Administrator and finance manager (M/F)
Administrator and finance manager (M/F)
For more than 30 years, Médecins du Monde, a campaigning medical organisation committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies. Those working for this independent organisation do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM currently works in 44 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, harm reduction associated with drug use, emergencies and crisis.
MdM's general objective is to improve the level of awareness and access to qualitative sexual and reproductive health (SRH) services for the most exposed populations in the Northern and Central Provinces of Sri Lanka. MdM supports local partners and aims to strengthen the relationship between MdM, Health and Education authorities at national, provincial, district and local levels.
Description du poste
As the administrative and finance manager, you will be responsible for the budgetary, accounting and administrative management of the country office. Your main duty is to guarantee rigorous, transparent procedures and use of financial resources within the office and among local partners benefiting MdM financial support.
You will perform her/his tasks under direct supervision of the general coordinator based in Colombo. You will also have close working relationship with and support from technical advisors at MdM headquarters (HQ): Finances Controller, the Logistic department and the Human Resource officer based in Paris.
More specifically, you will be charge of:
- Legal matters
Ensure compliance with legal, fiscal, financial reporting and overall administrative formalities required by Sri Lankan Authorities/Administration
Anticipate and ensure renewal of all administrative agreements, licenses, permits, authorizations and privileges granted to MdM
Prepare visa requests, bookings, travel arrangements as well as simple official correspondence
Translate, when required, documents from Sinhalese to English and from English to Sinhalese
Coordinate all financial audit exercises for donors or Sri Lankan Authorities
- Accountancy, budget and finance management
- Funds management
Organise and supervise all aspects of cash flow including security of cash
Ensure sufficient separation of responsibility and control level over financial transactions
Ensure payments are made in a timely and secure manner
-Supervision of the accounting software, of invoices & allowances payments
Organise and implement the accounting follow-up as per MdM procedures
Supervise and ensure respect of accounting procedures and their appropriation by the team
- Budgetary monitoring
Monitor overall budget consumption and forecast with respect to donor constraints; create and update regularly allocation board, identifying and analysing any discrepancies
Prepare annual and donor budgets in coordination with the team
Prepare financial reports and financial analyses on MoU budget, donors budget, MdM budget
Ensure preparation of external or internal audit
- Pay slips
Establish monthly pay slips after collection of all necessary information
Regard taxes laws, ensuring that MdM is complying with legislation and, if necessary, adapting procedures and regulations applicable to the MdM office for Sri Lanka
Control all finance/accounting supporting documents and reporting provided by partners and service providers
Control of treasury reconciliation provided by partners
Liaise with relevant authorities or financial institutions on any financial issues when related to Partner’s obligations
Ensure that developments of budgets at Partner’s level are in line with the requirements of MdM and donor regulations
Responsible for capacity building of all finance staff and of programme staff of the Partner’s in budget development/control
Monitor that partner’s expenditures are in line with project budgets
Ensure timely submission of financial reports to MdM
Monitor the forecast and the overall budget
- Procurement and logistics management
Negotiate procurement conditions with local provider following MdM internal procurement procedures.
Examine any guarantee and identify insurance policies
Administrative monitoring and management of all rental agreements
- Human resources
Supervise national administrative and logistic staff.
Provide support to partners’ project coordinators and technical team as and when required
Do the administrative formalities associated with Sri Lankan legal framework for employment
Constitute work contracts, personal files, in accordance with MdM guidelines
Participate in adaptation of the model conditions of employment, internal regulations, salary grid, and in the mission’s training plan
Participate in the formalities for the termination of employment contract for national employees
Position to be filled ASAP
Regular field visits to be foreseen
Per diem Colombo : 96622 LKR
Transportation cost (home-work), vaccines and visas covered
2 paid leaves / months for contracts of 6 months or more.
Social coverage (100% covered by MdM)
Médecins du Monde promotes trainings and internal mobility