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Administrative and logistics coordinator (M/F)

Administrative and logistics coordinator (M/F)

Dar es Salaam

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 more than 40 countries across all continents where it focuses on 5 priority areas: emergency and crisis, sexual and reproductive health, harm reduction, migrants and displaced populations (health rights), health and environment.

MdM has been working in Tanzania since 1992 on HIV/AIDS development projects. Since 2010, MdM has implemented a harm reduction program in Temeke District focused on HIV and Hepatitis prevention among people who use drugs (PWUD). MdM's programme is now focusing on sustaining and scaling up harm reduction across the city of Dar-es-Salaam through its training and resource center (TRC), which provides notably technical assistance to different stakeholders (local partners, authorities, health sector staff, peer educators…)
In Kenya, the programme focuses on:
-Handover and monitoring of the Drop In Centre (DIC) & outreach services to a local partner
-Integration of a harm reduction services package in a public health facility
-Capacity building of local, national and regional stakeholders
-Advocacy campaigns/workshops for the promotion of an adapted and holistic approach to harm reduction services

Description du poste

Under the supervision of the general coordinator, you are responsible for the financial, logistics and human resources (HR) management of the Tanzanian-Kenyan mission.

More specifically, your responsibilities are to:

Legal framework
-Ensure compliance with the formalities required by the government agencies and other local authorities
-Prepare the various contracts for HR and review the contracts established by other departments
-Prepare and update the documents retracing all of the administrative, financial and HR procedures of the mission
-Support the program department in the creation of operating documents and ensure the archiving
-Liaise with local lawyer for any legal issue

-Be in charge of the accounting and finance procedures
-Support the site coordinators for any administrative, accounting and financial issue
-Supervise the accountancy process and the archiving of the accounting documents
-Establish the budget for new projects, for the annual budget exercise and for the mid-year revised budget exercise in coordination with all departments
-Update monthly the budget follow-up and forecast for the mission’s annual budgets and donors’ budget in coordination with other departments

Funding & donors
-Prepare the financial part of project proposals, requests for amendments and donors reports
-Ensure appropriate follow-up of the current funding plan, as well as MdM commitments to donors
-Ensure the donor’s related documents are filed and that requirements are respected
-Prepare the financial reports for HQ and donors and provide analysis
-Check the compliance of donor’s rules and MdM use
-Coordinate and organize donor’s audit at mission’s level

Human resources management
-Manage directly the administrative and logistics team in Dar Es Salaam and Nairobi
-Supervise the recruitment processes and ensure the application of the internal procedures
-Participate in the induction of all new employees
-Ensure the application of local legislation regarding the national and expatriate staff
-Update the HR documents on a yearly basis and whenever a change in the labour law arises
-Update the salary grid on a yearly basis
-Supervise the establishment of the monthly pay slips and the payment of the taxes
-Facilitate/coordinate the yearly appraisal exercise for all MdM employees
-Prepare the training agenda and plan for the coordination team and for HQ
-Work on the capacity building of the administrative officers
-Update the accommodation rules on a yearly basis
-Regularly assess the capacity of MdM partners, draft capacity building plan together with program coordinators, provide support in its application

Logistics management
-Guaranty that procurement procedures are done in line with MdM and donors’ guidelines and policies
-Plan and organize all logistics activities: maintenance of the program office and vehicles, transportation, communication system, purchases, stock management
-Set up procedures of management for IT and communication

conditions d'emploi

Fixed-term contract
12 months

Starting date: as soon as possible
Position based in Dar-es-Salaam with regular field visits to Nairobi
Gross monthly salary: 2 816 euros
Premium equal to one month salary paid in two instalments - minimum of 6 months seniority required
Expatriation bonus (10% gross salary per month)
Transportation cost, vaccines and visas covered
Allowance for accommodation
22.5 RTT (recovery days) per year
5 weeks of paid leaves per year
Health insurance (60% covered by MdM and 40% by the employee)
Insurance (repatriation…)
Médecins du Monde promotes training and internal mobility

Family posting possible


Master degree in business administration or equivalent Experience in a similar position Experience in multi bases or a on remote management missions would be a plus Experience in following NGO legal status and registration in difficult context Excellent computer skills (especially Excel) Knowledge of SAGA would be an asset Excellent communication and diplomacy skills Organisational skills, rigor Ability to manage priorities, adaptability and patience Languages: English is mandatory You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.


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