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Médecins sans frontières (MSF) or Doctors Without Borders, is an international humanitarian-aid non-governmental organization (NGO) and Nobel Peace Prize laureate, best known for its projects in war-torn regions and developing countries facing endemic diseases.
Responsibilities and Main Tasks
Funding Management
- Represent OCBA in partner section funding meetings related to partner section grants and earmarked/restricted funding.
- Manage the administrative aspects of grants, from initial proposals to receipt, including support in proposal and report preparation and incident resolution. Update SAP/EUREKA (Grant Management) with relevant proposal information, reports, and other files.
- Coordinate and manage communication and documentation related to funding with MSF Partner Sections. Participate in planning and monitoring PS revenues ensuring their reconciliation in the different systems.
- Oversee external audits for projects funded by public and private donors, ensuring quality responses to auditors and funders
- Coordinate Public Institutional Fundings (PIFs) with the PIF Unit, including reporting, responding to requests, and participating in audits
- Ensure the signing of financing contracts and other documents
- Manage Department orders including management of SAP order workflows, including SAP accounting of grants and provisions.
Knowledge management:
- Support in keeping the financial SharePoint sites collection site well-governed (map, access, responsibilities). Mapping of sites, pages, libraries and files, access control
- Maintain direction team files structure on SharePoint ensuring easy access to information, define and maintain the archiving guidelines.
- Maintain digital archives, including policies and reports
- Responsible to maintain the Finance policy register and support the policies owner in ensuring policies remains current. Support policies development by ensuring stakeholder engagement in their development.
- Provide support and promote the usage of MSF 365 tools for personal space management and planning.
- Manage overall communication of Finance Department
Reporting:
- Assist in drafting financial reports and presentations for various audiences, including annual accounts, treasurer's report, mission report, and more.
- Collaborate with reporting technical referent on ad hoc financial analyses as requested by the Department direction.
- Perform the monthly management reporting to the international finance team (MR10 schedule in Sap)
Learning and Development
- Develop and Maintain the HQ finance knowledge center. Update the training portfolio on SharePoint.
- Keep the learning strategy and supporting tools up to date.
- Consolidate department learning needs.
- Supporting the team managers in following up on the execution of appraisals and draft individual plans.
- Ensure finance staff are trained in feedback and appraisal management
Finance Department Governance and Planning
- Collaborate with unit heads to keep work plans current and support department activities and priorities.
- Facilitate coordination meetings, maintain agendas and involve relevant team members.
- Maintain the department's organization chart Current.
- Manage and implement team building strategies and plans.
- Participate in planning and monitoring the department's budget.
- Contribute to the development and analysis of department management indicators and dashboards.
Management of department intern
- Ensure all the administrative procedures for the hiring and onboarding of an intern are met
- Follow up of tasks and performance of the intern position, together with coordinators of each department.
- Follow up necessary administrative procedures with the collaboration entity (high school, university…).
Other tasks
- Manage the department's calendar, including monitoring holidays, breaks, and absences.
- Assist in the recruitment and onboarding process of new members of finance team.
- Support department events.
- Oversee finance department equipment (incl. Computers) and supplies annual order.
- Follow up of the lawyer’s invoices relative to inheritance procedures and creating POs in SAP.
Selection Criteria
Education and Experience
- Higher degree in Business Administration, Economics or similar.
- Experience of minimum two years in a similar position in finance departments of large companies or organizations.
- Very good command of English. French highly desirable and Spanish an asset.
- Advanced knowledge of Microsoft Office.
- Knowledge of ERP systems my SAP and FFC
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PURPOSE OF THE POSITION
MSF OCBA GD is responsible for carrying out the necessary activities to develop and achieve the goals of MSF OCBA as delegated by the General Assembly, the MSF Spain Board of Directors and the Agora (OCBA Board of Directors). Is therefore responsible to the highest level for the management, the operations, institutional representation, and coordination with and as part of the MSF International movement.
The GD acts as a champion to guarantee an optimal development of the operational partnership at all levels and coordinates the actions undertaken with the rest of the directors of the MSF OCBA departments (Management Team - MT), thus bestowing coherence and alignment upon the organization. The MT is accountable to the GD, who may delegate some of its tasks to its members.
The GD is responsible for operationalizing the MSF OCBA Strategic Plan, proposing mid-term strategies to ensure that MSF OCBA evolves according to population needs and external and internal challenges.
The GD contributes to ensure MSF International movement is aligned around operational needs and to guarantee that the frameworks agreed by the General Assembly, the MSF Spain Board of Directors and the Agora are duly complied with.
The GD is accountable to the MSF Spain Board of Directors and the Agora; and has direct and permanent relation with the President. Together, they are the main representatives of MSF OCBA, bearing in mind the ultimate responsibility in all matters impacting the social mission of MSF as mandated by the General Assembly.
Currently MSF OCBA GD is also the GD of MSF Spain. As such, the person selected is responsible for all activities in Spain and is accountable to the MSF Spain Board of Directors for it.
As the MSF movement evolves, there may be some critical changes in the architecture and governance of MSF OCBA over the next 5 years. The role as MSF Spain General Director during the course of the mandate may be substantially altered.
KEY RESPONSIBILITIES AS MSF OCBA GD
- Ensures MSF OCBA does the best possible medical humanitarian operations for people affected by emergencies, conflict, and severe violence.
- Ensures a strategic vision around operations that is inspiring and achieves commitment, collective alignment, and internal and external mobilization.
- Ensures the centrality of the operations in all political, strategic, and managerial discussions and decisions in MSF OCBA and at movement level.
- Ensures all the work of MSF OCBA at all levels is conducted with humanity, care and empathy towards patients and communities, amongst the staff and with our supporters.
- Ensures the capacity of the whole organization is at the service of the first liners, there where the medical and humanitarian act happens, making it the center of gravity of the organization.
- Promotes proximity, indignation and the pursuit of the highest possible impact and quality as the objectives of every employee and in every internal and external interaction.
- Ensures the best possible duty of care towards the employees in a multidisciplinary manner from a security, wellbeing (physical and mental health) and behavior perspective.
- Ensures a gender lens in all the actions of the organization and promotes a gender balance in all teams and platforms.
- Leads the design and execute the Strategic and Executive Plan, together with the MT and within the framework given by the MSF Spain Board of Directors and the Agora.
- Leads and oversees the Annual Plans and the associated Budget and Resource Plans and assures sound review and reporting on the relevance, impact, compliance, achievements, shortcomings and propose adjustments as necessary.
- Leads and coach the MT and other management platforms.
- Leads and coordinate the MSF OCBA Executive network to maximize the network potential to improve the operations.
- Leads and coordinate the MSF OCBA Executive network of partners (GD Forum) to maximize the network collaborations.
- Leads and coach the other positions directly reporting to the GD: General Directorate at large.
- Challenges and offers guidance to the Director of Operations as the cornerstone and main responsible for the operations, analyzing the evolution of the operational portfolio and contributing to the definition of overall operational choices.
- Decides on the overall risk taking of the organization fed by diverse inputs and taking into consideration: risk, impact, and capacity.
- Ensures the best possible decision making as a member of the decision-making authority (DMA) for security purposes.
- Develops and oversees the implementation of a coherent and appropriate operational structure, functions and processes within the entire organization thus ensuring an efficient, effective, and human working atmosphere.
- Oversees and bears legal responsibility for all legal and financial agreements, including contracts and dismissals of staff.
- Endorses and protects a management culture based on the promotion of diversity, inclusiveness, and openness, taking care of people, patients, communities and staff against abuse and discrimination.
- Promotes and ensure a transparent, effective, and participative internal communication.
- Represents MSF OCBA in the MSF International executive governance platforms (Core ExCom and Full ExCom), participating in developing and designing collective projects and strategies serving to strengthen the overall operational capacity of the movement.
- As a member of the leadership of the movement ensures the centrality of the operations in the discussions and contributes in a propositional manner to dilemmas, challenges, and the definition of future evolutions of the organization.
- Represents MSF OCBA and networks with national and international governmental, public, and private institutions, organizations, and fora in an inspiring, powerful, and consistent way with our identity and values.
- Guarantees the coherence of the image, reputation and positioning of MSF OCBA, in close coordination with the President and the relevant international platforms.
- Encourages and actively contributes to the reflection and critical analysis about medical and humanitarian contexts, stakes, practices and the role and identity of MSF OCBA.
- Promotes and transmits serenity, confidence, and strength when things are hard (and they will be).
- Reports to the MSF Spain Board of Directors and Agora about all relevant issues, challenges, and developments in the operations, in the operational partnership and the MSF International Movement.
KEY RESPONSIBILITIES AS MSF SPAIN GD
- Leads the section to provide the best possible support to the MSF operations.
- Sustains MSF Spain economic income in a 'difficult' and mature environment.
- Maintains a broad and mobilized social base.
- Keeps MSF as a reference (high brand awareness and reputation to contribute to maximizing the support that society can provide).
- Ensures the section consolidates its ability to deploy international mobile staff.
- Ensures the scale up of meaningful influence and engagement by boosting MSF space on the public agenda (raise media, institutional, political, and social influence) to improve visibility. Investing to build strategic, equitable long-term partnerships, both externally and within the MSF movement.
- Ensures MSF Spain is a safe, equal and well-talented organization that focuses on the health and wellbeing of its employees.
- Furthers focus on DEI with a special focus on our commitments to gender policies, anti-racism, diversity, and inclusion.
- Ensures MSF Spain is an effective, digitally responsive and sustainable organization by the reduction of 50% of our footprint in 2030.
REPORTING LINES
- MSF OCBA GD reports to the President and the Agora; as MSF Spain General Director, the selected person reports to the MSF Spain Board of Directors.
- Staff reporting to MSF OCBA GD:
- MSF OCBA MT integrating the Directors of Operations, Medical, Logistics & Supply, Finances, Human Resources, Communications & Public Awareness and Fundraising Departments.
- Currently two Deputy General Directors.
- The Internal Communication responsible and Executive Senior Assistant.
- The MSF Spain Coordinator.
- The DEI Lead.
- Other key working relationships: MSF OCBA GD is member of the Core ExCom and Full ExCom which reports to the International Board. The GD chairs the GD Forum (composed by GD of partners of the agora).
REQUIREMENTS AND QUALIFICATIONS
- 10 years’ experience in the humanitarian field of work preferably MSF.
- Minimum 3 years’ experience in relevant management positions.
- Minimum 5 years of experience of humanitarian projects at field level.
- Fluent English is essential; Spanish is highly valued.
- French and Arabic are desirable.
- Security management background as well as other risks management is an asset.
- Training and experience in complex organizational management, including in human resources, assets and financial management is highly valued.
- Relevant operational MSF experience is a strong asset.
SKILLS & VALUES
- Full adherence and commitment to the principles, values, and goals of MSF.
- Strong adherence to the medical and associative nature of MSF.
- Strong leadership and decision-making capacity.
- Strategic vision, analytical thinking, appetite and openness for innovation and risk taking.
- Strong people-management skills.
- Orientation to results.
- Ability to deal with complex environments and to lead teams under pressure.
- Excellent diplomacy, public relations skills, negotiation, and networking abilities are essential attributes.
- Ability to effectively organize and communicate in multicultural environments and teams.
- Good stress management.
- Coherent in it their attitudes and actions.
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