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Administrative and Financial Coordinator / Afghanistan

Administrative and Financial Coordinator / Afghanistan

ADMINISTRATIVE AND FINANCIAL COORDINATOR
AFGHANISTAN

Aide Médicale Internationale is a French international medical NGO created in 1979. AMI manages medical programs in Afghanistan, Thailand, Myanmar, Yemen, Democratic Republic of Congo, Sudan, Central African Republic, and Haiti. It is present in Afghanistan since 1980 (presentation and history are detailed on the website : www.amifrance.org ).

AMI PROGRAMS IN AFGHANISTAN :

1/ Basic Package of Health Services (BPHS) and Essential Package of Hospital Services (EPHS)
Program for the implementation, in rural areas, of the policy defined by the Afghan Ministry of Health. The BPHS is managed by AMI in Kunar province, through the following activities :

• Support the activities of health centers, from the smallest health center to the provincial hospital, in consistency with the health policy (1 hospital, 31 health centers and about 235 health posts).
• Provide structures with drugs and equipment.
• Recruit, manage and supervise the whole staff of health structures, in the province.
• Ensure regular trainings for that staff in order to reach standards defined by the Ministry of Health.
• Reinforce the network of communitarian health agents and health representatives.
• Integrate the 4 new components of the national health policy : handicap, mental health, HIV/AIDS screening, and a system of direct blood transfusion in level-2 structures.
• Start providing health services in the provincial prison

2/ Salamati
Program for the edition and the publication of a health magazine “Salamati”, at a national level. Initially intended for a medical audience (10 000 copies), Salamati has widen its audience since 2007 to communitarian health agents, and then to the whole Afghan population (25 000 copies).

3/ Kabul laboratories Program for the support and the development of 2 university hospital laboratories in Kabul (Maiwand and Ali Abad) : supply, supervision, training, widening of the range of analyses. Since 2006, the objective of the program is also to introduce bacteriology in these 2 hospitals.

COMPOSITION OF THE MISSION :

In 2009, the Afghanistan mission is composed of several operational bases located in the following regions :

• Kabul region, coordination base of Salamati and Laboratories projects.
• Kunar province, 1 base (Asad Abad).
• Nangarhar province, 1 rear base (Jalalabad).

The team is composed of :

• About ten permanent expatriates (chief of mission, administrative and financial coordinator, logistics coordinator, medical coordinator, Salamati manager of publication, laboratories manager, pharmacy manager, BPHS project manager, epidemiologist),
• About forty Afghan employees in charge of the general coordination in Kabul : medical coordinator, laboratory coordinator, HMIS manager, MCH manager, pharmacy manager, communitarian development coordinator, logistics coordinator, administrative coordinator, HR coordinator, etc…
• About 40 Afghan employees, are in charge of the coordination and the supervision of BHPHS programs,
• About 300 medical and support staffs who provide health services in the 32 provincial structures : doctors, midwives, laboratory assistants, pharmacists, dentists, surgeons, administrative staff, cleaners,
• About 500 communitarian agents who, beyond the basic care they can provide in the 240 health posts, are in charge of health promotion and of the 1st-level referencing.

PURPOSES OF THE POSITION :

The Administrative and Financial Coordinator (AFC) is directly responsible to the Chief of Mission. He/she makes joint decisions about priorities and actions to be tackled. The AFC reports to him about his/her activities, the results he/she has achieved and the problems he/she has encountered. He/she submits the procedures, documents and important decisions for approval.
He/she is in charge of managing administrative, financial and HR matters as well as the administrative staff.
He/she will consolidate all the administrative and financial procedures and work for a larger autonomy of the national team, so that they can take over at some point, all the responsibilities of the ACF

RESPONSIBILITIES OF THE POSITION AND PARTICULAR ASSIGNMENTS :

1. Training

• Providing training to the Afghan team in order to help them becoming more autonomous with regard to taking responsibility of the administrative and financial department
• Identifying aspects to be improved and trainings to be implemented (internally or externally) ; setting up an adapted training plan
• Training the department heads and project managers on the administrative and financial aspects that devolve upon their positions

2. Budgetary and financial follow-up

• Providing staff supervision, financial consolidation and accounting management of the mission’s bases (control of the external and internal accounting allocations, control and management of the cost accounting)
• Providing control and management of the funds of the bases and of the mission as a whole (cash flow forecast, request for monthly field to field and field to headquarters cash flow, withdrawal plan, cash control, bank reconciliation…)
• Controlling the compliance with the terms of the lease contracts : deadlines, formats, purchasing procedures, audits, transmission of documentary evidence, spending eligibility periods, etc
• Working out all financial documents to be transmitted to the lessors in compliance with the specific directives of the latter : budgets, financial reports, descriptive comments on the main budgetary discrepancies, requests for amendments, audit arrangements, etc.
• Providing a follow-up of the executed budgetary lines and of the expenses on the various programs
• Providing the financial control of the logistics and medical departments especially via audits (compliance with the internal and external procedures regarding acquisitions (quotations, etc.), orders, tenders…). If need be, he/she will adapt the procedures specific to the mission, according to the context and in line with the headquarters, in close collaboration with the department heads and projects managers

3. Administrative follow-up

• Providing official representation before the relevant authorities in terms of the administrative management of the mission and bases
• Ensuring the compliance with applicable laws in all actions of the program
• Defining or upgrading, with the Chief of Mission, the HR management policy of the mission and bases with regard to expatriated and local staff and providing the appropriate management of these (internal regulations, recruitment, contract, service provision, wages and salary scale, insurance…)
• Consolidating the administrative reports from the bases and providing the monthly administrative reports to the headquarters (staff and holiday situation, stock and orders management, situation of inventories and fleets of cars…)

4. HR follow-up

• Management and follow-up of the stay of the expatriated staff : visa renewal, flight reservations, holidays…
• Management and follow-up of the local staff’s contracts and amendments
• Creating and updating all administrative documents relating to staff management (job descriptions, employment contract, salary scale…)
• Collecting information and controlling the compliance with national laws and procedures with regard to employment law
• Supervising and training of the staff that your are responsible for

5. Follow-up and development of new programs

• Creating, drafting and supervising the new budgets with the coordination team
• Participating in the creation and programming of new budgets
• Organizing training sessions intended for national administrators with a view to improving their performances and autonomy
• Supervising budget ends

6. Reporting

• Consolidating the bases’ reports and providing the monthly financial reports for the headquarters (accounting reports, cost accounting reports, follow-up of the allocated budgets for all programs, closing financial reports)
• The (AFC) drafts a monthly activity report for the attention of the Chief of Mission

LIVING CONDITIONS :

The Administrative and Financial coordinator is based in Kabul, with possible trips to the provinces, according to the security constraints.

• Cultural / religion : Muslim
• Climatic : continental (hot in summer, cold in winter).
• Housing : GH for expat team, individual rooms, garden.

BACKGROUND AND CONDITIONS :

• Status : Salaried : 1’525 Euros/ month + living allowance (food, housing, transport, insurances).
• Starting : February 1st , 2010
• Duration : 1 year
• Graduate education in accounting / management / finance (DECF, DESS in finance, management…)
• Good knowledge of financing mechanisms and silent partners (European Commission and especially the ECHO lines, French Cooperation…).
• Significant field experience in a similar position or several assignments as an administrator in charge of managing expatriated people.
• Fluent English and excellent computer knowledge (Word, Excel ; knowing the SAGA software would be an advantage)
• Strong capacity and motivation for team work and coordination
• Educational potential

CONTACT :

Thanks to apply by email to :
Patricia Angles d’Auriac, recruitment officer
patricia.anglesdauriac@amifrance.org

Aide Médicale Internationale
1, rue du Pré Saint Gervais
93500 Pantin
www.amifrance.org