Job offer: Local Contract Support Services Coordinator (Ouagadougou, Burkina Faso) At Doctors of the World

1. Context of intervention

Médicos del Mundo (Doctors of the World Spain) is an international humanitarian organization whose mission is to provide medical care to the most vulnerable populations worldwide, including in Spain. It seeks to stimulate the voluntary commitment of doctors, other health care providers and those whose expertise in other areas is necessary for its activities, to obtain all the competent support necessary for the realization of its projects and to seek at all times to foster close working relationships with the populations it cares for.

MdM Spain has been present in Burkina Faso since 2002. MdM Spain is currently carrying out projects in 4 regions of Burkina Faso: Sahel, Centre Nord, Centre and Hauts Bassins, through two projects, one of which is an emergency project focusing on medical care for malnutrition and WaSH in Nut for displaced people and host populations, and the second, a development project focusing on sexual and reproductive health rights for young people and adolescents.

1. Position in the organization

Line manager :

Country Coordinator

Functional links:

Headquarters Technical Officer, Headquarters Financial Officer, Program Coordinator, Security Manager

Team under his hierarchical supervision:

Administrative, Financial and HR Manager, Logistics Manager, Field Managers

1. Responsibilities

The main objective of the Support Services Coordinator position is to ensure the effective and efficient functioning of the Burkina Faso mission of MdM Spain, through all support functions such as finance, administration, HR and logistics, at the national and base levels. He will ensure the coordination of these functions in order to meet the needs of the program.

The Support Services Coordinator is a member of the mission coordination team.

As Support Services Coordinator, you will be responsible for the hierarchical supervision and management of the aforementioned team and the technical supervision of the finance, administration, HR and field manager teams in Ouagadougou and the bases for:

• Financial management of the mission (budget preparation, budget monitoring, accounting, treasury, etc.)
• Management of the mission’s human resources, and in particular the administrative framework for managing national personnel (salaries and contracts)
• Administrative management of the mission
• Logistics management of the mission

While ensuring compliance and application of MdM-E rules and procedures and specific donor procedures, reporting according to the deadlines of internal and external deliverables, and on the other hand, capacity building of the teams for which you have technical and/or hierarchical supervision.

• Responsible for recruiting, training and supervising the administrative team

1. Financial management of the mission

• Ensure that the accounting process is efficient and accurate, providing an adequate level of verification and segregation of duties;
• Ensure the development, monitoring and compliance with the cash flow forecast;
• Coordinate effective cash management, particularly to ensure the smooth running of operations and maintain control over risks;
• Ensure the development and regular updating of budget monitoring;
• Ensure monitoring of financial relations with the lessor (payments, reimbursements, financial reports, etc.);
• Participate in the development of new projects, for the financial, administrative and HR part;
• Ensure the proper implementation and compliance with MdM-E rules and procedures and compliance with donor procedures, ensuring that they are aligned with legal requirements and within the national legal framework, and designing or adapting relevant local policies, procedures and tools for optimized management of the mission’s financial resources;
• Provide regular and adequate indicators to monitor the financial situation of the mission and provide relevant cost analysis, regular monitoring of expenditure against the budget, analyze deviations and suggest corrective actions if necessary;
• Prepare audits and coordinate responses to auditors;
• Work closely with project managers.

1. Human Resource Management

• Ensure compliance with various internal HR procedures;
• Ensure compliance with the legislative framework on HR management;
• Ensure the application and possible updating of internal HR management documents (internal regulations, conditions of engagement, salary scale, etc.);
• Ensure the administrative management of HR and monitoring of personnel movements (recruitment, leave, end of contract, etc.);
• Ensure that annual assessments are implemented;
• Ensure the smooth running of the recruitment process;

1. Administrative management

• Ensure the correct administrative and accounting documentation of the mission;
• Ensure the administrative compliance of the mission with Burkinabe texts, donor rules/procedures and those of MdM-E;
• Ensure data archiving and documentation of ongoing and closed projects;

1. Logistics management

• Ensure the provision of goods and services to ensure the smooth running of operations;
• Manage the various mission resources (equipment, operating services, project-related services, etc.);
• Ensure the development and monitoring of purchasing plans, and ensure compliance with current purchasing procedures;
• Participate in supporting and training all MdM staff in understanding and applying the purchasing procedure and its tools;
• Ensure the monitoring of MdM-E standard logistics procedures and supervise their application in accordance with the legislation and regulations of donors;
• Ensure proper management of the vehicle and equipment fleet;
• Write the various reports related to logistics: monthly logistics report, lessor reports, etc.;
• Participate in the development of new projects, for the logistics part;
• Participate in the development and updating of supplier lists, price lists, etc.;
• Support the bases in the management of premises, offices, houses and pharmacies;
• Analyze and monitor markets.

Candidacy

1. Candidate profile

Training

• Higher education (bac +4/5) in Economics, Accounting/Finance compulsory;
• Higher education in administration, human resources, logistics or equivalent would be a plus.

Required experience and skills

• Demonstrated professional experience of at least three (03) years in a similar position;
• Professional experience of at least four (04) years in budget management;
• Work experience within an NGO;
• Professional experience in another country is an asset;
• Work experience in the Centre-North and/or Sahel region, within an international NGO is an asset;
• Good knowledge of donor mechanisms and procedures;
• Good knowledge of supply chain management;
• Good knowledge of the financial, administrative system and labor law in Burkina Faso;
• Excellent knowledge of IT tools (Word, Excel, Power Point, accounting/management and payroll management software);

Required skills and qualities

• Organizational and priority management skills;
• Flexibility, sense of anticipation and autonomy in work;
• Team management and development;
• Ability to work in a team and by objectives;
• Communication skills, team spirit;
• Ability to work under stress;
• Perfect command of French, spoken and written, and English desirable;
• Interest and motivation to work in an NGO while respecting its values ​​and principles.

1. Terms

• Remuneration : In accordance with the MdM-Espagne Burkina-Faso salary scale according to profile and experience;
• Type of contract : Local law fixed-term contract;
• Desired start date : September 1, 2024;
• Duration : 12 months, renewable;
• Base : Ouagadougou.