Λέξεις-κλειδιά

*Ψάχνει στους τίτλους των αγγελιών και στους πρώτους 150 χαρακτήρες.

Κατηγορία

Περιοχή

Απασχόληση

Εταιρία: ΓΙΑΤΡΟΙ ΤΟΥ ΚΟΣΜΟΥ
Ημερομηνία δημοσίευσης: 20-04-17
Τύπος απασχόλησης: Σύμβαση έργου
Κωδικός θέσης εργασίας:
Κατηγορία: Εξυπηρέτηση Πελατών - Administration
Οικονομικά
Περιοχή: Δήμος Λάρισας

Log/Admin/Fin Officer (LAF) - Larissa

...

ORGANIZATION: Doctors of the World - Greece
TITLE: Log/Admin/Fin Officer (LAF)
LOCATION: Larissa, Greece

DURATION: 8 months (01/05/2017-31/12/2017)

Description of the Organization:

For more than 30 years, Médecins du Monde, a campaigning medical organization 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 organization 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 46 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, combating HIV and reducing the harm and risks associated with drug use, crises and conflicts.

MdM Greece has been active in Greece for 25 years, developing quality of care, improving access and advocating for the right to health for all people. It also thrives to promote good management of the health facilities it supports.

General objective of the position:

MDM aims to improve access to health care for vulnerable people. Within this scope, MDM launched the project Free and quality access to health care for migrants in the migratory process in March 2016. The project, financed by the European Union’s ECHO programme, conducts medical and psychosocial activities in a number of refugee sites in Greece.

Today, MDM is present in four regions in Greece. Each regional team is headed by a Field Coordinator under the supervision of the Operations Manager in Athens.

For its team in Larissa, MDM is currently looking to hire a Log/Admin/Fin Officer (LAF). The LAF supports the Field Coordinator through efficient management of all human, material and financial resources necessary to ensure the effective implementation of MDM activities in Larissa region.

Position of the function

  • Line manager: The Field Coordinator responsible for MDM activities in the Larissa Region
  • Technical referents: The Logistics, HR and Finance Coordinators in Athens

Specific objectives, responsibilities and tasks:

  1. Provide logistical, administrative and financial support to the Field Coordinator.

Logistics

  • Manage all procurement according to MDM standard rules and procedures:
    • Centralise and process all purchase or service requests at project level
    • Obtain quotations from relevant suppliers and service providers
    • Prepare and place all validated purchase orders with selected suppliers
    • Retrieve and sign for reception all items purchased
    • Centralise and submit for validation and payment all invoices pertaining to items purchased and/or services contracted
    • Ensure proper storage of all items purchased before transmission to the end users
    • Ensure proper filing of all procurement documents
    • Ensure timely transmission of all procurement documents to relevant departments at Coordination level
    • Ensure that the procurement follow-up is up-to-date at all times
  • Manage all non-medical stocks:
    • Perform regular inventories of all non-medical stocks in the office and guest houses
    • Ensure proper follow-up of all non-medical items (material and equipment)
    • Provide information on average consumption of non-medical items when requested
    • Anticipate future needs and prepare all purchase or service requests accordingly
  • Follow-up on vehicles:
    • Ensure weekly follow-up of fuel and vehicle inspection
    • Ensure timely transmission of all vehicle follow-up to the Logistics at Coordination level
  • Follow-up on real estates:
    • Inspect and ensure that the office and the guesthouses are kept in good condition
    • Liaise with the owners of the office and the guesthouses on all issues pertaining to leases, inventories, maintenance and repair
    • Follow-up on the use of utilities (electricity, water, gas and petrol)
    • Check, prepare and submit for payment all common charges and utility bills
    • Ensure that all guesthouses are furnished and equipped according to MDM standards
    • Ensure that all logistical problems pertaining to real estate and/or equipment is tended to swiftly and efficiently if needed with the assistance of the Logistics department in the Coordination
    • Ensure that all employees, visitors and mobile team members are provided with sufficient and fresh linen
    • Organise regular cleaning of the office and the guesthouses
  • Follow-up on sub-contracted works:
    • Participate in the preparation of sub-contracted work (technical specifications, bill of quantities, draft contracts, etc.)
    • Obtain quotations from potential sub-contractors
    • Prepare and submit for validation all sub-contracts
    • Liaise with selected sub-contractors on all contractual issues
    • Centralise and submit for validation and payment all invoices pertaining to sub-contracted works, including follow-up of all payments in several instalment

HR & Administration

  • Follow-up on deployed HR in the project:
    • Centralize and communicate to the HR Coordination all future HR needs in the project
    • Centralize and submit all leave requests to the HR Coordination
    • Centralize and submit all monthly timesheets to the HR Coordination
    • Keep up-to-date the HR leave tracker for the project
    • Centralize and submit all travel requests to the HR Coordination
    • Prepare all necessary per diems
  • Follow-up on accommodation and briefings:
    • Welcome and brief all new employees and visitors on all issues pertaining to HR
    • Organize an assign accommodation to all new employees, visitors and mobile team members
    • Ensure proper management of keys to the office and guesthouses
    • Keep up-to-date and communicate to all concerned the project contact list
    • Debrief with all out-going employees and ensure that all outstanding HR issues are finalized before departure from the project
  • Follow-up on internal MDM HR procedures and policies:
    • Centralize and make available all internal MDM procedures and policies pertaining to HR
    • Contribute actively to identifying and proposing solutions to any and all HR related issues including drafting proposed solutions

Finance

  • Security and management of funds:
    • Prepare and submit to the Finance Coordinator the monthly cash request in collaboration with the Field Coordinator according to identified operational needs
    • Ensure that funds are received, kept safe and managed according to MDM standard rules and guidelines
  • Accounting:
    • Check that all invoices and receipts are compliant with MDM financial and logistics regulations and procedures
    • Provide translation into English of invoices when needed
    • Submit for validation all per diem sheets, reimbursement requests and advance opening/closing documents along with all required accompanying documents
    • Ensure that all validated invoices to be paid by the Coordination are transmitted to the Financial Coordinator on time along with all required accompanying documents
    • Pay all validated invoices to be paid locally on time
    • Carry out all validated reimbursements according to MDM internal policies
    • Manage all cash advances as per MDM standard rules
    • Ensure that all vouchers are properly filed, inventoried and kept safe
    • Encode all expenses, reimbursements, transfers and advances in the MDM accounting software according to MDM standard rules
    • Perform regular cash counts and report any discrepancies to the Field Coordinator
    • Perform end-of-month cash reconciliations in collaboration with the Field Coordinator
    • Ensure that the monthly closure of accounts is performed as per MDM standard rules
    • After each monthly closure, prepare and submit to the Financial Coordinator the closed accounts (electronic file, hardcopy vouchers and reconciliation sheets)
  • Budgets and forecasts:
    • Participate in the projection of future expenses for the project
    • Provide analyses of project expenses as needed
    • Contribute actively in identifying areas in which resources could be managed more efficiently and propose concrete solutions
  1. Provide operational support to the Field Coordinator:
  • Communicate closely with the Field Coordinator on all issues pertaining to the MDM activities in the Larissa Region
  • Participate in weekly team meetings
  • Participate in discussions regarding the implementation of MDM’s activities in the Larissa Region according to MDM’s overall strategy
  • Participate in the establishment of resource plans
  • Support the Field Coordinator in the establishment of HR deployment plans
  • Liaise with other services and/or actors if needed
  • Contribute to drafting reports (monthly Situation Reports, team meeting minutes…)

The tasks and responsibilities defined in this job description are not exhaustive and can evolve according to the project needs.

Training:

  • Degree in social sciences, economics, accounting, administration and/or HR, or at least 2 years of relevant professional experience.

Experience

Definite advantages:

  • Experience with non-profit organizations
  • Experience with working in big teams (20-30 employees)
  • Experience with working in an international and multi-cultural environment
  • Having occupied a multi-disciplinary position

Competencies:

  • Fluency in English and Greek
  • Knowledge of finance software
  • Excellent computer skills and knowledge of MS Office in particular Excel
  • Ability to respond positively and constructively to a rapid changing operational environment
  • Strong team player, positive and solution-oriented approach
  • Autonomous and stress resistant
  • Well organized and able to prioritize
  • Able to respect full confidentiality
  • Effective oral and written communication skills

Application procedure:

Potential candidates are requested to send a CV and a Cover Letter in English until May 7th, 2017, to the following e-mail address: [To send your CV please click here] stating the title of the position in the subject line.

MDM is an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.

Copyright ©2016-2017 skywalker.gr | Developed with RORM 2 Framework