Profil de poste
Informations préliminaires sur le poste
Intitulé du poste
ADMINISTRATIVE AND FINANCIAL COORDINATOR
Pays & base d’affectation
AFGHANISTAN, KABUL
Rattachement hiérarchique
HEAD OF MISSION
Création / Remplacement (+ nom)
Replacement of Lucile Sander
Date d’arrivée souhaitée
25/10/2011
Durée de passation
2 weeks
Durée de la mission
12 months
Financement assuré jusqu’à (date + nb mois) 20 months – April 2013
Document rédigé par XXX, le XXX.
General information about the mission
Context
Preparations for and the holding of elections for president and city councilors affected the Afghan context in 2009. Before and
during this process (the first round was held in August 2009 and the 2nd, resulting in the re-election to the presidency of Hamid
Karzai, took place in November 2009), the country experienced a high level of violence.
The fragility of the country was severely tested at the end of 2009 by massive offensives conducted by NATO forces, particularly in
the east and south, and the inability of leaders to form a new government. On the political front, the composition of the Afghan
government had yet to be completed by early 2010. Parliamentary elections, however, were held in mid-September.
While Provincial Reconstruction Teams (PRTs), composed of military and civilians, continue their actions, always feeding the
confusion between military and humanitarian interventions, the socio-economic indicators remain alarming. Rebuilding and
strengthening the health-care system is still a priority in Afghanistan, with the country-wide continuation of the implementation of
BPHS (Basic Package of Health Services), and the EPHS (Essential Package of Hospital Services), initiated in 2003 and 2005.
The security situation remains unstable. Many attacks continue to claim lives, mostly among the Afghan population. The prospect
of a withdrawal of the International Security Assistance Force in 2014 and the process of "Afghanization" (transferring security
management in the territory to Afghan authorities) is a source of unrest and concern.
The Bonn conference to be held December 5, 2011 seems to be the last opportunity for a general and comprehensive mobilization
on Afghanistan. Its agenda will focus on the transition, the peace process and the commitment of the international community to
provide long-term support after 2014 following the departure of international troops.
Positioning / Strategy of PU-AMI in the country
The mission is in a development phase with the covering of a larger area of intervention in the health field.
Actions in the health field are implemented in close collaboration with the Afghan Ministry of Public Health and local communities,
particularly through the network of community health workers.
In the coming years, a priority will be the development of integrated projects with WASH and health activities, rehabilitation or
economic recovery.
For 2011, PU-AMI provides the people of the province of Kunar access to quality primary health care in accordance with BPHS and
EPHS. By November 2011, 2 provinces will be covered by these same actions: Kunar and Daykundi.
The other health projects will continue in 2012.
History of the mission and current programs
Prior to the Première Urgence - Aide Médicale Internationale (AMI-PU) merger, AMI had been present among local populations in
Afghanistan since 1980 and since that time has developed many health projects, some still in progress.
BPHS/EPHS Project:
After training and rehabilitation actions in different provinces of the country during the 80s and 90s, AMI committed in 2003 to a
large-scale operation: the establishment, in the provinces of Laghman, Kunar and Samangan, of a primary health-care program,
BPHS/EPHS (Basic Package of Health Services / Essential Package of Hospital Services) in conjunction with the Afghan Ministry
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of Public Health.
In 2009, AMI left the provinces of Laghman and Samanghan for reasons of strategy and program quality but continues
implementing the BPHS and EPHS program in Kunar province.
Starting in late 2011, PU-AMI will resume BPHS and EPHS projects (taken back from a local NGO) in the province of Daykundi
(security conditions are good and the province is accessible to expatriates) in partnership with MOVE, another Afghan NGO.
CMAM Project:
Since late 2011, the goal of this project in Kunar province has been to prevent, detect and treat under-nutrition among pregnant
and lactating women and children from 0 to 59 months. Ultimately, this project must be integrated into the BPHS/EPHS project.
Salamati Project:
Since 1995, AMI has been creating and editing the Salamati magazine to contribute to the training of staff and health professionals
in Afghanistan; since 2007, the Salamati is aimed at community health workers. It has a circulation of about 25,000 and is
distributed throughout the country.
PU-AMI is continuing the project in 2011 and it should be renewed in 2012-2013.
Laboratories Project:
Working since 1997 to increase the capacity of pharmacies and laboratories at two university hospitals in Kabul, AMI set up
bacteriological analysis services in 2008.
PU-AMI continued this project until early 2011: procurement, supervision, training, expansion of analysis panel.
An external evaluation was conducted at the end of 2010. In mid-2011, the project entered a new phase of development: a new
project is being prepared for new funding hoped for in 2012.
Configuration de la mission
BUDGET PREVISIONNEL 2011
BASES
NOMBRE D’EXPATRIES
NOMBRE D’EMPLOYES NATIONAUX
NOMBRE DE PROJETS EN COURS
PRINCIPAUX PARTENAIRES
SECTEURS D’ACTIVITES
EQUIPE EXPATRIEE EN PLACE
> € 6,000,000
KABUL, ASADABAD (KUNAR), NILI (DAYKUNDI)
7 (10 as of November 2011)
Approximately 450 (900 as of November 2011)
6 (8 as of November 2011)
EuropeAid – Ministère de la Santé Publique – Global Fund – CIDA – MOVE
Health
Head of Mission – Program Coordinator – Administrative Coordinator –
Logistician – Project Manager (Salamati) – Epidemiologist –
Description du poste
Objectif global
The Administrative and Financial Coordinator is responsible for sound financial, accounting and budgetary management of the
mission as well as management of human resources and administrative and legal files.
Responsibilities and fields of action
 Financial, budgetary and accounting management: He/She is responsible for all aspects relative to finances,
including budgetary and accounting elements, as well as the mission’s treasury.
 Human resource management: He/She is responsible for the administrative management of national and international
teams, defining/updating of HR procedures and management tools in compliance with the labor regulations of the country
of intervention and the HR policy of PU-AMI, and monitoring of risks associated with HR issues.
 Administrative and legal management: He/She oversees administrative files and ensures that the status and
functioning of the mission are in legal compliance with the requirements of the country of intervention.
 Representation: He/She represents the association with partners, local authorities and various actors involved in the
financial, administrative, legal and human resource aspects of the mission.
 Coordination: He/She centralizes and disseminates information within the mission and at headquarters for all matters
concerning the financial, administrative, legal and human resource aspects of the mission and consolidates internal and
external reporting in these areas.
Specific objectives and associated activities
1.
ENSURE SOUND FINANCIAL, BUDGETARY AND ACCOUNTING MANAGEMENT OF THE MISSION
a. Financial
 He/She develops and updates the dashboards to ensure the financial stability of the mission and prevent risks. He/She
analyzes financial information and shares his/her findings with the coordination team, the base managers and technical
managers involved, and with the financial officer at headquarters.
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 He/She ensures the setting up and proper use of tools and procedures for financial, accounting and budget management
for the entire mission. He/She is responsible for briefing new expatriates and national staff on these rules and organizes
ad hoc training as necessary.
 Among other things, he/she ensures the commitment procedure for spending is followed and sets establish an internal
control system. He/She is also involved in the validation of purchasing records.
 He/She is responsible for financial audits of the mission and oversees the transmission to headquarters of the
information required as part of audits performed at headquarters.
b. Budgetary
 He/She manages the development of the mission’s budgetary framework for the year and monitors/revises it at regular
intervals, as determined with the finance officer at headquarters.
 He/She develops project budgets for proposed operations (incl. budget narrative) in accordance with each donor’s
procedures, in collaboration with the coordination team and the field managers involved. He/She shall then ensure
coverage of costs strictly related to the proposed programs as well as the fair sharing of the mission’s operating costs for
the duration of each project.
 Each month he/she does a budget review for each project, which he/she communicates to the appropriate mission
stakeholders and to headquarters within 15 days following the end of the month, and with them analyses any differences
between estimated and actual figures.
 He/She makes budget projections at regular intervals to ensure budgetary resources are optimized in compliance with
the eligibility rules and flexibility of each donor. As needed, he/she suggests budget adjustments, which may involve
requests for contract amendments. He/She takes into account the contractual period required for the submission of an
amendment and ensures that all documents are transmitted in time to headquarters.
 Throughout each project, he/she ensures the proper allocation of funds, and compliance with contractual requirements
with regard to rules of eligibility (date, nature and procurement procedures) and reporting deadlines.
 He/She prepares external financial reports for donors, which he/she sends to the Head of Mission for transmission to
headquarters with all documents that constitute the contractual relationship.
c. Accounting
 He/She oversees the monitoring of accounting records, ensures proper monitoring of expenditures and performs the
month-end accounting close after conducting all the required checks and sends the monthly accounting to headquarters
in electronic format as well as the hard copy accounting statements within the eight days following the end of the month.
 He/She is responsible for the proper archiving of accounting documents in accordance with the rules established by
headquarters.
d. Treasury
 He/She prepares treasury forecasts with the teams and sends transfer requests to headquarters. He/She ensures that
mission treasury funds are sufficient to precisely meet field requirements for the period, taking into account any donor
payments made locally in his/her transfer requests to headquarters.
 He/She is responsible for bank and cash accounts whose balances he/she checks regularly, and he/she organizes the
flow of mission funds and exercises constant concern for the security of transferred and stored funds.
2.
ENSURE PROPER MANAGEMENT OF THE MISSION’S NATIONAL HUMAN RESOURCES
a. HR Policy
 He/She develops and proposes possible updates to HR policy in terms of rules, procedures and tools relating to
recruitment, remuneration, administrative management, disciplinary aspects and management of individual career
development within the organization.
 He/She is responsible for the implementation of this policy, once approved by the Head of Mission and headquarters,
and in consequence ensures that the rules and procedures are known, understood and implemented by all team leaders,
and that they have all tools required for applying them.
 In particular, he/she participates in the development and/or updating of internal regulations and is responsible for their
proper application.
b. Administrative management, management and career management
 He/She participates in the validation of recruitment applications, contract amendments (whatever the subject: function,
pay, hours, end date...), disciplinary and dismissal decisions.
 He/She oversees the organization of recruitment (advertisement, applications, and interviews) for his/her teams and may
be brought in to provide recruitment assistance to other departments.
 He/She ensures the compiling of administrative personnel records, and ensures that employee records are consistent
with working with AMI-PU in the country.
 He/She draws up staff employment contracts.
 He/She defines the process and develops possible integration support for new employees.
 He/She develops the pay structure (fixed and variable elements), defines the fringe benefits package (mandatory or not:
medical insurance, per Diem, insurance, transportation allowance...) and ensures their implementation, subject to
validation by the Head of Mission and Headquarters.
 He/She oversees payroll operations
 He/She tracks absences, including the taking of leave.
 He/She ensures the efficient conducting of the evaluation process for all mission employees.
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 He/She identifies training needs and helps make them financially feasible.
 He/She organizes and manages any medical repatriations and medical evacuations in case of a workplace accident in
conjunction with the field medical coordinator (if applicable) and the medical officer at headquarters.
 He/She responds to requests from team leaders, advises and assists them as needed.
c. Work Organization
 He/She participates in the development of organizational charts, is attentive to the coherence of team composition in
terms of distribution of duties and responsibilities, and defines hierarchical and functional relationships, job titles...
 He/She develops the job classification grid, updates it as needed and ensures its strict enforcement on the bases.
 He/She participates in the development of job descriptions and valididates them based on the classification grid.
 He/She participates in defining needs in Human Resources when drafting project proposals and possible amendments.
d. HR Risk Management
 He/She monitors labor costs, produces financial projections, anticipates and alerts as needed.
 He/She ensures that HR management rules and procedures are in compliance with labor laws in force, maintains a
social and legal watch and makes necessary updates.
 He/She is responsible for the definition and implementation of appropriate working conditions, particularly with regard to
rules relating to safety and hygiene.
 He/She ensures that disputes are foreseen and prevented, and participates in crisis management if necessary. Conflict
prevention can be done by establishing a staff representation system if one does not already exist.
 He/She is alert to the risk of abuse of power (occurring between national employees or between expatriates and national
employees, in any form whatsoever) and reports all inappropriate behavior to the Head of Mission.
 He/She is responsible for keeping records of all staff (active or not), updating the data and the electronic and physical
archiving of the data.
3.
PROVIDE ADMINISTRATIVE MANAGEMENT OF THE MISSION’S INTERNATIONAL STAFF
 He/She ensures the creation of administrative records of international staff, registration with local authorities and
embassies, and ensures that expatriate documents are in accordance with working with PU-AMI in the country.
 He/She organizes and manages any medical repatriations and medical evacuations in conjunction with the medical field
coordinator (if applicable) and the medical officer at headquarters.
 He/She oversees the management of arrivals and departures to/from the mission (bookings, travel documents, transit,
leave requests, return information...) in coordination with the Head of Mission and headquarters.
 He/She provides briefings to all expatriates arriving at the mission within his/her areas of expertise.
 He/She participates in determining the amount of the monthly per diem and manages and/or delegates the allocation of
the per diem and any salary advances together with headquarters.
4.
PROVIDE ADMINISTRATIVE AND LEGAL MANAGEMENT FOR THE MISSION
 He/She ensures the registering of PU-AMI in the country and with various government departments (Department of
Taxation, Department of Migration, National Insurance Corporation, Ministry of Planning...), in keeping with administrative
procedures, tax obligations and legal requirements in force.
 He/She organizes legal protection of the mission, including identifying one or more local partners able to provide
necessary advice (lawyer, for example).
 He/She participates in the drafting of the mission’s contractual documents (with the authorities, NGO partners, suppliers,
insurers, vehicle owners and rental spaces...) and ensures monitoring.
 He/She participates in administrative and legal monitoring of projects, particularly in the setting up of the supply chain.
5.
ENSURE THE FLOW OF INFORMATION, COORDINATION AND REPRESENTATION ON ADMIN ISSUES
 He/She ensures efficient flow of information to field teams, the capital and headquarters.
 He/She drafts or participates in the drafting of reports on internal operations in all matters concerning financial,
budgetary, accounting, HR, administrative and legal management of the mission.
 He/She ensures administrative coordination at the mission level through regular visits to bases, controls, monitoring,
training, etc...
 Internally, he/she is PU-AMI’s representative in Staff Representation Proceedings, legally binding or not. He/She is also
the PU-AMI representative for all staff in all matters relating to Human Resources; as such, he/she is responsible for
communicating any decision or change in rules or procedures to the national teams and ensures that the necessary
explanations have been provided to facilitate their approval.
 Externally, he/she represents PU-AMI with legal, tax and administrative authorities (Inspection of Labour, Tax
Directorate, collection agencies...). He/She also develops and maintains relationships with partner entities, particularly in
the context of NGO coordination involving administration, donors and human resources.
6.
SUPERVISE AND MANAGE ADMIN TEAMS
 He/She oversees the entire admin team, directly or indirectly. He/She writes or validates job descriptions and performs or
delegates assessment interviews. He/She leads working meetings, arbitrates conflicts, and determines priorities and
timing of activities.
 He/She participates in the recruitment of admin team members.
 He/She ensures and/or supervises ongoing training in procedures and PU-AMI tools for national and international
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members of the admin team, in the capital and on bases.
 He/She supports the Base Manager(s) in the performance of their admin activities, in a functional, not hierarchical,
relationship.
 He/She develops the action plan for the admin department according to the objectives defined in the mission’s annual
program.
Focus on three priority activities related to the context of the mission
 Ensure the proper implementation of new PU-AMI processes and procedures
 Ensure the establishment of budgets for new projects (based on results of projects recently submitted in consortium with
local partners, set up an administrative and financial monitoring system with local PU-AMI partners)
 Oversee the Audit planned by the European Union for 6 projects from 2007 to 2011
Team Supervision
Number of people to supervise and status (expatriate / national)
 Direct supervision (national staff): Administrative Manager based in Kabul
 Indirect supervision (national staff): Kunar Administrator, HR Coordinator, Finance Officer, Liaison officer, Cashier, Cooks
(2), Cleaners (3)
Desired Profile
Knowledge and Expertise sought
EDUCATION
ESSENTIAL
Financial management / Accounting
PROFESSIONAL EXPERIENCE
 Humanitarian
 International
 Technical
X
X
X
KNOWLEDGE & SKILLS
Knowledge of institutional donation
procedures
LANGUAGES
 French
 English
 Other (specify)
COMPUTING
 Office Pack
 Other (specify)
APPRECIATED
Project management
Human Resource Management
X
X
X (Excel required)
Saga
Personal characteristics expected (team player, match for the position and the mission)
-
Resistance to pressure
Good Stress Management
Analytical
Organization and method
Reliability
Sense of responsibility
Great listening skills, empathy
Adaptability, priority management, practicality
Diplomacy and ability to negotiate
Good communication
Honesty and thoroughness
Proposed terms
Status
 SALARIED EMPLOYEE with fixed-term contract (after 3 months under voluntary participation agreement if first international
solidarity mission).
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Remuneration
 GROSS MONTHLY SALARY: 1,800 Euros
 SENIORITY BONUS): Commensurate with International Solidarity experience on one hand, with PU-AMI on the other.
 DANGER BONUS of 10% (paid monthly)
Expenses covered





Return Transportation Home / Mission (including travel expenses such as visas, vaccinations...)
Medical and supplementary health coverage
Insurance, including repatriation
Accommodation in group housing
Living expenses (“Per diem”)
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