Finance and HR Coordinator - Sudan - M/F

ALIMA ASSOCIATION

THE SPIRIT OF ALIMA: The goal of ALIMA is to save lives and provide care to the most vulnerable populations, without any discrimination based on identity, religion, or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals. We act with humanity and impartiality, in accordance with universal medical ethics. To access patients, we are committed to acting in a neutral and independent manner.

Our CHARTER defines the VALUES and the PRINCIPLES of our action:

1. Patient-centered approach
2. Revolutionizing humanitarian medicine
3. Responsibility and freedom
4. Improve the quality of our actions
5. Place trust
6. Collective intelligence
7. Environmental responsibility

ALIMA promotes and defends the principles of fundamental human rights. ALIMA adopts a zero-tolerance approach towards those who are guilty of acts of gender-based and sexual violence, as well as towards inaction in the face of alleged or proven acts of violence. The protection of those who benefit from our intervention and those who are impacted is our top priority in everything we do. Everyone collaborating with ALIMA commits to:

• Respect the charter, the code of conduct, institutional policies including the policy for protection against abuse of power and gender-based and sexual violence, the policy for the prevention of corruption and fraud;
• Report any violations of policies, framework documents, and procedures to a supervisor or a point of contact

TAKING CARE - INNOVATING - TOGETHER: Since its creation in 2009, ALIMA has treated over 13 million patients and is currently operating in 12 African countries while also extending its emergency support to Haiti. In 2022, we developed 62 humanitarian medical response projects to address the needs of populations affected by conflicts, epidemics, and extreme poverty. All these projects are carried out in support of national authorities through nearly 511 health facilities. Whenever possible, we work in partnership with local NGOs to ensure that our patients benefit from the best and most relevant expertise, wherever it may be, whether in their own country or elsewhere in the world. Additionally, to improve humanitarian response, we conduct operational and clinical research projects, particularly in the field of combating malnutrition and viral hemorrhagic fevers.

ALIMA TEAM: More than 2000 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from the coordination teams generally based in the capitals of the countries. These teams receive support from the 4 office teams and the emergency and opening team based at the operational headquarters in Dakar, Senegal. The teams in Paris and New York are actively working to raise funds and represent ALIMA. The rest of the ALIMA galaxy includes individuals and partner teams working on behalf of other organizations such as the medical NGOs BEFEN, ALERT Health, SOS Médecins / KEOOGO, AMCP, the research organizations PACCI and INSERM, the universities of Bordeaux or Copenhagen, the INGO Solidarité Internationale, and many others.

COUNTRIES WHERE WE WORK: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of the Congo, Cameroon, Guinea, Sudan, Mauritania, Ethiopia, Haiti.

THE WORK WE DO COVERS: Malnutrition, Maternal Health, Primary Health Care, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), Hospitalization, Emergencies, Gender-Based Violence, Opening / Closing.

ALIMA IN SUDAN

ALIMA has been present in Sudan since 2021 with projects in the states of South Kordofan and Khartoum, addressing the urgent health and nutrition needs of populations affected by conflict and the COVID-19 pandemic. In 2022, ALIMA, in coordination with the Ministry of Health (MOH), intervened in two localities in South Kordofan by supporting the maternity and pediatric units of the Kadugli Teaching Hospital, two Primary Health Care Centers (PHCCs), and mobile clinics, including a rapid response mobile clinic for the influx of internally displaced persons (IDPs) at the Kadugli bus station IDP camp. ALIMA also strengthened the capacity for optimal management of severe COVID-19 cases by increasing access to medical oxygen at Al Shaab Teaching Hospital, a specialized 350-bed hospital designated as a COVID-19 Treatment Center in Khartoum. ALIMA installed a PSA (Pressure Swing Adsorption) oxygen plant providing medical oxygen directly to the operating room and general services. Additionally, ALIMA provided training to MOH staff on oxygen therapy for optimal case management and on the preventive and curative maintenance of key biomedical equipment.

Since the escalation of the conflict in April 2023, ALIMA has been responding to urgent health and nutrition needs in South Kordofan and is in the process of opening a new project in North Darfur. ALIMA plans to intensify its emergency response to the influx of internally displaced persons (IDPs) in El Fasher, North Darfur, by supporting primary health care facilities in the IDP camps, a Nutritional Stabilization Center, and mobile clinics. In South Kordofan, ALIMA continues to support vital health care at the Kadugli Teaching Hospital, 2 Primary Health Care Centers, and mobile clinics. ALIMA will implement additional nutritional activities by establishing outpatient therapeutic programs (OTP) to treat severe acute malnutrition in all supported health facilities in 2023.

The main upcoming activities will consist of:

In the short term:

Support for operations in the HR strategy for the project opening in North Darfur;

Organize the recruitment for the mission and establish a structure that meets the needs of the mission and the projects;

In the medium and long term

Identify the needs for HR development and support managers in managing their teams by implementing professional performance tools.

For FINRHCO, the priorities will be:

Recruitment of national staff

Development/update of internal regulations

Implementation of HR tools and policies

Launch of the salary scale review

Implementation of financial tools and procedures

Mission location : In coordination with frequent travel to project areas.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3 : As part of their duties, the holder will visit programs and will be in contact with vulnerable children and/or adults. Therefore, a criminal background check or a certificate of good conduct will be required. In situations where a criminal record or character reference is not available, a declaration of good conduct will be required.

FUNCTIONAL AND HIERARCHICAL LINKS

He/she reports to the Head of Mission (hierarchical supervisor).

He/she technically refers to the Finance Office for financial questions and to the Human Resources Office for HR questions.

He/she manages the administrators, supervisors, and administrative assistants in coordination and on the ground, as well as the accounting managers and archivists.

He/she works closely with the coordinators (medical, logistics, and projects).

MISSION AND MAIN ACTIVITIES

The FINRHCO supports capital and project coordinators in all matters related to financial management, human resources, and administration of all projects that make up the country mission. He/she ensures the proper management of funds and their transparency by overseeing the accounting and financial management of the mission within the framework of ALIMA's management and in accordance with local legislation.

Budget management

• Contribute to defining the mission strategy by developing the mission budgets and budget amendments.
• Consolidate and execute the budgets, in collaboration with the coordinators (general and specific monthly).
• Develop budget monitoring reports intended for headquarters and members of the country and project coordination, to draw their attention to any potential under- and over-expenditures of the budget.
• Produce financial reports for donors so that they can be validated by headquarters within the deadlines set by the funding agreements.
• Be the point of contact for our donor audits at the mission level in collaboration with Alima's internal audit department. Prepare the documentation, review its content, and alert if necessary.

Accounting

• Assurer l'existence et le respect des règles de gestion des ressources financières et comptables dans le pays
• Superviser et superviser le système comptable pour garantir la transparence, l'exhaustivité des informations financières, le respect des procédures et la lisibilité des dépenses.

Gestion de trésorerie

• To ensure that the necessary and sufficient level of liquidity is always available for the smooth conduct of operations with maximum control over security and operational risks
• Ensure compliance with species management procedures as part of its mission
• Ensure the archiving of the mission's accounting documents

General resource management

• Set up the necessary elements to monitor the use of hardware resources
• Participate in the development of the mission's procurement framework (procurement plan)

Institutional funding

• Ensure compliance with commitments made to institutional donors (regular meetings, monthly financial tracking, reports, recommendations, etc.)
• Respect the procedures of the landlords
• Ensure the proper management of human resources for the mission within the framework of ALIMA's administrative management and local legislation. To this end, act as ALIMA's representative to administrative authorities (Labor Inspection, Lawyer, Social Security, Taxes, etc.)
• Define, adapt, plan, and oversee the implementation of the mission's human resources policies, ensuring that they comply with the context, local legislation, and operational challenges.
• Contribute to the definition and implementation of the mission's objectives, particularly regarding aspects related to team size, the profile and capacity of the required human resources, as well as the strengthening of staff skills to effectively achieve the mission's goals.
• Be the point of contact and advisor for human resources questions for the mission managers.

Administrative management of the mission, legal monitoring

• Ensure the update of legal documents for the proper functioning of ALIMA
• In collaboration with other members of the coordination team, including the HOM, ensure the annual registration of leases and contract terms for coordination houses and projects
• Ensure the legal follow-up of the mission by creating and maintaining a network of relevant information, particularly on labor and tax legislation
• Ensure compliance with laws and regulations within the mission in its areas of responsibility (labor law, social and tax legislation, etc.)
• Contribute to the definition, validation, updating/revision, and ensure the application of the documents, procedures, and policies for human resources management of the mission (internal regulations, employment contracts, recruitment policies...)
• Monitoring of staff receiving bonuses or incentives
• Collaborate with the Humanitarian Affairs Commission (HAC) to ensure the effective recruitment of local staff. This includes identifying the key skills required for specific roles, conducting rigorous selection processes, and creating effective onboarding programs for new hires.

Administrative Management of Human Resources

        Recruitment

• Support the implementation of the HR strategy, ensuring that it is aligned with the organization's mission and objectives. This includes overseeing the development and implementation of HR policies, procedures, and guidelines, as well as providing advice and support to managers and staff on HR-related issues.
• Ensure the rigorous application of the recruitment policy on all bases and applied to all positions (from defining the need to archiving recruitment files)
• Train the Administrative Project Managers (PAM) on the procedures, best practices, and recruitment techniques of ALIMA
• Participate in the recruitment process for base leaders (HR validation)
• Participate in the recruitment process of ETAM based on the request of the PC and/or the RAP
• Provide the RAP and team leaders with recruitment tests when required or advised and requested
• Provide the RAP with a general induction of ALIMA and the mission, support the update of the project section, and ensure that each staff member benefits from this induction
• Provide an induction for all HQ or coordinated managers and for all positions at level 12 and above
• Ensure that every new employee recruited on the basis is informed of the internal regulations, the code of conduct, the anti-fraud policy, and the policy for preventing harassment and sexual and gender-based violence
• Ensure that the induction process is understood by the stakeholders and implemented in the mission (coordination and base).

      Employment contract and monitoring

• Make sure that the personnel files are complete and maintained in electronic format on Sudan Drive.
• Implement effective contract tracking tools and ensure that the RAPs use them (tracking contract dates, leave, etc.)

    Payment of salaries, taxes, and social contributions

• Supervise the use of the payroll software and train the RAPs on their responsibilities
• Validate the payrolls each month for each base

      Life and composition of the team

• Support the organization of monthly staff meetings
• Participate in meetings of staff representatives/coordinators
• Participate in resolving work conflicts in collaboration with project coordinators, RAPs, and team leaders

      Operational management of human resources

• Support project coordinators and department heads in defining the composition of their teams
• Update and share the mission organizational charts with the bases, coordination, and headquarters each month
• Participate in the development of the mission budgets for the HR section (organizational chart, salaries, bonuses...), international transport, and rent.

        Personnel Quality Management

        Job Profile - Performance Objectives Plan - Review

• Provide standard job profiles to the RAP and team leaders
• Ensure that updated job profiles are available for each employee and that each employee has read and signed them, support the RAPs and team leaders in case of any obstacles.
• Train team leaders on the use of POP documents and reports
• Verify that team leaders set objectives at the beginning of the period and complete staff evaluations at the end of the period
• Analyze employee evaluations from a career development perspective

        Training and capacity building

• Contribute to identifying training needs for mission personnel
• Compile all training needs annually and develop an annual training plan for the mission
• Be proactive in identifying funding sources for training, and in identifying collaborations with other NGOs and training organizations in the country
• Be responsible for organizing the training sessions taking place in the coordination or in the city of the coordination
• Propose and anticipate the deployment of personnel to other ALIMA missions
• Support the capacity building of all employees in support of team leaders
• Collect data related to the training provided in the field and propose an analysis of this data
• Apply post-training monitoring and evaluation methods to measure impact
• Ensure the connection with the Training Manager at headquarters

          Specific management of international personnel

             Administration

• In coordination with the administrative department in Dakar, ensure the administrative follow-up of international staff: arrival and departure dates, paid leave, passports, visas, and plane tickets.
• In collaboration with the Admin/HR Manager, ensure the renewal of expatriate visas, the securing of visas and/or any other legal documents required by the police and the Ministry (Agreement, Convention with the Ministry of Administrators, Request for Entry Authorization...).
• Monitor contract dates and bring them to the attention of management at least 3 months in advance.
• Ensure the preparation of international files and provide the necessary documents to those who do not have them (ALIMA card, mission order, residence permit...)

      Recruitment and monitoring

• Support the mission leader and project coordinators in planning breaks and provide a tracking tool
• In collaboration with the administrators, alert for interim and final reviews
• Ensure the transmission of end-of-mission reports to the HR contact
• Support the mission leader in managing the human resources of expatriate staff (conflict management, anticipating recruitment needs, drafting job profiles, etc.)

  Team management and facilitation

• Establish a finance and human resources department to coordinate in a spirit and operation that ensures synergies between services. Promotes the exchange of best practices within and between departments.
• Define job profiles and performance objective plans for team members to develop their skills. Participates in the evaluations of their team with a career path approach and participates in the evaluations of project administrative managers (PAM).
• Make training and job changes possible by strengthening their skills and developing their autonomy.
• Propose and anticipate deployments to other ALIMA missions.
• Identify the skills that team members need to acquire to master their positions and organize training to strengthen them OR ensure that the organization's needs align with the skills and motivations of its employees.
• Embodies and transmits values, ensures compliance with the code of conduct and institutional policies, as well as the mindset and expected individual and collective behaviors.
• Organize and facilitate team meetings.

Implementation of preventive measures against abuse of power, gender-based violence and sexual violence, fraud, and money laundering 

• Participate in training and awareness sessions
• Provide ongoing training to all staff on the anti-fraud policy
• Apply standards for the prevention of abuse
• Ensure that team members attend training and awareness sessions and comply with abuse prevention rules
• Contribute to creating and maintaining a caring and protective environment