🇸🇱 Job Vacancy @ Medicos del Mundo – Administrative and Financial Officer

JOB DESCRIPTION

Administrative and Financial Officer  

Médicos del Mundo- Spain is a member of the International Network of Doctor of the World. We have been  working in Sierra Leone since 2002, implementing projects to strengthen health and community systems to  improve Reproductive, Maternal, Neonatal, Child and Adolescent Health and most recently Nutrition and to  reduce Gender Based Violence (GBV)

Job title: Administrative & Financial Officer

Location: Kabala Base, Koinadugu District (with trips to the Coordination Office in Freetown or to other cities  and villages according to the mission needs)

Start date: As soon as possible

Line manager: Field Coordinator, Kabala Base

Overall objective of the post: 

The Administrative and Financial Officer is responsible for the overall accountancy, finance, administration  and human resources of the MdM’s base in Kabala and provides administrative support to MdM’s coordination office in Freetown when needed.

DUTIES: 

Accountancy, budget planning & monitoring: 

• Accounting, budget planning and monitoring of budgets of projects implemented
•  Prepares the budget follow up and budget forecast of the projects and manages the distribution  between donors, cofunds and budget lines
• Management of the projects’ accounts according to MdM’s guidelines
• Control and prepare the required documentation for the monthly accountancy closing according to  the delivery schedule
• Prepare the treasury requests with the support of the Field Coordinator and sends them to HQ
•  Prepares the Postback for all projects on a monthly basis
• Cost analysis, verification of expenditure against the planned budget, analysis of variances and  proposals for corrections where necessary
• Participates in the budget preparation of new project proposals and in the preparation of financial  reports (mid-term and final) of implemented projects, with the support of the Field Coordinator  and HQ

Cash management and payments: 

• Management of weekly and monthly closure of petty cash advance requests
• Management of all payments (cash, preparation of checks and bank transfers)
• Management of the cash box
• Ensures the advances of cash for any activities
• Management of cash and cash provision between the different projects
• Organizes all aspects of cash flow including the security of cash
• Prepares the cash and bank sheets of the Postback accountancy

Human resources administration: 

• Implements the HR policy regarding the context: keeps internal regulations and Conditions of  Employment up to date, in respect with the local labour and tax legislation

JOB DESCRIPTION–Administrative and Financial Officer  MEDICOS DEL MUNDO 

• Updates of the database/payroll for the monthly salary payment
• Ensures the application of MDM rules for the national staff (administrative formalities, recruitment  process, contracts, constitution of individual files, briefing of new employees, confidentiality of HR  information …)
• Ensures that the general HR administration procedures are in place
• Ensures the application of local legislation concerning the expatriate personnel (visa, resident and  work permits).
• Prepares the monthly per-diem payment for expatriate staff

Legal matters: 

• Establishes all formalities required by local authorities
• Supports the Country Coordinator on all issues linked to MdM’s registration in the country
• Prepares the various contracts (rental contracts, service providers) with the support of the Field  Coordinator
• Monitoring and archiving of all documents and contracts
• Preparation and payment of taxes according to government regulations (e.g. NASSIT, NRA etc.)

Other: 

• Identify, assess and propose fraud and loss prevention measures to reduce financial risk. Alert the  Field Coordinator in case of suspected fraud or significant increase in risk.
• Support the preparation of documentation for internal or external financial audits.
•  Ensure the correct archive of the mission’s administrative and financial documentation, and the  transmission of accounting documentation to HQ.
• Perform any other request related to his/her functions, made by the Field Coordinator or the  Country Coordinator.

Requirements:

Academic:

University degree in Finance or Accounting or Business Administration

Experience:

A minimum of 3 years work experience in Finance or Accounting

Skills and competencies:

Fluent English and Krio (written and spoken)

Good knowledge of Microsoft Office (in particular Excel)

Excellent organization skills

Ability to prioritize tasks

Flexibility and willingness to learn

Female candidates are strongly encouraged to apply.

Please submit your application before the 22nd November 2024, by including a cover letter and your CV to: [email protected] and cc [email protected]