Administrative Manager

Medecins du Monde

Under the supervision of the field coordinator, you are responsible of the following :

Programming

• Ensure the proper allocation of the activities needs in accordance with MdM codification and budget allocation

HR management

• Manage all HR functions for national staff in Aden
• Supervise recruitment processes and facilitate the onboarding
• Ensure proper implementation of internal regulations, employment contracts, and HR procedures
• Draft and manage employment contracts and related administrative records
• Supervise payroll preparation, salary payments, income tax processing, and staff insurance follow-up
• Conduct annual performance appraisals
• Support conflict resolution by advising on HR regulations and legal frameworks
• Follow up on visas, coordination, and access permits for international staff

Administrative management

• Ensure proper implementation of MdM administrative procedures across the base
• Draft and review service contracts, lease agreements, MoUs, and consultancy contracts
• Monitor office and guesthouse lease agreements and ensure timely rent payments
• Coordinate with the logistics team on facility-related matters (maintenance, utilities, compliance)
• Monitor and manage administrative expenses (utilities, fuel consumption, staff mobile reimbursements)
• Track all administrative contracts and ensure timely renewal or termination
• Contribute to administrative audit preparation and compliance with local regulations
• Represent MdM before local authorities when requested by the field coordinator

Financial Management

• Oversee accounting and financial management of the Aden base
• Ensure timely monthly financial closing using SAGA software
• Manage bank accounts and petty cash
• Ensure all financial transactions are properly documented and translated where required
• Monitor budget utilization and prepare monthly budget follow-up reports
• Contribute to annual budget preparation and revisions
• Support donor financial reporting and audits (including MOH and external audits)
• Ensure compliance with partnership financial agreements and reimbursement procedures.

Reporting

• Submit the following reports in accordance with internal deadlines: monthly financial closing files, monthly fund request, staff contract follow-up report, permit and coordination follow-up report and administrative and financial supporting documentation

Representation and coordination

• Represent MdM before local authorities in Aden when delegated
• Maintain professional relationships with national and international stakeholders

Security and Compliance

• Ensure compliance with MdM security regulations
• Maintain confidentiality of sensitive HR and financial information
• Ensure adherence to internal regulations and Yemeni legal framework

Others

• Perform other additional duties on request of the medical manager and field coordinator
• If necessary, participate in emergency plans with the MdM France team
• Translate verbally and by written when necessary
• Perform any additional tasks assigned by the field coordinator within the scope of the position