Project Administration Manager – OBO-RCA – M/F At ALIMA

ALIMA PRESENTATION

THE ALIMA SPIRIT: ALIMA’s purpose is to save lives and care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation and the alliance of organizations and individuals. We act with humanity, impartiality and respect for universal medical ethics . To access patients, we are committed to intervening in a neutral and independent manner.

THE VALUES and PRINCIPLES of our action, included in our CHARTER:

1. Patient First
2. Revolutionizing humanitarian medicine
3. Responsibility and freedom
4. Improving the quality of our actions
5. Trust
6. L’intelligence collective
7. Environmental responsibility

CARE – INNOVATE – TOGETHER: Since its creation in 2009, ALIMA has treated more than 13 million patients in 15 countries, and is now deploying its operations in 12 African countries and Haiti. In 2022, we developed 62 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects are carried out in support of national health authorities through nearly 511 health structures. We work in partnership, in particular with local NGOs, whenever possible to ensure that our patients benefit from expertise, whether in their country or in the rest of the world. In addition, to improve the humanitarian response, we are conducting operational and clinical research projects, particularly to combat malnutrition and viral hemorrhagic fevers.

OUR PROJECT THEMES: Malnutrition, Sexual and reproductive health including gender-based violence, Primary and secondary health, Pediatrics, Malaria, Epidemics (Hemorrhagic fevers, meningitis, Cholera, Measles, Dengue, COVID-19).

THE ALIMA TEAM: more than 2,000 people currently work for ALIMA. The field teams, closest to the patients, receive their support from the coordination teams generally based in the capitals of the countries of intervention. These receive support from the 4 desk teams and the emergency and openings service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working on fundraising and representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as the medical NGOs BEFEN, ALERTE Santé, SOS Médecins / KEOOGO, AMCP, the research organizations PACCI, INSERM, the Universities of Bordeaux or Copenhagen, the NGO Solidarités International and many others.

OUR COUNTRIES OF INTERVENTION: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, Sudan, Mauritania, Ethiopia, Haiti.

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender-based and sexual violence as well as towards inaction in the face of alleged or proven acts of violence. The protection of those benefiting from and impacted by our intervention is our top priority in everything we do. Anyone collaborating with ALIMA commits to:

• Respect the charter, the code of conduct, institutional policies including the policy of protection against abuse of power and sexist and sexual violence, the policy of prevention of corruption and fraud;
• Report any violation of policies, documents, framework and procedures to a superior or referent.

ALIMA in RCA

The 2013 crisis in the Central African Republic (CAR) significantly weakened all pillars of the country’s health system. In CAR, for every 100,000 live births, more than 882 women die (WHO, key country indicator), a rate almost twice the average rate in Africa. The country is also considered the second riskiest place in the world to give birth. Indeed, regarding neonatal mortality, out of 1,000 infants born in 2016, 42 died before the end of their first month of life (UNICEF, 2018).

In September 2019, two new projects were opened in the Haut-Mbomou prefecture, in the southeast of the country, where ALIMA teams are supporting two hospitals in Zemio and Obo. The rehabilitation, establishment of surgical activities and medical support thus enable host, displaced, returnee and refugee populations to have access to quality care in this medical desert.

Since the beginning of 2024, ALIMA has been providing medical-nutritional and emergency support in 11 health districts, notably in Boda, Begoua, Bimbo, Berberati, Carno, Bocaranga Koui, Ngaoundaye, Paoua, Kemo, Bamingui Bangoran and Haut-Mbomou, for vulnerable populations.

MISSION & PROJECT LOCATION: OBO – RCA

ALIMA has been in Haut-Mbomou since 2019, where it supports hospitals in OBO and Zemio as well as around ten peripheral health facilities and mobile clinics thanks to funding from BEKOU/RELSUD, BHA, UNICEF, FH, CDCS, Grands Challenges Canada, etc. The Haut-Mbomou prefecture is characterized by very difficult access due to its distance from the capital Bangui, the very poor state of the roads, and the insecurity that reigns there. The HNO 2023 ranks the prefectures of Zemio and Obo at level 3 out of 5 in terms of severity of health needs.

The OBO project currently has three ongoing financing contracts supported by three donors including FH and RELSUD which will end respectively on December 10 and 31, 2024, as well as BHA 2024 which will end in July 2025.

Current projects/financing contracts:

1. The project “Strengthening the capacities of local stakeholders in the Haut-Mbomou health district in the management of the health of vulnerable populations” whose general objective is to “Reduce mortality and morbidity by improving the supply and access to quality health care for populations by strengthening the Haut-Mbomou DS”. It is financed by the BEKOU / RELSUDE funds in Obo and Zemio from 2019 until December 31, 2024.
2. The project of “Emergency medical and nutritional assistance for host populations and displaced persons in the Haut-Mbomou prefecture” whose general objective is to “contribute to the reduction of mortality and morbidity of populations affected by the crisis in Haut Mbomou”. It is financed by the Humanitarian Fund in Obo and Zemio from December 2023 until December 10, 2024
3. The project “Emergency response to strengthen access to health care for displaced persons and host populations affected by the crisis in the Haut-Mbomou prefecture” whose general objective is to “contribute to the reduction of mortality and morbidity of populations affected by the crisis in Haut Mbomou”. It is funded by BHA/USAID in Obo and Zemio from 2023 to July 2025.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: As part of his/her duties, the incumbent will be required to visit programs and be in contact with children and/or vulnerable adults. Consequently, a criminal record check or the presentation of a certificate of good character will be necessary. In situations where it is not possible to provide a criminal record or a certificate of good character, a sworn statement will be requested.

FUNCTIONAL AND HIERARCHICAL LINKS

He/she reports to the Project Coordinator (line manager) and to the Finance and HR Coordinator (technical managers).

He/She supervises 1 maintenance/housekeeping agent and 1 cook.

He. She collaborates with the project team.

MISSION AND MAIN ACTIVITIES

The RAP person’s general objective is to ensure the administrative management, human resources and financial resources of the project in accordance with the legal obligations, policies, standards and procedures of ALIMA and its donors.

He/she is responsible, on the one hand, for organizing the administrative management of personnel (national and international) and supervising its qualitative management, and on the other hand, for declining, valuing and managing the financial resources necessary for the implementation of operational decisions.

MAIN MISSIONS AND ACTIVITIES

In its various areas of intervention, the RAP person must ensure:

• Compliance with ALIMA FIN/HR admin rules and procedures decided for the country.
• On the good functional organization of the FIN/HR resources of the project.
• Monitoring the use of resources (financial, HR and materials) for the project.
• On the adequacy in number, skills and assignments of HR for the project.
• To support and supervise your team.

Project accounting management.

• Ensure the application of project fund security rules in compliance with procedures and the readability of expenditure.
• Implement procedures on money security (management of cash registers, transfers, advances), on the commitment of expenses (purchasing procedures, validation and organization of payments, monitoring of regular payments, etc.).
• Ensure accounting assignments (accounting codes, project codes, lessor codes).
• Management of project funds and banks.
• Accounting recording, classification of accounting documents, completion of monthly accounting closing, and monthly sending of accounting documents in coordination.
• Reception of corrected accounting by the finance coordination, analysis of discrepancies, taking corrective actions, etc.

Project cash flow management.

• Ensure a constant level of cash flow necessary for the execution of project activities:
• Tracking cash and safe balances on the project.
• Knowledge of the supply chain, analysis of financial risks.
• Anticipation of expenses and monthly cash flow request.
• Proposal of minimum balances required for the project fund.
• Ensure security measures for the movement of funds and adjust if necessary depending on the context.

General management of the project’s material and immaterial resources.

• Establish the elements necessary for monitoring the use of material resources.
• Administrative management of structures and vehicles (choice, organization, contracts, stewardship, insurance, etc.).
• Participation in the development of the framework for supplying Log materials and medicines for the project.
• Collection and analysis of non-budgetary management information (activities, consumption, donations, etc.).
• In conjunction with activity managers, create and analyze resource management indicators to ensure the use of funds in accordance with financing contracts and proposed corrective measures.
• Maintains the administrative archives of the project.

Project budget management.

• Collects all necessary information regarding project activities and resources.
• Participates, under the responsibility of the CoFin, the CoRH and the Project Coordinator, in the formatting and budgetary translation of the project resource management elements.
• Analysis, in conjunction with the Coordinators, of general and specific monthly budget monitoring (analytical axes), possible alerts, proposals for corrective actions, and reporting to the Finance and HR Coordinator.
• Develops the project forecast by financing contract, monitors and alerts the Coordinators in the event of a Gap

Administrative management of personnel

• Ensures management of payroll and social security contributions:
• Responsible for the monthly payroll of the project’s national staff employees.
• Responsible for updating personnel files and archiving them electronically.
• Under the responsibility of the HR coordinator, ensures the distribution of HR reference documents to staff and compliance with principles (internal regulations, HR policies including the policy of protection against abuse of power and sexist and sexual violence).
• Ensures the management of employment contracts and their monitoring:
• Edition of employment contracts for national staff through the Homer database.
• Transmission of copies of national staff employment contracts to the ACFPE for validation.
• Ensures the declaration of national project personnel to the CNSS.
• As part of the management of employment contracts, maintain good collaboration with the labor inspectorate within its jurisdiction.
• Ensures the follow-up of all administrative events of the staff (paid leave, illness, circumstances, etc.)

Project recruitment management.

• Ensures recruitment processes:
• Is responsible for recruitment and monitoring of recruitment procedures on the project.
• Ensures the HR and administrative part of the recruitment of its projects according to the ALIMA recruitment policy in force in the mission, calls on the HR coordinator in case of doubt or blockage.
• Participate in national staff recruitment interviews (HR interview).
• Adapts the job profiles of the project’s international staff.

Qualitative management of project personnel.

• Ensures that the composition of the teams is guaranteed:
• Ensures regular updating of organizational charts and is a driving force in any potential reorganizations.
• Helps to create job descriptions and ensures that they are updated by team managers.
• Monitoring of individual skills assessments:
• Reminds team leaders to take stock with their colleagues before the end of the contract.
• Ensures that the supporting document used for the assessment is the last one shared by the coordination.
• Participate in the development of a training plan for project staff.
• Responsible for organizing and monitoring the project’s training plan.

Internal communication and staff representation

• Disseminate information to staff about ALIMA’s association.
• Organize project staff meetings.
• Participates in resolving conflicts at work in collaboration with project and HR coordinators.

Implementation of protective measures against abuse of power, sexist and sexual violence.

• Participate in project training and awareness sessions.
• Applies standards relating to the prevention of abuse.
• Ensures that staff attend training and awareness sessions and apply abuse prevention rules.
• Helps create and maintain a nurturing and protective environment.

EXPERIENCES AND SKILLS

Experiences:

You have at least 3 years of experience in a similar position with the same volume of activity (budget of at least €1 million) and in a comparable intervention context (humanitarian, medical). You have experience in team management and staff development.

Formation :

You hold a higher education degree in administration, financial management and/or human resources management desired. You have a perfect command of the MS Office package, in particular Excel and a good command of SAGA and Homer important assets.

Candidate qualities:

You have good analytical, organizational and listening skills. You have a critical mind and demonstrate the power of proposal. You are rigorous, autonomous and curious. You demonstrate flexibility and stress management. You have the ability to work in a team in multicultural contexts.

LANGUAGES

A command of French (reading, writing, speaking) is essential.

CONDITIONS

Duration and type of contract: 6-month fixed-term contract under French law with possibility of extension

Start date: As soon as possible

Salary: SALARY according to level + EXPERIENCE valuation + PERDIEM

ALIMA supports:

• Travel costs between the expatriate’s country of origin and the place of assignment
• Shared accommodation at the project’s base camp.
• 2.08 days of leave per month.
• Daily per diem.
• Medical coverage from the first day of contract to one month after the departure date from the mission country for the employee and their dependents.
• The policy of a break every 3 months (for 6 months of mission)
• Evacuation for the employee