SUPPORT SERVICES COORDINATOR (F/M)

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SUPPORT SERVICES COORDINATOR (F/M)

MEDECINS DU MONDE

For more than 40 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 30 countries across all continents where it focuses on 5 priority areas: emergency and crisis, sexual and reproductive health, harm reduction, migrants and displaced populations (health rights), health and environment.

MdM has been working in Lebanon for nearly 30 years and specifically on the response to the Syrian crisis since 2012. The goal of MdM is to offer care to Syrian refugees and vulnerable Lebanese affected by this crisis. MdM's intervention aims to strengthen the national health and mental health system and increase access to quality primary and mental healthcare.

MdM is working in the integration of mental health in the primary healthcare system and contributing to the development of community-based mental healthcare services, opening and running community mental health centers (CMHC), in coordination with partners for substance use and gender components.

MdM's activities are based in Beirut, Bekaa Valley and Tripoli.
To implement and monitor the activities, the mission in Lebanon has been set up with a team of more than 70 local and international staff, managed by a General Coordinator and coordination team. The position of Support Services Coordinator is part of the coordination team.

Descriptionof the position

Under the supervision of the general coordinator, you define, adapt, plan and supervise the implementation of the mission's human resources frameworks, procedures and policies while respecting the local context, local legislation and MdM policies and values. You also plan, centralize, coordinate and supervise the financial, human resources and logistics management and administration of the mission in line with MdM timescales, policies and procedures.

You lead a multidisciplinary team (1 logistics manager, 1 finance manager, 1 HR supervisor) and support partners. You provide technical support to operational staff on the HR, logistics and financial management of the mission.

Your main responsibilities are the following:

Supervision and coordination of support services

Ensure the line management of the 3 support services (Finance, HR, Logistics)
Ensure that other coordinators and staff are cost aware and ensure efficient use of resources
Ensure an effective and regular coordination of the 3 support services
Brief and build the capacities of your colleagues from other departments of the mission
Be the mission's focal point for all legal aspects related to MdM operations in Lebanon
Oversee the monthly update of the BFF by the finance manager, review and update the forecast with the program teams and be responsible for the completeness of the BFF
Supervises the drafting of the new program budgets and of the annual MdM procurement plan
Supervises the accounting closure
Monitor the cash flow, ensure timely submission of the monthly cash needs, assess and mitigate any cash risks

Internal control and compliance

Ensure that partners are compliant with donor requirements
Be responsible for the proper document filing and ensure mission archives are regularly and properly sent to HQ
Be responsible for the coordination and the preparation of all audits and evaluations, as well as capitalization and recommendations and ensure their implementation
Act as the focal point for the AFD consortium partners on proper procedure drafting and compliance as well as on procurement and financial reporting
Assess the needs and support your team in building the capacity of the partners on consortium procedures implementation
Evaluate contractual arrangements and legal commitments/risks for appropriate action
Foster a positive work environment and ensure that the highest standards of conduct are observed

Reporting

Prepare financial reports as per donor contracts requirements
Anticipate and actively participate in reporting to donors
Participate in the monthly situation report
Be responsible for sending monthly financial documents to HQ
Provide regular reporting to the general coordinator

Team management

Train and mentor your team members, after proceeding with a capacity gap assessment
Lead the support services meetings to maintain an effective communication and cooperation between all departments
Ensure good information flow with other coordinators
Support and participate in the regular appraisal of the staff under your direct management
Participate in the recruitment process of the staff under your direct responsibility
Actively work on the development of the mission’s locally hired staff and provide the necessary guidance and support in order to promote the staff’s professional growth in their role and develop their management and leadership skills

Coordination

Actively participate in the bi-monthly coordination meeting
Contribute to strategy building, especially by bringing contextual elements related to economic fluctuations
Represent MdM in all accurate meetings, especially finance/HR/logistics inter-agency meetings
Represent MdM in dedicated meeting upon the general coordinator’s request
Ensure smooth communication between each department and HQ
If needed, take over the security management of the mission with the security manager during the General Coordinator’s absence.

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