions to remedy the situation.
- He/She works in close collaboration with the Medical Coordinator (or the Medical Department) on the medical strategy for projects, the quality of activities, the technical choices to be made, and reporting obligations.
- He/She ensures the proper functioning of medical programs falling under his/her responsibility, and ensures compliance with goals defined in the project proposal/s. Notably, he/she tracks the performance indicators defined, reports on progress to his/her immediate supervisor, signals any difficulties encountered in project implementation, and proposes improvements or reorganization on an as needs basis.
- He/She ensures that proper medical protocols are implemented according to international and national recommendations and guidelines.
- He/She ensures follow-up and analysis of epidemiological data, in collaboration with the Medical Coordinator.
- He/She undertakes needs assessments of programs in relation to medical equipment, medications and medical consumables.
- He/She ensures the implementation of monitoring and/ or evaluations, according to the defined needs of the project/s. He/She undertakes analyses and transmits the data collected to his/her immediate supervisor, and to the Medical Coordinator. Depending on the needs of the projects and/or the data collected, he/she produces and disseminates reports of the monitoring and evaluation exercises to the relevant people.
- He/She ensures proper archiving of all the documents, tools and training materials produced in the context of project/s and ensures the availability of the verification sources mentioned in the proposals.
- He/She transmits the internal and external reports to his/her immediate supervisor and to the Medical Coordinator while making sure to meet the internal deadlines for endorsement (Situation Report) and the external contractual deadlines (project reports). He/she contributes to the monthly report of the mission and to the quarterly report of medical activities to be transmitted to the Medical Department.
- He/She must guarantee the appropriateness of programs and their respect for the health policy and framework of operations of PUI. He/she submits any requests for advancement into new medical activities to the Medical Coordinator or to the Medical Department at Headquarters.
Supervise the Medical Team:
- He/She familiarizes himself/herself with the Internal Rules of Procedure of PUI for the mission, and ensures that they are known and respected by the team.
- He/She prepares job profiles for members of the team, has them endorsed by the Field Coordinator, and participates actively in the hiring process (interviewing, testing, etc), as well as in any decisions related to the termination of employment contracts of team members.
- He/She ensures that each person is subject to a written evaluation at least once per contract period and per year, and at a minimum before leaving office.
- He/She creates coordination mechanisms specific to the team, and ensures proper supervision.
- He/She identifies the training needs of the team and addresses them (organizational and medical support, methodology, organization of training sessions…)
- He/She constructs the organizational chart of the team, and has it endorsed by the Base Manager.
Ensure Logistical and Administrative Support for Medical Programs:
- He/She addresses his/her needs for medications, medical consumables and equipment to the Field Coordinator, and in line with available budgets. He/she takes into account the time and logistical constraints of the mission, as well as the purchasing rules specific to the programs, in order to ensure that his/her requests are realistic in light of procurement timelines. He/She contributes to the analysis of supplier of bids for purchases with highly technical specifications.
- He/She participates actively in the preparation of calls for tender, as the case may be, in collaboration with the Logistics Coordinator and the procurement officer at Headquarters.
- In coordination with the Medical Coordinator, he/she ensures, appropriate storage of medications, medical consumables or equipment specific to his/her program(s).
- He/She communicates to the Field Coordinator on a weekly basis his/her needs related to vehicles and communication equipment for the implementation of program(s).
- In coordination with the Field Coordinator, he/she organizes the logistical components of his/her programs (delivery, distribution, on-site storage, etc).
- On a monthly basis he/she provides the Field Coordinator with all information necessary for the development of cash flow estimates specific to his/her program(s).
- He/She ensures that the monthly budget tracking of the program(s) falling under his/her responsibility is up-to-date, participates in analyses, detects possible anomalies, and proposes adjustments to the Field Coordinator.
Ensure the Representation of PUI Before Healthcare Providers:
- He/She represents the association before local actors involved in the implementation of medical programs, and ensures that good relations are maintained with each of them, (consistent with the principles of neutrality and independence of PUI).
- In agreement with the Field Coordinator and Medical Coordinator, he/she attends coordination meetings on relevant medical matters when they take place, and participates actively.
- In the event of visits from Donors, he/she participates actively in the preparation and the smooth organization of the visit.
Ensure the Safety of Property and People:
- He/She ensures that the safety plan is known by the team falling under his/her responsibility, and that safety rules are respected.
- He/She contributes to data collection on safety issues in his/her field of operations and disseminates them to the Head of Base regularly or on an ad-hoc basis if urgent.
- He/She must ensure that project/s, methodologies, or selection criteria do not place beneficiaries, PUI staff or any other persons in harm’s way. He/she alerts the Field Coordinator without delay, in case of impending danger to teams or beneficiaries.
- He/She ensures that members of his/her team and daily paid workers as the case may be, are provided with safety gear adapted to their activities (for example: PEP kits[post-exposure treatment kits], gloves…)
Contribute to the Developoment of New Proposals:
- He/She participates in identifying health-related needs in coordination with the Field Coordinator and the Medical Coordinator or the Medical Department at Headquarters.
- In the context of identifying new operations, and together with the Field Coordinator, he/she contributes to the preparation of project proposals for the Health sector.
- He/She participates in the strategy development of the mission.
Team Management:
- Number of people to manage and their position (expatriate/local staff)
- Direct management: Health staff at the PHCC (local staff)
- Indirect management:
Other Interfaces:
- Internal: functional link with the Medical Coordinator, work in collaboration with Mobile Clinics Unit Program Manager and with the Reproductive Health Officer, and the Nutrition Officer
- External: other health stakeholders
Required Profile
Training
Essential:
- Registered Nurse
- Residency in Medicine
Desirable:
- Medical Degree
- Bac + 5 Pharmacy
- Public Health
- Project Management
Professional Experience
- Humanitarian
- International
- Technical
Knowledge and Skills
Essential:
- Good writing skills
- Knowledge of Project Management
Desirable
- Knowledge of procedures: institutional donors (OFDA, ECHO, AAP, UN agencies…)
Language
- French
- English
- Other (specify)
Software:
- Pack Office
- Other (specify
Required Personal Characteristics (fitting into the team, suitability for the job and assignment):
- Ability to work independently while taking initiatives and showing a sense of responsibility
- Ability to withstand pressure
- Sense of diplomacy and openness of spirit
- Analytical skills
- Organization and manage priorities
- Good brainstorming and trouble-shooting skills
- Ability to work and manage affairs professionally and with maturity
- Ability to integrate the local environment into operations, in its political, economic and historical dimensions
Salary Package
Month Gross Income: from 1,815 up to 2,145 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI
Application Closing Date
30th November, 2016.
How to Apply
Interested and qualified candidates should send their Applications (Resume and Cover Letter) to “Romain Gautier, Human Resources Officer” for Expatriates at:[email protected] with the following subject: “HealthPMPHCC-NGA”.
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