ThaiNGO

 

 

Date:  October, 6th 2015

 

Première Urgence-Aide Médicale Internationale (PU-AMI) is an international non-governmental organization whose mandate is to bring a comprehensive response to the essential needs of populations suffering from humanitarian crises in emergencies until autonomy and dignity can be obtained.

Operational in 16 countries in Africa, Asia, the Middle East, the Caucasus and the Caribbean, PU-AMI works in the areas of food security, health, nutrition, rehabilitation of infrastructure, water and sanitation and economic recovery. PU-AMI is the result of the merger between two NGO’s: Première Urgence and Aide Médicale Internationale in 2011.

PU-AMI has been working with the Burmese population since 1984, when they provided primary healthcare and medical training from their base in Manerplaw, Burma. When the population fled into Thailand, PU-AMI came along and continued its services in Thailand. Today, PU-AMI works in Mae La (ML), Umpiem (UP) and Nupoe (NP) Temporary Shelters in Tak province, building capacity of health workers and providing healthcare to an estimated 80,000 beneficiaries.

The WHO has defined health as a state of complete physical, mental, and social well being, not merely an absence of disease or infirmity. In accordance with this definition, PU-AMI’s medical programs integrate physical, as well as mental and social components in order to contribute to a state of improved well being of individuals, as well as the community as a whole. Its mandate is to contribute to autonomy, in which light PU-AMI invests and works toward durable solutions and community empowerment by building capacity and strengthening self-reliance wherever possible.

PU-AMI Thailand offers:

- Clinical services and disease surveillance/control in the 3 camp.

- Health promotion and disease prevention in Maela camp.

- Vertical programs such as HIV/AIDS, TB, and Mental Health.

- Capacity building.

PU-AMI has 3 offices in Thailand (Bangkok, Umphang and the main base in Mae Sot).

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PU-AMI is currently looking for:

 

Position:                                            Head Of Base UMP

Under the authority of:                       Program Coordinator

Direct supervision of:                           At Umphang Base level: 1 Log Admin Officer, 1 Medical Officer

                                                          At Camp level: 2 Hospital Directors

Working Location:                                Umphang

Working hours:                                  Following PU-AMI rules and regulation                                          

Starting Date:                                     As soon as possible

1. Main Objective

Under the supervision of the Program Coordinator, the Head of Base is responsible for the proper functioning of the project sites, and proper implementation of programs developed on that site.

This includes:

Safety: He/She is responsible of the safety of the site.

Programs: He/She coordinates the teams, and ensures proper implementation of programs on the site, under the supervision of his/her immediate supervisor.

Human Resources: He/She supervises all of the teams at the site, as well as national and international staff.

Logistical, administrative and financial support: He/She oversees the logistical, administrative and financial components at the site for the purpose of program implementation, and ensures compliance with the relevant procedures, with substantive support from the Logistics Coordinator (LOGC), and the Administrative and Financial Coordinator (AFC) of the mission.

Representation: He/She represents the organization before the partners, authorities, and various local actors operating in the area where his/her base is located.

Coordination: He/She centralizes and disseminates information from/to the site, and consolidates the internal and external reporting activities implemented in his/her field of operations before submitting them to the immediate supervisor.

Assessment/ Strategy: He/She participates in strategy development and proposes new interventions in function of needs identified in his/her field of operations.

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2. Specific Responsibilities:

 

ENSURE THE SAFETY OF PROPERTY AND PEOPLE AT THE SITE

He/She ensures that the safety plan for the site is up-to-date, and that everyone knows and understands it (both expatriates and locals).

He/She ensures data collection relative to the safety on his/her field of operations, provides analyses, and disseminates them to his/her immediate supervisor regularly or on an ad-hoc basis if urgent.

He/She verifies that the material and human resource means at his/her disposal are adequate to ensure the optimal safety of teams, materials and beneficiaries.

He/She alerts his/her immediate supervisor without delay in case of impending danger of teams or beneficiaries.

In the event of a security incident, (regardless of whether it took place or was avoided), he/she ensures that the information is transmitted to his/her immediate supervisor without delay, and reported upon in accordance with PU-AMI guidelines.

He/She implement emergency measures in collaboration with, and under supervision of the Logistics Coordinator and Head of Mission coordinating with local partner agencies where appropriate

 

ENSURE THE IMPLEMENTATION OF PROGRAMS AND PROPOSE NEW INTERVENTIONS

He/She ensures the smooth running of ongoing programs on the site (meeting of objectives, respecting time-lines, budgetary monitoring, contractual reporting…) and reports to his/her immediate supervisor.

He/She sets up a formal coordination system, directs it in the field (meetings, written reports...), and reports to his/her immediate supervisor.

He/She ensures proper filing of all documents produced in the context of the project(s), and ensures the availability of the verification sources mentioned in the proposals.

He/She proposes new interventions and discusses them with his/her immediate supervisor.

He/She is involved in identifying needs on the basis of agreed TOR (Terms of Reference) and with endorsement from his/her immediate supervisor.

When defining new operational activities, he/she coordinates the work of the relevant technical departments and of the administrative and logistical support teams, with a view to preparing project proposals that are complete, and in line with the donors’ formats and internal rules of PU-AMI’.

He/She participates in the Strategy development exercise of the mission.

 

SUPERVISE TEAMS OF NATIONAL AND INTERNATIONAL STAFF AT THE SITE

He/She supervises all national and international teams on the site.

He/She guides the work of the expatriates at the site, tracks the realization of their objectives, and leads the mid-term and final evaluation exercises.

He/She participates in the hiring process, as well as in any decision related to the termination of employment contracts of local personnel on the site.

He/She ensures compliance with the Internal Rules of Procedure of PU-AMI on the site.

He/She is in charge of administrative management of local personnel, in particular, payroll operations, monitoring absences, constructing, updating and archiving administrative files of personnel.

He/She makes sure that all local employees are subject to a written evaluation at least once per contract period and per year.

He/She assumes or delegates responsibility for the integration of any new employee on the site, and ensures, in particular, that the context of program implementation, safety rules, logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood.

He/She completes training programs for expatriate and local staff (organizational support, methodology, technical support as the case may be organization of training sessions…).

He/She drafts or delegates responsibility for the drafting of job profiles for expatriates about to be replaced or hired and sends them for endorsement to his/her immediate supervisor.

He/She prepares the job profiles of local staff under his/her immediate supervision, endorses job profiles of local staff drafted by the Technical Managers at his/her site, and forwards them for endorsement to the AFC, and to any other potentially relevant party, (depending on the position).

He/She constructs the organizational chart of the base, and has it endorsed by his/her immediate supervisor and the AFC.

He/She handles the management of interpersonal conflicts that arise on his/her site, and refers the matter to his/her immediate supervisor in the event that he/she is not able to resolve dispute.

He/She is the guardian of the image of PU-AMI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behavior consistent with the values upheld by the organization, and with full respect for the local culture.

 

ENSURE LOGISTICAL, ADMINISTRATIVE AND FINANCIAL SUPPORT FOR THE SITE

He/She ensures that the needs of the site are met (support, programming) and makes the needs known to the ACF each month, while making sure that all donor and internal procedures are respected, and that commitments are in line with available budgets.

He/She ensures that the site is equipped with the minimum of infrastructure (offices and housing) necessary for execution of the work and accommodation of teams, in optimal conditions of safety.

He/She analyzes the identified logistics needs for the projects and ensures that logistics services for program implementation are operating effectively.

He/She ensures that all internal and donor logistics procedures are implemented and respected.

He/She oversees the vehicle fleet, and more globally ensures its proper functioning, as well as the maintenance of all equipment belonging to the site.

He/She ensures adequate storage arrangements for all property and equipment.

He/She ensures proper delivery of all purchases planned for the operational sites.

He/She ensures the proper documentation of all purchases and conduct regular audits of procurement files

He/She  ensures proper stock management of supplies and equipment for the site, by carrying out monthly inventories He/She is responsible for cost optimization; and uses budget tracking to achieve this; he/she ensures adequate financial resources for the running of the site.

As regards budgetary monitoring, he/she participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to his/her immediate supervisor and to the AFC.

He/She ensures that accounting entries are completed in compliance with internal rules, and communicated to the AFC according to the agreed calendar.

Together with the AFC, he/she tracks the cash flow for his/her site, and oversees disbursements.

Together with the AFC, he/she ensures that a system of internal oversight is in place at the site. He/She ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.

He/She is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents.

 

ENSURE LOGISTICAL, ADMINISTRATIVE AND FINANCIAL SUPPORT FOR THE SITE

He/She ensures that the needs of the site are met (support, programming) and makes the needs known to the ACF each month, while making sure that all donor and internal procedures are respected, and that commitments are in line with available budgets.

He/She ensures that the site is equipped with the minimum of infrastructure (offices and housing) necessary for execution of the work and accommodation of teams, in optimal conditions of safety.

He/She analyzes the identified logistics needs for the projects and ensures that logistics services for program implementation are operating effectively.

He/She ensures that all internal and donor logistics procedures are implemented and respected.

He/She oversees the vehicle fleet, and more globally ensures its proper functioning, as well as the maintenance of all equipment belonging to the site.

He/She ensures adequate storage arrangements for all property and equipment.

He/She ensures proper delivery of all purchases planned for the operational sites.

He/She ensures the proper documentation of all purchases and conduct regular audits of procurement files

He/She  ensures proper stock management of supplies and equipment for the site, by carrying out monthly inventories He/She is responsible for cost optimization; and uses budget tracking to achieve this; he/she ensures adequate financial resources for the running of the site.

As regards budgetary monitoring, he/she participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to his/her immediate supervisor and to the AFC.

He/She ensures that accounting entries are completed in compliance with internal rules, and communicated to the AFC according to the agreed calendar.

Together with the AFC, he/she tracks the cash flow for his/her site, and oversees disbursements.

Together with the AFC, he/she ensures that a system of internal oversight is in place at the site. He/She ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.

He/She is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents.

 

ENSURE REPORTING AND DISSEMINATION OF INFORMATION

He/She is responsible for writing donor reports for programs implemented on his/her site; reports which are wholly or partly drafted by him/her (involving consolidation of technical sections drafted by the technical managers and/or resource persons on his/her site).

He/She sends the internal and external reports to his/her immediate supervisor while meeting the internal deadlines for endorsement (Situation Report, incident report) and external contractual deadlines (project reports).

He/She organizes the two-way dissemination of information: from the site to the field coordination and from the field coordination to the site (regular and ad-hoc Situation reporting).

He/She attends internal coordination meetings and participates actively.

 

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3. Requirements

 

Thai Nationality or Myanmar Nationality Only

 

Background 

Relevant degree in management, international relations, development, economics, social sciences, or other related fields

 

Work Experience

At least 3 years working experience in a Field or Project management position, especially with NGOs, or in relevant and similar positions

Field Experience on the Thailand-Myanmar border is a strong asset 

Experience in financial and logistics management

Experience in the Public Health sector or epidemiology is an asset

 

Languages

Fluency in English is compulsory.

Thai, Karen or Burmese language skills are an asset.

 

Other skills

Good knowledge of the NGO sector

Good interpersonal skills

Flexibility

Ability to work under pressure

Ability to work autonomously

Team management

Strong organizational skills

Excellent writing skills

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4. Conditions and benefits    

Monthly basic salary : 75,000 THB

Seniority bonus of 2.5% per year, limited to 10 years of seniority

Personal income tax in Thailand covered by PU-AMI

IPD and emergency package with local insurance company

OPD expenses up to 5,000 THB/year covered by PU-AMI

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Applications must be sent to tha.recruitment@pu-ami.org or PU-AMI 21/22-26 Mae Sot Mae Tao road, MAE SOT, Tak 63110

Please note that only short-listed candidates will be notified for the interview process

PU-AMI does not discriminate in regard to race, ethnicity and gender.