Administrative and Logistics Coordinator (F/M)

On-site International Operations Department Temporary

Dar es Salaam, Dar es Salam, Tanzania, United Republic of

Overview

For more than 40 years, Médecins du Monde, a campaigning medical organisation committed to international solidarity, has been caring for the most vulnerable populations here and abroad. It has continued to bear witness to obstacles that exist in accessing healthcare 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 France currently works in 30 countries across all continents to facilitate access to healthcare through 6 political battles:

• Sexual and Reproductive Health Rights
• Migration, Exile, Human Rights and Health
• Harm Reduction
• Environment and Health
• Healthcare systems
• Humanitarian Space

Context

Tanzania is a major hub for heroin trafficking coming from Central Asia, where drug consumption has widely spread. There are more than 300,000 people who use drugs, of which 1/10 inject it. Due to the lack of adequate prevention and healthcare services adapted and accessible for People who inject drugs (PWIDs), unsafe practices (like sharing used syringes and unprotected sex) are widespread and have a considerable impact on the health of people: more than one third has hepatitis C and one fourth has HIV.

Between 2010 and 2018, Médecins du Monde established the first comprehensive humanitarian harm reduction programme in Tanzania in the city of Dar es Salam. Despite a political environment less than favourable, this pilot project included comprehensive services adapted to the needs of people. The teams have set up a reception centre and mobile activities to go and meet the most isolated people who are using drugs. The project has been handed over to local authorities and CSOs and MdM is now working on technical assistance for harm reduction activities in Tanzania, a country with restrictive legislation and low access to prevention and health care for key populations (PWIDs, sex workers and men who have sex with men) which lead to high prevalence of sexually transmitted diseases. MdM also implements sexual & reproductive health and rights projects targeting key population and/or youth in Dar es Salaam (direct intervention) and in Dodoma (through a partnership with a local CSO).

MdM Tanzania is also involved in harm reduction technical assistance in Rwanda. In Rwanda, MdM partners in a 3-years long harm reduction project called TUBITEHO (Oct 2023 – Sept 2026) with 4 other stakeholders. In Burundi, MdM provides technical assistance to the MoH and local stakeholders for the introduction of OAT services in the country. MdM Tanzania seeks to further assess harm reduction needs in the region and to propose technical assistance in harm reduction according to the needs.

Job Description

Under the responsibility of the general coordinator, your main tasks and responsibilities include:

Human Resources Management

• Work in collaboration with the coordination team to define the HR needs and revise the HR budget accordingly
• Update the organizational chart, clarify hierarchical and functional links, and follow the set-up for its monthly update, jointly with the coordination and field team
• Participate to the definition of HR needs in terms of writing project proposals and any amendments
• Ensure reporting on HR indicators (internal and external) to the mission managers and HQ
• Ensure that every employee file is updated according to MdM standards
• Supervise the HR database’s management, ensuring all important staff information (such as medical licence expiry dates, tax numbers, etc) is complete and up to date
• Lead on and supervise the monthly payment of salaries and taxes in conjunction with Finance Department
• Coordinate the monthly follow up of HR tools and ensure sharing with HQ the needed updates respecting the schedule
• Participate and ensure the rolling out of the occupations and salary grid within the mission as well as the salary policy for national staff and ensure its strict implementation
• Supervise the administrative and payroll procedures and work with the finance team to ensure timely accurate salary payments
• Review and improve the HR policy in accordance with the legal framework of the country and MdM core values
• Ensure complete implementation and application of the MdM HR policies and propose improvements or adjustments if necessary
• Centralise and coordinate the annual training plan and support its implementation
• Develop the yearly training needs assessment, define and coordinate plan for the mission’s staff
• Under the General Cordinator supervision, support the implementation and follow up of the Expat HR policy (ex. housing condition; accompanying status, travel policy) in collaboration with the HQ HR Advisor
• Support the General Coordinator regarding the implementation of the updated MdM PSEA policy (protection against sexual exploitation and abuse)
• Support manager to manage conflicts, when necessary, in order to ensure labour legal compliance and to improve manager awareness
• Take part in disciplinary procedures and investigations

Financial Organization and Compliance

• Ensure the financial procedures and guidelines of the Mission are in line with MdM’s policies as well as in compliance with donors’ guidelines
• Ensure internal financial systems, procedures, templates and control mechanisms are in place and observed by all staff
• Be responsible for the financial reporting on Donors budgets as per the terms of the financial agreement
• Monitor budget consumption and update the Budget Follow Up tool (BFF)
• Proceed with a monthly update of our Yearly forecast, in coordination with the program department
• Identify and analyse any discrepancy with our Yearly and Donors budgets and suggest solutions
• Propose necessary reallocations and modifications to comply with donor’s guidelines while achieving project objectives
• Facilitate audits at field level
• Ensure the archiving of accounting and finance documents is in line with MdM standards and procedures
• Participate to the monthly grants review meeting, provide financial information to the coordination team both proactively and upon request to monitor projects budget spending plan for program

Treasury & Accounting

• Ensure the implementation of the Money Management Protocol (MMP) and Golden Rules on the mission and MMP’s regular update (in coordination with the GenCo)
• Ensure proper cash flow and liquidities for the mission
• Ensure MdM’s accounting standards and rules are respected
• Ensure the analytic is coherent with the financial strategy
• Ensure MdM compliance with tax laws in collaboration with accounting firm
• Be responsible for the monthly closure process
• Support the semi-annual & annual accountancy closure, in coordination with HQ

Logistics

• Ensure the implementation, use, follow-up, and archiving of MdM logistics procedures and tools (purchase, communication, stock management, fleet management, equipment list etc.) and adapt them if needed
• Be responsible for the installation, use and maintenance of equipment’s selection (Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc.) in collaboration with the HQ Logistics Advisor
• Take part to any assessment and inventory when required
• Support the medical team on medical logistics (pharmacy warehouse, transportation of medical supplies, cold chain etc.)
• Ensure the overall supply chain management for country’s response (international & local purchases)
• Ensure the elaboration of the procurement Plan
• Ensure the archiving of logistics and purchasing documents are in line with MdM standards and procedures

Team Management and Capacity Building

• Recruit staff under your direct or technical responsibility
• Ensure proper induction and capacity building of the team
• Develop individual action plans and proceed to regular professional evaluations of the team under your direct or technical responsibility
• Train and provide technical support (guidelines and/or tools) to Admin and Log team
• Organise and conduct regular Admin & Logistic department meetings
• Carry out the capacity building trainings of managers on all relevant procedures (HR, Finance, Log)

Representation and Communication

• Ensure when needed and by delegation of the General Coordinator the representation of MdM in front of donors
• Liaise with INGOs heads of Admin/Log Departments in-country and actively participate in interagency coordination meetings
• Provide strong oversight to MdM local partner activities, including compliance with donor regulations and build their capacity to ensure full understanding of the financial responsibilities
• Participate to the monthly Mission’s Situation Report compiled by the GenCo and to all other reports by providing relevant data

Requirements

• Three years’ higher education management qualification
• Two years’ experience in the international NGO field as administrator or finance coordinator
• Experience in Logistics and Human Resources management
• Analyse significant discrepancies between forecasts and actual records, interpret them, contextualise them, identifying the causes and risks, warn
• Adapt schedules according to priorities and unforeseen events
• Understand and identify institutional donors’ cycles and procedures
• Read, construct, and analyse a budget and carry out budget monitoring
• Conduct professional interviews (recruitment, guidance, etc.)
• Design, formalise and adapt procedures / protocols / operating modes/ recommendations relating to the area of competence
• Analyse and structure a pay and staff administration process
• Identify and look for pay errors and their causes, and resolve them
• Understand and interpret the legal administrative framework for staff and the MdM rules
• Design and analyse remuneration methods and rules
• Identify and analyse training and recruitment needs
• Diplomacy, negotiation, and networking skills
• Ability to work under a minimum of supervision
• Reactivity, anticipation, adaptability, capacity to take initiatives
• Ability to classify and to manage priorities
• Team spirit
• Excellent Microsoft Office skills (especially Excel/ Office 365 Tools)
• Knowledge of accountancy software (SAGA)
• You embrace the core values and support the proactive philosophy of Médecins du Monde

Benefits

• Starting date: June 9, 2025
• Ending date: September 12, 2025
• Fixed term contract
• Gross monthly salary: 3 359 euros
• Premium equal to one month salary paid in two instalments - minimum of 6 months seniority required
• Expatriation bonus (10% gross salary per month)
• Transportation cost, vaccines and visas covered
• Guesthouse housing
• 22.5 recovery days per year
• 5 weeks of paid leaves per year
• Health insurance (50% covered by MdM and 50% by the employee)
• Insurance (repatriation…)

Médecins du Monde promotes trainings and internal mobility

As part of our measures to combat money laundering and financing of terrorism, any selected candidate may be subject to a background check on international sanctions lists (UN, the EU, France, the United States…). This information is handled confidentially and stored on a secure server. For more information on the processing of personal data throughout this process: http://bit.ly/3CSTDYO

Telephone applications and applications without a cover letter 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.