Medical Advisor

Employer: International Medical Corps
Location: Chad

International Medical Corps (IMC) is an independent affiliate organization of International Medical Corps UK (IMC UK), with which IMC UK shares the same name and charitable objectives and mission. IMC UK and IMC work together to deliver assistance programmes in an accountable and effective manner in pursuit of their commonly-held charitable objectives.

International Medical Corps in Chad is seeking an experienced Medical Advisor to oversee the provision of health and nutrition care and services to Sudanese refugees in the Camps of Mile and Kounoungou in collaboration with the Field Coordinator and the Senior Management Team based in the Capital Ndjamena.

Job Purpose:
The Medical Advisor’s prime responsibilities are to ensure IMC project is implemented in accordance with IMC policies and procedures and Donors regulations.

She/he is required to manage the financial, administrative and reporting part of the programme, and play a key role in monitoring and supervision of field activities. She/he will be mainly in charge of human resources with the assistance of the finance field officer, financial follow up and, grant follow up and reporting. She/he is to assist the Field Coordinator in programme development. Medical Advisor is hierarchically under the supervision of the Field Coordinator, but has technical assistance provided through the SMT in Ndjamena. Being a medical doctor, her/his responsibilities imply to oversee that targeted beneficiaries are accessing to quality health and nutrition services and care.

To perform this job successfully, the candidate must be able to accomplish each of the essential functions listed below:

Operations/Programme Support
Assist field programme staff through regular supervisions and monitoring visits.
Oversee administrative, human resource and financial management of the field office in respect of the IMC guidelines.
Systematically arrange documents (including MOUs, LOAs, powers of attorney) and grant files.
Compile documents according to an established system for audit preparation and internal IMC regulations.
Oversee accurate financial forecasting at field level with a view to contributing to accurate grants pipelines, track budget expenditure with operations and programme staff to ensure appropriate spending projections, timely procurement and activity implementation.
With the Field Finance Officer, supervise the daily cash management to ensure correct accounting and control.
Recruit as per procedures, train (when non-medical) and supervise national staff as necessary;
Make sure new recruitment procedures are in place and strictly followed.
Train staff on data collection submission and procedures and the importance of accurate reporting with necessary narrative.
Check all employee files in the country to ensure conformity with the recommendations of the National Staff handbook (employment contract, CV, diplomas, job description signed, copy of ID, birth certificate of children, driving license for drivers.
In charge of Guereda field level management when the Feld Coordinator is out of the site.
Follow up on all rental and other contract deadlines and put in place a reminder system for all contracts expiring.
Ensure that sick leave and vacation leave for national staff and expatriates are well followed and updated in the appropriate file.
Provide support to the Field Coordinator to determine training needs for medical staff and organize a capacity building programme accordingly.
Ensure that the National Staff Handbook is well followed in the IMC mission (especially for subjects like relocation allowance, promotion…)
Ensure compliance with IMC procedures and ensure necessary sanctions are managed when not adhered too (as per procedure).
Monitor and supervise the day to day activities of logistics – specific attention required in carrying out controls in regards to petrol consumption, stock control, price control, purchasing documents correctly assembled, PR’s, international and countrywide deliveries, contracts – driver, hire car, works.
Any other duties requested by the Field Coordinator/ FAD/CD/PD.
Monitor, control and supervise the logistical activities occurring in the field that are under the responsibility of the logistics officer.
Responsible for adherence to procedures and the controlling of work implemented. The Logistic Coordinator in Ndjamena is the direct technical referent for this.
Attend coordination meetings on behalf of the organisation upon delegation, gather and share information, develop and nurture contacts within the donor community, local authorities and other NGOs as appropriate. Contribute to the creation of a positive image and overall credibility of the organisation.

Grant Monitoring/ Proposals/Reporting-
The lead in proposal writing and donor reports - participate in proposal development meetings and help guide the budget lines accurately to meet programmatic and administrative needs.
Write proposals/ proposal sections and reports in collaboration with the SMT, HR, finance, technical and programme staff.
Review all technical reports prepared by technical field staff and provide feedbacks to comments from technical advisors for the completion of donor reports, internal reports or stakeholder public relations.
Ensure that donor monthly and quarterly reporting is submitted as per deadlines and assure, with the assistance of the Field Coordinator, that medical data collected is correct and justified correctly in the narrative.
Ensure compliance to donor rules, regulations and reporting deadlines.
Monitor the progress of each project and assist with the identification of issues which may affect the quality of programme performance and consequent programme adjustments.
Flag significant deviation from the programme implementation plan and estimated expenditures - alert relevant staff
With support from Finance Administrative Director, provide technical leadership in managing grant agreements.
Provide guidance to programme staff to ensure successful implementation and reporting of programmes, grants, and contracts
Assist in the preparation of responses to donor inquiries regarding programme activities.

Compliance & Ethics: Promotes and encourages a culture of compliance and ethics throughout International MedicalCorps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donorcompliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity.Communicates these values to staff and to partners and requires them to adhere to these values.

Medical doctor degree with demonstrated experience in project management or university degree in Public Health, International Affairs, Public Administration, Management, Finance or Administrative studies, Social Sciences, or Program Management is required
At least 3 years’ experience working overseas in a conflict-affected or post-conflict environment, or in humanitarian aids
If possible a previous full mission with a medical organization in a similar environment with Chad.
Proved knowledge in proposal writing, donors report writing, especially with ECHO and WFP
Proved ability to develop a contact network to follow security and to analyses raising tensions and context environment
Proven leadership, team-building, and management experience
Ability to form, to motivate, and to work in a team
Fluency in spoken English and French is essential to the post. Written English is essential for reporting
Excellent writing skills
Excellent interpersonal, organizational, and time management skills
Ability to form and implement systems and procedures and ensure their adherence
Proven computer literacy skills
Ability to work under difficult working and living conditions
Ability and willingness to work and travel throughout a remote area