Context
Founded in 1980, Inter Aide is a humanitarian organisation that specialises in the implementation of development programs that aim to promote access for the most vulnerable to development. The programs respond to specific, vital needs of local communities. Our principal objective is to reinforce the capacities of vulnerable populations to allow them to improve the living conditions in their communities.
Inter Aide currently implements programs in 6 countries in Africa (Ethiopia, Malawi, Mozambique, Madagascar and Sierra Leone) and the Caribbean (Haiti). Our interventions cover several fields of rural development: water and sanitation (including services for the maintenance of water points), agriculture and support to farmers organisations, community health (including the reduction of child mortality, sexual and reproductive health), and primary education.
Inter Aide operates in Malawi since 1996. As of today, the NGO and its partners are running 8 different programs in the fields of agriculture, child health, water supply, sanitation and maintenance in the Central and Southern regions of the country.
As a management principle Inter Aide delegates most of the responsibilities to the Program Managers (PM) based in the field, and as far as possible to local partners. They are both in charge of the implementation of the activities as well as the human resources management and all the financial and administrative tasks.
Although the Program Managers are responsible for the management of their programs, Inter Aide has identified three key areas where additional support is required at country level:
• Internal audit procedures need to be implemented at country level to ensure that funds and resources are being used appropriately. Thus Inter Aide is interested in developing a process for “internal project certification” that would set the standard for internal processes and procedures (not only at financial level but also at logistic and administrative levels). The certification process should be participatory on every project but external support is required.
• Administrative tasks related to national labour law (e.g. application of a new pension scheme), visas, insurance, imports, project procedures, etc. These tasks are already handled by the national office manager at the Inter Aide Support Office in Lilongwe. However, we believe that strengthening our administrative set up would allow us to speed up the extension of our activities as well as secure our present programs.
• Identification of partners - Inter Aide needs to be more pro-active in identifying potential local funding and partnership with international institutions and local stakeholders. This task remains difficult for the Program Managers who are not based in Lilongwe, where the majority of development stakeholders are located.
To meet those needs, Inter Aide is looking for a Country Office Support Officer. This individual is expected to achieve the following outcomes within one year are:
• The Program Managers and local partners are guided to set-up, revise and apply internal procedures on their respective projects.
• A service of “internal project certification” is designed and implemented.
• The local capacities of Inter Aide for fundraising and partnership increase, leading to additional resources for the programs.
• The capacities of the national office manager in charge of the Inter Aide Support Office at Lilongwe are strengthened.
Responsibilities
1. Develop a service of “internal project certification” (about 1/3 of the working time):
• Compile all internal procedures (e.g. for procurement, human resources, stores management, etc.) and support project staff to revise and improve them when needed.
• Design and test a field audit for internal project certification.
Note: As of today, each program has set up its own internal procedures. Recently, one of the programs designed and tested a rather comprehensive internal procedure and auditing system that Inter Aide would like to generalize and adapt to each program by guiding and supporting other project managers in the setting up process.
There is a document that summarizes this approach and presents all related tools in the following link:
2. Identify local funding and partnership opportunities with institutions (private, public, non-governmental, local or international) based in Malawi, start the dialogue and link them to the Area Manager based in France. (about 1/3 of the working time) :
• Identify key persons and organizations to meet (International and local NGOs country directors, international stakeholders’ representatives, local authorities…).
• Arrange meetings and discuss partnership opportunities with the Area Manager. • Prepare meeting minutes.
3. Support the national office manager in charge of the Inter Aide Support Office at Lilongwe (about 1/3 of the working time). Among others tasks:
• Support the design of an activity log book to record all the activities performed as a memory of any process.
• Design and update practical fact sheets explaining how to perform each regular administrative task (e.g. “how to get and renew a working visa”, “how to obtain a tax waiver”…).
• Support the creation and update of a detailed listing of all contacts in Lilongwe and Blantyre that can be key persons for administrative issues.
• Identify any other needs and provide appropriate support.
Skills and experience required
• University degree in a related field.
• At least 5 year experience in administrative and financial management, procedure design and auditing in a similar context
• Fluent English is mandatory.
• Dynamism, rigor and organization.
• Ability to remain calm in frustrating situations
• Ability to communicate in a multi-cultural environment.
• Ability to work with minimum supervision.
• Ability to listen and to be diplomatic.
• Mobility (regular trips in Central and Southern regions).
Conditions of employment
• 1 year contract
• Pension fund contribution and medical insurance
HOW TO APPLY:
Please send your application (resume and a cover letter) under reference “ADMIN/LLGWE”****to****interaide@interaide.org
