Project Administration Manager – M/F – South-East 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. Collective intelligence
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 Haiti

Following an exploratory mission conducted at the end of 2023, ALIMA officially opened its mission in Haiti in February 2024. The country has been going through a multidimensional crisis for several years, aggravated since 2021 by a major deterioration in security. This unstable context deprives a large part of the population of access to care, whether due to forced displacement or the closure/dysfunction of health structures.

With its experience, ALIMA has deployed Mobile Clinics in certain districts of the capital, such as Cité Soleil, as well as on displaced persons sites, notably in Champ de Mars and Delmas. Thanks to its community acceptance and the relevance of its interventions in the face of the real needs of the population, ALIMA is now beginning a phase of settling down, notably in the commune of Cité Soleil. This establishment makes it possible to strengthen the provision of care, particularly in sexual and reproductive health (SRH) and in the management of sexual violence. At the same time, ALIMA is continuing and developing a community approach aimed at improving access to health care.

In the coming months, ALIMA will maintain its mobile activities while consolidating its fixed structures, expanding its scope of action in SRH and pediatrics. Its intervention will gradually extend to the metropolitan area of ​​Port-au-Prince as well as to the provinces. Nutritional care, from screening to treatment, will be integrated transversally into each of its strategic axes. In addition, ALIMA will support local actors in responding to sexual violence.

For 2025, in the face of the multifaceted crises affecting the South-East of Haiti, ALIMA is expanding its activities to meet the urgent needs of displaced, deported and host populations in the municipalities of Jacmel, Belle-Anse and Anse-à-Pitres. The main objective is to reduce morbidity and mortality in these areas by guaranteeing:

• Equitable access to health care, including prevention and management of malnutrition;
• Improving water, sanitation and hygiene conditions to limit the spread of disease and strengthen community resilience.

Mission location : South-East of Haiti

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: As part of their duties, the position holder 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 manager).

He/she supervises assistant land administrators.

MAIN MISSIONS AND ACTIVITIES

The general objective of the RAP is to ensure the management of human resources and financial resources of the project in accordance with legal obligations and the 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.

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

• compliance with ALIMA rules and procedures decided for the country
• of the good functional organization of resources on its land
• monitoring the use of the resources made available to it (expenditure and commitments)
• of the adequacy in number, skills and assignments of administrative HR
• to support, supervise his team

Accounting

Objective: The Project Administration Manager is responsible for ensuring that fund security rules are applied, that procedures are respected and that expenditure on his or her database is transparent.

• Implementation of procedures: security of money (management of cash registers, transfers, advances), commitment of expenditure (purchasing procedures, validation and organization of payments, monitoring of regular payments).
• Monitoring of accounting allocations (accounting codes, projects, donor codes) through monitoring of allocation tables by donors.
• Management of cash registers, safes and banks of your project
• Ensure accounting recording (in-house or delegated to an assistant), classification of accounting documents, completion of monthly field closure, and monthly sending of accounting documents in coordination.
• Receipt of corrected accounts by the capital, analysis of discrepancies, corrective actions.
• Set up a system for regular and systematic scanning of accounting documents

Cash management

Objective: To permanently ensure a level of cash flow necessary for the progress of the project

• Monitoring of bank balances, cash registers and safe deposit boxes on the project
• Knowledge of the supply chain, analysis of financial risks
• Anticipation of expenses and monthly cash flow request.
• Proposal of the minimum balances required on each Safe and Bank of the project.
• Ensure security measures for the movement of funds and adjust if necessary depending on the context.

General management of resources

Objective: To 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 procurement framework for its land.
• Collection and analysis of non-budgetary management information (activities, consumption, donations, etc.).
• In conjunction with activity managers, creation and analysis of resource management indicators in order to guarantee the use of funds in accordance with financing contracts and proposed corrective measures.
• Maintains the administrative archives of the project.

Budget management

• Gathering all necessary information regarding activities and resources
• Participation, under the responsibility of the Finance and HR Coordinator and the Field Coordinator, in the formatting and budgetary translation of resource management elements
• Analysis, in conjunction with the Field Coordinator, of general and specific monthly budget monitoring (analytical axes), possible alerts, proposals for corrective actions, and reporting to the Finance and HR Coordinator.
• Develop the forecast of your project by financing contract and monitor, Alert the Coordinator in the event of a Gap

Administrative management of personnel

Payroll and social security contributions

• Is responsible for the monthly payroll of employees on his or her projects
• Responsible for updating personnel files and archiving them electronically
• Monitors, under the responsibility of the Finance and HR coordinator, the distribution of HR reference documents to staff and ensures compliance with the principles (internal regulations, HR policies including the policy of protection against abuse of power and sexist and sexual violence)

Employment contracts and monitoring

• Monitors annual leave for staff on his or her projects
• Ensures the follow-up of all administrative events (leave of absence, etc.)

Recruitment

• Is responsible for monitoring 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, call on the HR coordinator in case of doubt or blockage
• Participate in interviews of level 1 to 8 employees (HR interview)

Qualitative personnel management

Team composition

• Ensures regular updating of organizational charts and is a driving force in possible reorganizations
• Helps to create job descriptions and ensures that they are updated by team managers

Individual assessments

• Remind the team leader at least 3 months before the end of the contract to take stock with the employee
• 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 his project
• Responsible for organizing and monitoring the training plan on the project

Internal communication and staff representation

• Disseminates information to staff about the association and its mission
• Organizes staff meetings
• Participates in the resolution of work conflicts in collaboration with project coordinators, team leaders and the HR coordinator

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

• Participate in training and awareness sessions
• Applies standards for abuse prevention
• Ensures that his team members follow training and awareness sessions and apply abuse prevention rules
• Helps create and maintain a nurturing and protective environment

EXPERIENCES AND SKILLS

Experiences:

• At least 1 year of experience in a similar position with the same volume of activity (budget of at least €1 million)
• Experience in a comparable intervention context (medical humanitarian)
• Experience in team management and staff development

Training:

• Postgraduate degree in administration, financial management and/or human resources management desired
• Perfect command of the MS Office package, in particular Excel and good command of SAGA and Homere important assets

Candidate qualities:

• Analytical, organizational and listening skills
• Critical sense and power of proposal
• Rigor, autonomy and curiosity
• Flexibility and stress management
• Ability to work in a team in multicultural contexts

LANGUAGES

• Good command of French (reading, writing, speaking) essential
• English is an asset

TERMS

Duration and type of contract: Fixed-term contract under French law for 6 months with possibility of extension

Start date: As soon as possible

Salary: ALIMA salary scale + experience recognition + Perdiem

ALIMA supports:

• travel expenses between the expatriate’s country of origin and the place of assignment
• 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