Finance and Administrative Coordinator

Job Description

JOB ADVERT

Job Title: Finance and Administrative Coordinator—Pediatric Training Programme

Introduction to German Doctors e.V.

German Doctors e.V. (GD) is a charitable non-profit organization that supports local partner  organizations to implement health-related projects for vulnerable people in eight countries across the world. Our organization’s fundamental goal is to improve the health and general living conditions of vulnerable and marginalized people by providing direct medical support and/or strengthening the capacity of local health staff. 

For further information: https://www.german-doctors.de/en/about-us

In Sierra Leone, one of the programmes implemented and funded by GD is the Paediatric Training Programme in partnership with the Ministry of Health and the School of Clinical Sciences in Makeni. The goal of the programme is to contribute to the reduction of infant and child mortality in Sierra Leone. The programme recruits students who have completed their national diploma and trains them as clinical officers.

This programme started in 2021, and GD has recruited 33 students who are currently going through their theoretical and practical training.

Job Summary:

German Doctors e.V. is recruiting a Finance and Admin Coordinator. The role has overall control and responsibilities for all administrative and financial functions within the organization in Sierra Leone.

The main duties will include, but are not limited to: payables, receivables, budget preparation, internal control, providing admin support to the project team, reporting, and supporting partner organizations. In addition, the ability to advise management on the organization’s financial plans as well as assessing new partners administrative and financial systems is required.

The advertised position is a national role with a contract length of one year, with the possibility of extension depending on funding and performance.

Position within the organisation

The postholder will be based in Makeni and will report directly to the country representative that sits in Bo. You will work closely with other staff working on the paediatric training project, international short-term doctors, national trainers, partners and students.

Responsibilities:

Administration

• Provide administrative support to all doctors, staff, and students on the PTP  programme.
• Make sure the school of clinical sciences in Makeni writes and approves invitation letters for all doctors traveling to Sierra Leone.
• Arrange pick-up and drop-off as well as other necessities (e.g. interviews at Medical and Dental Council) for trainers and short-term doctors.
• Provide support during internal and external audits.
• Provide regular updates to the doctors and other staff as may be required.
• Supervise and support the cook, house assistants, and project driver.
• Assist the country representative with any additional administrative tasks that may be required.

Finance:

• Ensure all financial transactions adhere to national policy and procedure, including relevant authorization and supporting documentation.
• Make sure to timely and accurately record and file all financial transactions.
• Before updating the financial report, make sure to thoroughly check all payments and accountabilities.
• Collect all financial requisitions from staff and prepare cheque payments for internal cash requirements or external purposes, e.g. payment of suppliers.
• Make payments, administer cash advances, follow up on accountabilities, and maintain the required accounting records for each transaction.
• Support in managing the office cash and ensuring sufficient funds are available to support programme operations.
• Ensure funds are available for all authorized transactions.
• Maintain the bank and cash.
• Ensure the float register is updated on a daily basis.
• Make sure to complete the cash and bank reconciliations each month.
• Produce monthly financial reports of high quality and on time.
• Prepare regular internal and external financial reports, as may be required.
• Support other regular finance systems and operations as required.

Required skills and experience:

• A degree in finance, accounting, or a related field
• At least 3 years of experience working in a similar position
• Experience in implementing and strengthening internal control frameworks
• Demonstrable track record of strengthening systems and identifying innovative solutions to challenges in finance and operations
• Experience of a flexible approach to managing and prioritizing a high workload and multiple tasks in a fast-paced environment with tight deadlines
• Experience in managing logistics and office functions for a large organization
• Excellent analytical and Excel skills
• Computer, written, and verbal communication skills
• Proficiency in English (both written and oral)
• Structured and organized in working and doing
• Reliable and trustworthy

We offer

• A contract, preferably from May 2024. The contract will be for one year with a renewal option based on funding and performance.

Application information

• This position will be advertised for two weeks and will close on the 19th April, 2024. Women and people with disabilities are strongly encouraged to apply.
• Interested candidates should send their application, including their CV, references and a motivation letter, to fanta.daboh@german-doctors.de no later than the deadline.