Кариера в НПО
Administrative Coordinator Bulgaria
Обявата е изтекла Вижте тук актуалните предложения за работа, стаж и доброволчество
Дата на публикуване:
12 юни 2017 г.
Валидна до:
30 юни 2017 г.
Тип:
Работа
Starting date: June, 2017
Contract: Labour contract, fixed term – 1 year; replacement of a person on a maternity leave. Contract to be signed with Сдружение „Лекари на света” – клон Сливен
Pays : Bulgaria
Base: Sofia with trips to Sliven, Harmanli and possible other sites
I. Context of intervention
Médecins du Monde (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.
MdM France in Bulgaria is currently running two projects.
MdM France has been present in Bulgaria since 2004, with a Roma health mediator programme in Sliven, having a specific focus on sexual and reproductive healthcare, which is recognized on local and national level. The project is funded by MdM France, the French Embassy in Bulgaria and the Sliven Municipality through the support of the Swiss-Bulgarian Cooperation.
MdM France is also currently implementing a migrants/refugees’ health project in the country. The aim of the project is to provide information and orientation for migrants, asylum seekers and refugees on their basic rights, with a major focus on access to healthcare. This project is part of a multi-regional program launched for one year in 11 countries, funded by the European Union and the Crisis center of the French Ministry of foreign affairs.
Furthermore, MdM-France’s Bulgaria regional mission Head Office is located in Sofia, Bulgaria, which is also encompassed in the present job description.
II. Essential duties
Under the responsibility of the General Coordinator, the Administrative Coordinator is responsible for maintaining financial, accounting, administrative and personnel services in order to meet legal, MdM and donor requirements and support to the organization operations. S/he is responsible of the implementation and follow-up of financial and HR procedures. S/he is coordinating Administration, HR and Finance for the current but also new projects in Bulgaria which could be developed under the supervision of the General coordination.
1. Finance management
The Administrative Coordinator is responsible for the accounting, budget planning & monitoring of programs implemented in Bulgaria in order to ensure that the finance system is maintained in an accurate and timely manner. She/he develops and implements the financial procedures and guidelines after HQ validation and ensures it is implemented and updated with the evolvement of MDM and donors’ regulations.
Treasury management & monthly fund request:
• Is responsible for the cash management between the different programs/bases, ensure that the cash controls is done and correct.
• Assesses the needs for the projects with the project and log team for the coming month and submit fund requests to HQ in Paris,
• Is responsible for the Bank management and relations, ensure bank reconciliation is done and correct
• Organizes and supervises all aspects of cash flow including security of cash, ensures sufficient separation of responsibility and level of control over transactions.
Accounts & accounting system supervision, audits.
• Ensures transactions are properly recorded and entered into the computerized accounting system (SAGA)
• Is responsible for the accountancy of all sites: quality of vouchers, comprehensive documentation, respect of procedures and accounting standards.
• Is responsible of the monthly and annual accounts closure process (SAGA and hard copies).
• Supervises the archiving of the accounting documents in the field and its transmission to the HQ.
• Ensures preparation of external (donors or legal authorities) or internal audit
Budget Management
• Responsible for the preparation of the annual project budgets and coordinates the budget process planning & revision with the program team and General Coordinator.
• Contribute to setting up funding strategies of the mission in the country and responsible for the preparation of any donor budget in coordination with General Coordinator and HQ team
• Prepares annual allocation boards and updates regularly in respect to donors’ contracts and constraints.
• Consolidates and monitors overall budget consumption in a monthly basis in coordination with the program team and General Coordinator. Coordinates and consolidates budget forecast monthly session with program team and General Coordinator for each project and contract.
• Prepare and reports monthly financial reports (Budget Follow-up & Forecast) to General Coordinator and HQ team providing analysis and alerts on budget variances, gaps, risks or opportunities, meeting the deadlines
• Ensure donors financing contracts & requirements are respected and well implemented, in close coordination with the logistic
• Prepares comprehensive, accurate and timely donor financing reports and submit to HQ for validation
• Ensures appropriate follow-up of the current funding plan, especially on MdM core funds as well as donors commitments.
• Participating in the budget revision and in the new proposal budget development.
2. Human resources management
3. Supervision of administrative local staff
III. Hierarchical and Functional links
Hierarchical link:General Coordinator
Technical link: Finance department at HQ
Functional link: Coordination team on the field
Profile required:
- Technical skills in: budget management, HR management, accountancy / bookkeeping
- English and Bulgarian - fluent speaking and writing;
- Computer skills - excellent knowledge of windows environment (MS Word, MS Excel);
- Experience and ability to work in emergency if necessary
- Excellent Ability to work quickly, under pressure, and with short deadlines
- Necessity to manage priorities and to adapt them daily according to the context.
Contract: Labour contract, fixed term – 1 year; replacement of a person on a maternity leave. Contract to be signed with Сдружение „Лекари на света” – клон Сливен
Pays : Bulgaria
Base: Sofia with trips to Sliven, Harmanli and possible other sites
I. Context of intervention
Médecins du Monde (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.
MdM France in Bulgaria is currently running two projects.
MdM France has been present in Bulgaria since 2004, with a Roma health mediator programme in Sliven, having a specific focus on sexual and reproductive healthcare, which is recognized on local and national level. The project is funded by MdM France, the French Embassy in Bulgaria and the Sliven Municipality through the support of the Swiss-Bulgarian Cooperation.
MdM France is also currently implementing a migrants/refugees’ health project in the country. The aim of the project is to provide information and orientation for migrants, asylum seekers and refugees on their basic rights, with a major focus on access to healthcare. This project is part of a multi-regional program launched for one year in 11 countries, funded by the European Union and the Crisis center of the French Ministry of foreign affairs.
Furthermore, MdM-France’s Bulgaria regional mission Head Office is located in Sofia, Bulgaria, which is also encompassed in the present job description.
II. Essential duties
Under the responsibility of the General Coordinator, the Administrative Coordinator is responsible for maintaining financial, accounting, administrative and personnel services in order to meet legal, MdM and donor requirements and support to the organization operations. S/he is responsible of the implementation and follow-up of financial and HR procedures. S/he is coordinating Administration, HR and Finance for the current but also new projects in Bulgaria which could be developed under the supervision of the General coordination.
1. Finance management
The Administrative Coordinator is responsible for the accounting, budget planning & monitoring of programs implemented in Bulgaria in order to ensure that the finance system is maintained in an accurate and timely manner. She/he develops and implements the financial procedures and guidelines after HQ validation and ensures it is implemented and updated with the evolvement of MDM and donors’ regulations.
Treasury management & monthly fund request:
• Is responsible for the cash management between the different programs/bases, ensure that the cash controls is done and correct.
• Assesses the needs for the projects with the project and log team for the coming month and submit fund requests to HQ in Paris,
• Is responsible for the Bank management and relations, ensure bank reconciliation is done and correct
• Organizes and supervises all aspects of cash flow including security of cash, ensures sufficient separation of responsibility and level of control over transactions.
Accounts & accounting system supervision, audits.
• Ensures transactions are properly recorded and entered into the computerized accounting system (SAGA)
• Is responsible for the accountancy of all sites: quality of vouchers, comprehensive documentation, respect of procedures and accounting standards.
• Is responsible of the monthly and annual accounts closure process (SAGA and hard copies).
• Supervises the archiving of the accounting documents in the field and its transmission to the HQ.
• Ensures preparation of external (donors or legal authorities) or internal audit
Budget Management
• Responsible for the preparation of the annual project budgets and coordinates the budget process planning & revision with the program team and General Coordinator.
• Contribute to setting up funding strategies of the mission in the country and responsible for the preparation of any donor budget in coordination with General Coordinator and HQ team
• Prepares annual allocation boards and updates regularly in respect to donors’ contracts and constraints.
• Consolidates and monitors overall budget consumption in a monthly basis in coordination with the program team and General Coordinator. Coordinates and consolidates budget forecast monthly session with program team and General Coordinator for each project and contract.
• Prepare and reports monthly financial reports (Budget Follow-up & Forecast) to General Coordinator and HQ team providing analysis and alerts on budget variances, gaps, risks or opportunities, meeting the deadlines
• Ensure donors financing contracts & requirements are respected and well implemented, in close coordination with the logistic
• Prepares comprehensive, accurate and timely donor financing reports and submit to HQ for validation
• Ensures appropriate follow-up of the current funding plan, especially on MdM core funds as well as donors commitments.
• Participating in the budget revision and in the new proposal budget development.
2. Human resources management
- Administer National staff and Expatriate staff files and records in order to ensure accurate payment of benefits and allowances, according to the national labor law
- Establish and keep up to date staff files in the computerized accounting system and in hard copies
- Maintain monthly the database for staff (leaves, attendance sheets, allowances and benefits, contracts, amendment…)
- Prepare, verify and issue payments
- Contribute to preparing job descriptions
- Responsible for de-briefing and briefing for new expatriate and national staff arriving to the mission regarding administrative topics
- Manage the flight tickets date for the expat staff in coordination with HQ
- Follow up on the date of expiry for expatriate working permits / visa and do the link with the appropriate person to keep up to date
- Support the mission for the recruitment processes: CV selection and organization, contacts with local employment offices, interviews, tests, selection, briefing
- If necessary, handle together with the General Coordinator, disciplinary actions as per MDM’s terms and conditions of engagement
- Contribute to the update of the Conditions of Employment and Internal Regulations of the mission, and understanding and awareness of the MdM’s Code of Conduct.
3. Supervision of administrative local staff
- Recruit, train and supervise the administrative and logistics assistant and any other relevant staff member
- Training: follow up identification of trainings needed, local offers we can get regarding the needs
- Conduct the evaluation of the admin and log assistant and any other relevant staff member
- Organize formal team meetings at regular intervals
- Support the General Coordinator in securing the organization legal registration the Republic of Bulgaria
- Manage the filing, storage and security of documents
- Ensure the compliance at all times of MdM procedures and activities with the
Bulgarian legislation, in particular with national accountancy departments.
- Attend internal and external meetings when necessary (clusters, coordination meeting…) as per request by the General Coordinator
- Consolidate and submit weekly/monthly admin report and annexes to the General Coordinator and relevant HQ departments
- Ensure the timely submission of financial reports in compliance with rules of
the various donors of the mission
III. Hierarchical and Functional links
Hierarchical link:General Coordinator
Technical link: Finance department at HQ
Functional link: Coordination team on the field
Profile required:
- Technical skills in: budget management, HR management, accountancy / bookkeeping
- English and Bulgarian - fluent speaking and writing;
- Computer skills - excellent knowledge of windows environment (MS Word, MS Excel);
- Experience and ability to work in emergency if necessary
- Excellent Ability to work quickly, under pressure, and with short deadlines
- Necessity to manage priorities and to adapt them daily according to the context.
If you are motivated to work for Medecins du Monde Bulgaria, please send your CV to -