Back Administrator and finance manager (M/F) Sri Lanka - Colombo

  • Added Date: Wednesday, 27 December 2017
  • Deadline Date: Wednesday, 28 February 2018

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.

TASKS AND RESPONSIBILITIES:

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

  • Partnerships

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

CONDITIONS OF EMPLOYMENT:

Status : Volunteer - VSI

Contract : Volunteer - VSI (French status)

Duration : 11 months

915 euros / month + perdiem

Position to be filled ASAP
Regular field visits to be foreseen
Per diem Colombo : 96622 LKR
Transportation cost (home-work), vaccines and visas covered
Guesthouse housing
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

Single posting

SKILLS AND EXPERIENCE NEEDED:

Bachelor degree is a minimum requirement – a Master Degree is preferable
A minimum of 1 year previous similar experience with INGO is required
Strong knowledge in finance, including budget elaboration and follow up, accounting, etc.
Strong knowledge in partnerships
Previous experience with institutional donors
Fluent in English (both oral and written)
Excellent with Excel and other Microsoft office tools (especially Outlook and Word)
Good time management and proven ability to meet deadlines
Capacity to delegate, solid and proven organizational skills
Capacity to work in a multicultural environment and under time pressure.
Languages: fluent in English
You are committed to MdM’s values as an organisation and motivated by its non-statutory, NFP model.

TELEPHONE APPLICATIONS WILL NOT BE ACCEPTED

Médecins du Monde reserves the right to fill the vacancy before the closing date for applications.

MdM stands up for the integration of people living with disabilities and fights against discrimination.

This vacancy is archived.

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