Finances & Logistics Coordinator

JOB ANNOUNCEMENT 

Finances & Logistics Coordinator – M/F Palestine 

West Bank 

Founded in 1993, Médecins du Monde Switzerland is a medical association of international solidarity that is part of the Médecins du Monde network. We provide sustainable access to health care for people in vulnerable situations in Switzerland and around the world.   

MdM Switzerland, has been working in the occupied Palestinian territory (oPt) since 1994 in the sector of Mental Health and Psychosocial Support (MHPSS), implementing emergency and development interventions, focusing on victim of occupation-related violence, children and detention, suicide prevention and management, strengthen of access to mental health cares at national and community level, and advocacy initiative.   

MAIN OBJECTIVE 

Coordinate and manage the financial, accounting, budgetary, and logistics aspects of the mission in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission. 

SPECIFIC OBJECTIVES 

• To define, adapt, plan and supervise the implementation of the mission’s human resources frameworks, procedures and policies while respecting the local context, local legislation and MdM policies and values.  
• To plan, centralise, coordinate and supervise the financial management and financial administration of the mission (budget, accounting, bookkeeping, reports, donors, local audits, financial and administrative legal obligations, etc.) in line with MdM timescales, policies and procedures. 
• To define, plan and implement all supply activities and technical logistics for a mission. 
• To ensure the appropriate balance between resources and needs, the budget, compliance with MdM standards, protocols and procedures in order to facilitate the establishment of the mission and projects 
• To lead a team and/or support partners. 

• To provide technical support to operational staff on financial management of the mission. 

POSITIONING IN THE STRUCTURE 

• Direct supervision by the General Coordinator in the oPt 
• Technical supervision by the International Programmes’ Support Manager at HQ 
• Direct supervision of the Administrative Assistant and the Logistics Assistant 
• Regular interactions with the HR Coordinator and programme’ staff 

MAIN DUTIES AND RESPONSABILITIES 

The Finance & Logistics Coordinator will contribute to the development and the implementation of MdM-CH Support strategy to programs, at mission level, including Finance and Logistics, in close collaboration with the Administrative & HR Coordinator. 

Finances 

• Ensure the MdM financial procedures and processes are implemented and adapt them following the mission needs and in coordination with the HQ. 
• Coordination of the preparation of a monthly/annual budget (forecasts and actual) with operational teams (MdM and/or partners), check, consolidate and finalize. 
• Check the mission’s accounting (checking accuracy and consistency), close and submit the accounts. 
• Definition, monitoring and control implementation of cash-flow management for the mission (minimum level of cash, update bank accounts and mission reserves, internal transfers) 
• Development, check and control the consistency of requests for cash supplies (annual and monthly) 
• Production of amendments and financial reports, monitoring donor contracts and their consumption, proposition of amendments if necessary 
• Production, check, update and control compliance with financial plans (analytical code allocations) 

• Alert operational staff and line managers to any discrepancies in consumption and financial risks 
• Directly or by delegation manages MDM bank accounts of the mission. 
• Provide support during projects/donor’s internal/external audits. 
• Coordinate with GenCo, HR Coordinators and Field Coordinators the allocation of the activities needs in accordance with MDM codification and budget allocation. 
• Contribute to proposal writing being responsible of budget creation in line with donor’s templates and regulations. 
• Lead meetings and ensure coordination regarding all new financing contracts, from the kick off meeting to the final audit. 

Logistics  

• Planning and budgeting for logistical needs (supply chain, vehicle fleet, equipment, programme logistics) in relation to the programmes’ identified needs 
• Capitalizes the administrative and logistics experience available in the field, reinforce the proper application and harmonization of procedures in East Jerusalem, West Bank and Gaza, to ensure all bases use the same supply and log processes and templates. 
• review and validate that procurement plans done by programme, with the support of logistics department, on regular basis or following the implementation needs.  
• Keep up to date all the procurement tracker tools 
• Monitoring goods management contracts and any contracts relating to the relevant activities 
• Ensure a proper inventory management in all bases 
• Ensure strategic planning and operational management of the transportation means at mission level, in coordination with the Field and General Coordinators.  
• Supervision and/or carrying out the installation and maintenance of operating office areas and accommodation areas 
• Definition, update and monitoring IT material and maintenance (computers, software, back-ups, etc.) and communication equipment as well as establish a shared information network on the mission 
• Training of local teams and provide technical support for all logistical and technical support issues for the mission 

Management 

• Management of a team (information, setting objectives, monitoring activities, managing leave, recruitment, discipline, security, training, skills management) 
• Planning and monitoring of activities linked to her/his field of work and implement corrective action where necessary 
• Ensure smooth coordination with the other Country Management Team members, for the most effective and efficient resources optimization and coverage of the operational needs.   

Security  

• Apply and respect MdM security rules, under the responsibility of the General Coordinator or following its delegation.  
• Provide inputs, when needed or requested, to the General and Field Coordinators, regarding security or safety related issues. 

Other  

• Develop strategies of the finance and logistics Department, to help the mission evolution. 
• Ensure effective and prompt coordination and communication with the counterparts of the other MdM chapter in oPt, for ad hoc projects or for finance and logistics issues. 
• Contribute to the drafting of the internal periodical and ad hoc reports 

Jobs.ps, Ltd. All Rights Reserved.

SKILLS & KNOWLEDGE:   

• Excellent use of Excel and the Microsoft Office Pack   
• Excellent communication skills, listening and diplomacy skills  
• Ability to provide guidance and foster good team dynamic 

• Pedagogy and organizational skills 
• Good writing and ability to communicate effectively with informants and contacts from widely-varied organizations and agencies 
• Ability to work in emergency context with strong security rules 
• Ability to work quickly, under pressure, and with short deadlines 
• Technical skills in security, supply chain, stock, team management, IT 
• Technical skills in accounting, budgeting, compliance, reporting, archiving and treasury management 
• Must demonstrate flexibility to adapt to changing requirements 
• Driving licence is an added value  
• Organise and prioritise activities.  
• Fluent English and Arabic mandatory, French is an asset 

QUALIFICATIONS & EXPERIENCES:   

• Master’s degree in business administration, finances, accounting or management 
• Prior solid experience at financial and logistics coordination and country coordination level mandatory.  
• At least 3 years relevant professional experience in similar roles in humanitarian programs 
• Proven experience liaising with donors and state different ministries 
• Knowledge of the humanitarian environment and international donors guidelines 
• Planning and financial management with complex funding, shared costs and cofunding  
• Proven experience managing teams of more than 3 persons 
• Experience in working in volatile security context 
• Experience in clearance and supply chain management 

• Experience in capacity building and trainings  
• Experience with a healthcare organization is an asset  
• Experience in remote management techniques 
• Proven experience in effective relationship between support and program departments 
• Experience in department structuration is an asset 

CONDITIONS:  

• The position is based in Bethlehem, with visits to East Jerusalem  
• Contract Duration: 7 months renewable, with 3 months' probation period.  
• Working Hours: Standard office working hours from Sunday to Thursday. 

Interested applicants should send a detailed CV and motivational letter in English to: [email protected] titled “Administrative & Logistics Coordinator" before 28/12/2023