Background
Doctors Without Borders / Médecins Sans Frontières(MSF) Spain is an
international, independent, medical humanitarian organisationthat delivers
emergency aid to people affected by armed conflict, epidemics,natural and
man-made disasters and exclusion from healthcare in more than 65countries. MSF
offers assistance to people based on need and irrespective ofrace, religion,
gender or political affiliation.
MSF currently has a country coordination office in NewDelhi which is part of
the Asia Coordination Team (ACT) which oversees themedical activities of MSF in
India as well as those of regional partnerorganisations in a number of
countries in Asia.
MSF was awarded the Indira Gandhi Prize for Peace,Disarmament and Development
in 1996 and the Nobel Peace Prize in 1999.
MSF-Spain has a transversal interest in the earlydetection of sepsis. As part
of the Asia strategy, MSF-Spain is developing amulti-country study in
Vietnam,Indonesia, Cambodia, Laos and the Philippines (list to be finalized)
wherethe objective is to work through implementing academic institutions to
develop,facilitate and implement the study.
The study will essentially involve identifyingappropriate ´remote´ study sites
where different biomarkers and severity scorescan be tested to identify
combinations that may be used to better identifythose patients higher at risk
of sepsis and facilitate early and appropriatereferral. There is no plan for
aformal/typical MSF presence in each of these countries – this will be
anatypical ´partnership´ project where MSF will have more of an oversight
andfacilitative function, rather than as implementers.
In addition to thestudy, MSF-Spain is also interested in responding to
potential emergenciesin the country and SE Asian region. As such, the project
team will be small,based in Jakarta, Indonesia, comprising of a Project
Coordinator, ResearchCoordinator and Administration (Finances, Human Resources
and Supply) Manager .MSF Spain is expected to support a localIndonesian
foundation in the coming year and staff will transition administrativelyto this
foundation once agreements are formalized in Q1 2020.
Number ofposts available: 1Location:Jakarta. The position entails about 40%
travel between various SE Asiancountries as part of the job
(non-negotiable).Lastapplication date: 20th May, 2020Startingdate: 20thJune
2020Availability: 6 months; with possible extension.Email:
msfe-hanoi-admin@xxxxxxxxxxxxxxxxx
Purpose of the Position
Planning,coordinating, and monitoring all supply chain, administration and
financerelated activities in the area of intervention according to MSF
protocols,standards and policies, in order to optimize the mission’s response
to theneeds of the target population and ensure an optimal running of the
activities.
Functional and Hierarchical Lines
Hierarchicallyaccountable to Project Coordinator (based in Jakarta)
andfunctionally accountable to Regional Finances Coordinator, Regional
HumanResources Coordinator and Regional Logistics Coordinator (based in New
Delhi).
Main Responsibilities
· Assisting the Project Coordinator (PC) in settingup the office in
Jakarta and providing relevant administrative support for theoffice
registration.
· In close collaboration with the PC and HRCo,implementing the
administrative procedures of any Memorandum of Understanding(MoU) in force
between local partners (e.g. Ministry of Health, etc.) and MSF.
· Establishing, planning and supervising in closecollaboration with the PC
and the LogCo / HRCo / FinCo, the Supply/ HR/Fin/Admin activities, and the
budget planning, as required in the area ofintervention in order to identify,
respond and ensure the present and futureneeds of the intervention.
· Monitoring the implementation of the followingactivities in accordance
with MSF procedures and guidelines:
1. Supply:
- Implementing, in close collaboration with PC,Medical referent and
LogCo, the supply chain processes and systems (orderprocessing, reception,
storage, packing and management of stocks, cold chain),keeping accurate and
updated information on stocks (expiry dates, securitylevel, pipeline and lead
times) in order to ensure availability of all themedical and non-medical
material and related services under optimal conditions.
- Carrying out administration related activities, inclose relation with
the FinCo/LogCo and in accordance with the MSF purchasingand payment procedures
for the unit, anticipating short term needs and askingfor necessary transfers
or withdrawals, the cash management processes in orderto ensure liquidity needs
and an accurate handle.
2. Finance/Admin:
- Carrying out administration related activities, inclose relation with
the FinCo, the accountancy, general ledger and reportingactivities, supervision
of payments to suppliers, internal or external, andpersonnel, ensuring Annual
Tax Return and other national social insurancescompliance, transparency on
accountancy as well as coherent information onservice supply chain processes
- Formulate the budget, monitor fund allocation,monitor expenditures,
and prepare budget revisions according to the needs ofthe projects
- Provide assistance and recommend solutions to awide range of
financial issues;
- Assist with preparation for Audit of Projects bythird party audit
firm. Follow-up and/ortake action on audit recommendations to ensure
implementation of correctiveactions. Assist in reviewing the audit reports on
partner executed projects;
3. HR:
- Planning and supervising, in close coordinationwith HR Coordinator
the associated processes (recruitment,training/induction/briefing, evaluation,
potential detection, etc.) of thenational staff under his/her responsibility as
specified by the line managerand the administrative and logistic processes of
the international staff of theproject in order to ensure an efficient staff
sizing, facilitating its reception,movements and legal compliance.
- Tracking administrative employment contracts fornational staff,
updating the existing database to comply with local labourregulations,
coordinating and supervising procedures for payroll, controllingthe payment of
overtime and the closing of the monthly payroll. Preparingincome tax
(computation and reporting) and process the payment in line with
theorganization’s policies and government’s regulations; ensure up-to-date
andwell-documented personnel and human resource-related records.
- Keeping updated on Government’s employment-relatedregulations
including taxation regulations and provide recommendation as neededby the PC.
- Liaise with relevant governmententities, among others BPJS, Ministry
of Labour, immigration office, etc
· Elaborating monthly reports as requiered accordingto guidelines
(SitReps, logistical statistics, etc)
· Being responsible forall movements organisation (tickets, accommodation,
per diem, etc) for staffand visitors.
· Any other related tasksas specified by the management
TravelPlease note that the positionwould need to travel about 40% of the time
to between various SE Asian countries (non-negotiable)
Requirements:
Qualifications:Essential Education: Degree in finance, management (business,
HR) or administration.
Work Experience:
· Essential professional experienceof at least 4 years in related
responsibilities.· Strong knowledge and solidexperience in office
operations· Desirable previousexperience in the field of humanitarian aid.
Specific skills:
· Demonstrates commitment toMSF Principles;
· Work prioritization andability to multitask;
· Ability to work remotelywith teams based in different locations;
· Focuses on results andquality-oriented for the client and responds
positively to critical feedbackand differing points of view;
· Computer proficiency in MSExcel and Word;
· People Management andDevelopment;
· Ability to communicateeffectively, adaptability and teamwork;
· Understanding in tax is anadvantage
Languages : Excellent spoken andwritten (formal) English is necessary
Others: Indonesian nationalresiding in Indonesia
Salary: 17.151.250 IDR gross/month approximately
