International Medical Corps recruits 01 Finance and Administrative Manager – Emergency Medical Response (EMT)
International Medical Corps is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.
Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in areas worldwide. By offering training and health care to local populations and medical assistance to people at high risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.
Background
When catastrophe hits, International Medical Corps is often one of the first humanitarian aid organizations on the scene providing rapid and effective aid that saves lives, reduces suffering, and promotes self-reliance.
International Medical Corps: provides safe, timely, effective, efficient, equitable and patient centered care; offers needs-based response according to the context and type of Sudden Onset Disaster and/or outbreak in the affected nation: adopts a human rights-based approach to their response; ensures they are accessible to all sections of the population affected by the SOD and/or outbreak particularly the vulnerable; and treats patients in a medically ethical manner consistent with the World Medical Association Medical Ethics Manual.
International Medical Corps is accountable to: patients and communities; host government, Ministry of Health; our organization and donors. International Medical Corps commits to a coordinated response under the national health emergency management authorities. International Medical Corps collaborates with the national health system, the cluster and the humanitarian community.
Selected personnel are on standby to deploy to a crisis within 48 hours. Personnel may deploy to new areas of operation or lend support to International Medical Corps teams already on the ground. International Medical Corps maintains a roster of volunteers and staff who have completed pre-deployment paperwork, orientation and training. The roster is updated on a regular basis. Through this expression of interest, applicants maintain professional profiles with International Medical Corps so that information is complete and readily available for an emergency response deployment.
Job Purpose
This position will support International Medical Corps’ emergency response delivering outpatient clinical care to disaster effected populations.
The primary responsibility of the Finance and Administrative Manager is to support the implementation of services in an emergency setting. S/he directly oversees all financial, accounting and administrative activities including human resources administration and all finance administrative activities and reporting in the mission.
This position will support International Medical Corps’ emergency response delivering outpatient clinical care to disaster effected populations. The Finance and Administrative Manager is responsible for oversight and ensuring compliance and development of all financial and accounting activities for the emergency response including field offices processes as well as HR responsibilities as assigned. They ensure availability of financial resources for local payments of the team. They review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments. Ensure the accuracy of financial transactions of the country officer, and meet the financial reporting requirement including preparation, submission for review from HQ and final submission to donor within the deadline. The Finance Manager prepares the required budgets, non-cost extension, realignment and manages the same through regular review of budgeted against actual expenditure.
**NOTE**Candidates applying to this position are indicating that they are interested in being considered for the International Medical Corps standby roster for emergency response. Roster members will only be contacted when there is an emergency response need for which the responder is qualified for. This position will not be compensated unless responders are deployed to an emergency response.
Main Responsibilities
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.
Accounting and Finance Management
· Ensure compliance with the organization and donor regulations and procedures; establishing finance and supporting function policies, systems and procedures, and directing or performing their development, documentation, and implementation
· Responsible to ensure financial resources availability for local payments of the team, in coordination with International Finance Desk
· Supervise and ensure that the day-to-day accounting operations and financial management functions in field offices are performing in accordance with internal policy and procedures
· Review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control overpayments
· Suggest formats for financial reporting to aid financial statement users to better understanding the contents of the reports for decision-making and strategic planning purposes
· Ensure the maintenance of accurate records of financial transactions of the mission (main and field sites in order to monitor financial status of all response activities
· Manage the finance activities of the mission to meet the financial reporting requirements of field and senior management team, ensuring that all financial reports are submitted on or before the deadlines set and contain relevant information for all the users of the financial reports
· Direct the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements
· Maintain the organization’s system of accounts ensuring all accounting data are updated, reconciled and fully supported
· Oversee training of finance staff and provide technical support to mission program and logistics
· Supervise or prepare budgets
· Present and facilitate review of actual to budget expenditures with direct line manager, senior management and field teams
· Provide recommendations for budget realignments as required
Human Resources Management
· Supervise the human resource and administrative functions in the field to ensure their smooth and effective operations
· Supervise the oversight of staff personnel files inclusive of contracts, leave records and other paperwork required for employment in local context
· Ensure compliance to local labor laws including contracts, compensation packages and working hours
· Oversee the recruitment and selection of qualified program field staff, recommend promotions, disciplinary action and termination of staff in consultation with supervisors
· Collaborate with Security to maintain security of staff in the field locations
· Coordinate team members’ airport pick-ups and drop-offs
· Handle team member complaints resolution
· Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to field staff
· Maintain open lines of communications with all field staff
Administration
· Responsible for all non-medical administrative tasks management within the responding team
· Provide procurement team with local food requirements
· Manage cooks/cleaners services if required
Training/ Capacity Building
· Determine training needs for finance and human resources staff
· Train senior national staff to increase their responsibilities in order to build capacity and ensure sustainability of programs
· Advocate and plan for professional development for expat and national staff
Working Relationships
· Maintain frequent communication with Regional Finance Coordinator to ensure finance activities and objectives are communicated
· Work with direct line manager, senior management and field teams to ensure the coordination of programs are within budgeted targets
· Attend coordination meetings which are relevant to country activities
· Interface with national government and relevant agencies to ensure compliance with varying government regulations
Representation
· Serve as the principal liaison with donors on matters related to the program to ensure financial and programmatic accountability to donors
· Establish and update contact details of potential donors in-country
· Participate in donor meetings and communicate relevant information to HQ
· Work with key donor staff to develop and maintain optimum financial and programmatic relationship
· Ensure maximum visibility of the agency among the NGO community
· Lead the production of reports and ensure the timeliness and accuracy of information provided, as well ensuring confidentiality of sensitive information.
· Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organization’s Code of Conduct, ethics, values and stand-point with regard to internal and external actors.
Prevention of Sexual Exploitation and Abuse
· Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and among beneficiaries served by International Medical Corps
Compliance & Ethics
· Promote and encourage a culture of compliance and ethics throughout International Medical Corps.
· As applicable to the position, maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adhere to those standards.
· Conduct work with the highest level of integrity
Code of Conduct
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.
Experience / Training
Minimum of a college or university degree in Accounting or Business Administration; preferably a Master’s degree
Experience
· Minimum of three (3) years of managerial experience in a non-profit organization or equivalent experience, training and education
· Extensive experience in the administrative and financial management of overseas programs at the management level
· Extensive experience in working with computerized accounting systems, preferably Deltek CostPoint
· Comprehensive knowledge and working experience with USAID, World Bank, EU, DfID and other donors
· Knowledge of International Medical Corps’ financial and administrative policies and procedures desirable
· Experience in developing and managing procurement and logistical procedures and policies
· Demonstrated knowledge of program sustainability and capacity building, public-private partnerships and project monitoring and evaluation (both quantitative and qualitative methods)
Competency
· Strong writing and presentation skills
· Proven capabilities in leadership
· Strong negotiation, interpersonal and organization skills
· Ability to read, writes, analyze and interpret, technical and non-technical in the English language
· Ability to effectively present information and respond appropriately to questions from senior managers in the field and HQ, counterparts, senior government and rebel leaders and other related regional players
In addition to the responsibilities referenced above, candidates can expect to be living and working in austere conditions. Lifting moderately heavy objects from the ground, carrying a backpack for extended periods of time, and walking or hiking in remote locations may be necessary to perform these functions.
Other
International Medical Corps is a first-responder to natural and man-made disasters and has a mandate of working in remote locations. The organization has a comprehensive security management policy and plan in place and committed to do everything possible within its remit to ensure safety and security. Notwithstanding, the mandate and programming choices of International Medical Corps require staff with high degree of resilience, extremely decisive quality and ability to move fast.
Equal Opportunities
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.