THE ALIMA ASSOCIATION

ALIMA’S SPIRIT: ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation, and the alliance of organisations and individuals. We act with humanity and impartiality, in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner. 

Our CHARTER defines the VALUES and PRINCIPLES of our action:

1. Putting the Patient First
2. Revolutionising humanitarian medicine
3. Responsibility and freedom
4. Improve the quality of our actions
5. Placing trust
6. Collective intelligence
7. Environmental liability

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender and sexual violence, as well as towards inaction in the face of alleged or proven acts of violence. The protection of those benefiting from and impacted by our intervention is our top priority in everything we do. Everyone collaborating with ALIMA is committed to:

• Respect the charter, the code of conduct, the institutional policies including the policy of protection against abuse of power and sexist and sexual violence, the policy of prevention of corruption and fraud;
• Report any violation of the policies, framework documents and procedures to a superior, to a referent 

CARING – INNOVATING – TOGETHER: Since its creation in 2009, ALIMA has treated more than 13 million patients and today deploys its operations in 12 African countries and extended to support the emergency in Haiti. In 2022, we developed 62 humanitarian medical response projects to meet the needs of populations affected by conflicts, epidemics and extreme poverty. All of these projects are carried out in support to national authorities through nearly 511 health facilities. Whenever possible, We work in partnership with local NGOs to ensure that our patients benefit from the best and most relevant expertise wherever it is, whether within their own country or in the rest of the world. In addition, to improve the humanitarian response, we are carrying out operational and clinical research projects, particularly in the field of the fight against malnutrition and viral haemorrhagic fevers.

ALIMA’S TEAM: more than 2000 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from coordination teams generally based in the countries’ capitals. These receive support from the 4 desk teams and the emergency and opening team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working to raise funds and represent ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams working on behalf of other organisations such as medical NGOs BEFEN, ALERT Health, SOS Doctors / KEOOGO, AMCP, research organisations PACCI and INSERM, Bordeaux or Copenhagen Universities, the INGO International Solidarity and many others.

COUNTRIES WHERE WE WORK: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, Sudan, Mauritania, Ethiopia, Haiti.

THE WORK WE DO COVERS: Malnutrition, Maternal Health, Primary Health, Paediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), Hospitalisation, Emergencies, Gender Based Violence, Opening / Closing.

ALIMA IN SUDAN

In Sudan, ALIMA aims to reduce mortality and morbidity among internally displaced persons (IDPs) and host communities in conflict-affected areas of South Kordofan and North Darfur States. Specifically, the objective is to provide life-saving medical, nutritional, and emergency assistance to vulnerable populations in areas with high health and nutrition needs.

The intervention focuses on 3 key sectors: health, nutrition, and emergency response.

• Access to quality primary and secondary healthcare, including WASH, sexual and reproductive health and GBV services, is improved for displaced and host communities;
• Prevention and treatment of malnutrition for children under five is strengthened in areas where famine is declared and due to ongoing conflict;
• Support to local emergency response systems ensures readiness for crises such as outbreaks, conflict, and flooding and particularly population displacement in this setting.
• ALIMA currently provides essential health services in two states severely impacted by conflict and displacement: South Kordofan, North Darfur. Specifically, the project supports health facilities in the following localities:

South Kordofan: Kadugli and Reif Arshargi

North Darfur: El Fasher, El Fasher Rural, Tawila

In April 2021, ALIMA officially registered in Sudan following consultations with the Federal Ministry of Health Emergency Department and other humanitarian partners. Operations began in August 2021 at Omdurman Teaching Hospital, supporting the management of severe and critical COVID-19 cases. In February 2022, ALIMA extended its efforts to Al Shaab Hospital in Khartoum, installing a PSA Oxygen Plant to enhance medical oxygen delivery and build local capacity in oxygen therapy best practices. In 2022, ALIMA started a new project in Kadugli, South Kordofa, funded by CDCS, supporting the maternity and pediatric wards at the Kadugli Teaching Hospital and several PHCs. In August 2023, ALIMA started a new project in El Fasher, North Darfur, funded by ECHO, supporting the Stabilisation Centre and doing mobile clinics. ECHO also provided funding for the continuation of activities in Kadugli.

By November 2024, ALIMA established a coordination office in Port Sudan to enhance operational presence. Through these efforts, ALIMA continues to deliver critical health and nutrition services to vulnerable populations, focusing on displaced and conflict-affected communities in Sudan. In El Fasher, in addition to the stabilisation center and mobile clinics when possible, ALIMA extended its intervention to the Pediatric Hospital, which has moved to different sites several times since due to frequent attacks and shelling of health infrastructure. The SC and Pediatric Hospital have been located in the Saudi Maternity Hospital since December 2024. Since February 2024, new activities began in Tawila, North Darfur supporting the high burden of displaced population and the host community, also funded by ECHO.

Finally, to enhance operational support, foster collaboration with other actors, and strengthen engagement efforts, ALIMA has established a regional platform in Nairobi as of September 2024, spearheaded by a newly appointed Regional Manager for East Africa. 

The only expat presence in Sudan for ALIMA is in Tawila, North Darfur: PC, Medref, Log Manager and Admin. All other projects/activities are managed remotely due to the current conflict.

THE MAIN ACTIVITIES TO COME WILL CONSIST OF:

In the short term:

• Support operational implementation of the HR strategy tailored for Sudan mission.
• Organize and assist managers in setting clear professional performance objectives for all staff, both national and expatriate.
• Develop a mechanism to ensure internal control is established within three months, enhancing operational efficiency.
• Assess and identify HR development needs to empower managers in effectively leading their teams by integrating professional performance evaluation tools.
• National staff recruitment strategies to build a strong local team.
• Development and updating of internal regulations to align with Sudanese labor laws.
• Implementation of HR tools (HOMER SOFTWARE) and policies that foster a positive work environment and ensure compliance.
• Initiate a review of the salary grid to ensure competitive and equitable compensation.
• Establish financial tools and procedures to enhance operational effectiveness and accountability.

Mission Location: Port Sudan or N’Djamena, depending on visa status with possible visits to Tawila, North Darfur.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS 

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record or character reference is not available, a statement of good character will be required.  

FUNCTIONAL AND HIERARCHICAL LINKS

He/she reports to the Head of Mission (line manager).

He/she refers technically to the Finance Desk for financial issues and to the HR Desk for HR issues.

He/she manages administrators, supervisors, and assistant administrators in coordination and in the field, accounting managers, and archivists.

He/she works in close collaboration with the coordinators (medical, logistics, and projects).

MISSION AND MAIN ACTIVITIES

The FINRHCO supports the capital and project coordinators in all matters related to the financial, HR and administrative management of all projects that make up the country’s mission. He/she guarantees the proper management of funds and their transparency by ensuring the accounting and financial management of the mission under the ALIMA management framework and local legislation.

Budget management

• Contribute to the definition of the mission’s strategy by developing the mission’s budgets and budget amendments
• Consolidate and carry out budgets, in collaboration with the coordinators (monthly general and specific)
• To elaborate on the budgetary follow-ups intended for the headquarters and the members of the country and project coordination, to draw their attention to the possible under- and over-consumption of the budget 
• Produce financial reports for donors so that they can be validated by the head office within the deadlines set out in the funding agreements. 
• Be the focal point for our donor audits at the mission level in conjunction with Alima’s internal audit department. Prepare the documentation, control its content, and alert if necessary.  

• Accounting

• Ensure the existence of and compliance with financial and accounting resource management rules in the country
• Supervise and oversee the accounting system to ensure transparency, completeness of financial information, compliance with procedures, and legibility of expenditures.

Cash management

• To ensure that the mission have a updated Cash Management policy
• To ensure that the necessary and sufficient level of cash is always available for the smooth running of operations with maximum control of security and operational risks
• Ensuring compliance with species management procedures on its mission
• Ensure the archiving of the mission’s accounting documents

General management of resources

• Put in place the necessary elements to monitor the use of material resources
• Participate in the development of the mission’s procurement framework (procurement plan)

Institutional funding

• Ensure compliance with commitments made to institutional donors (regular meetings, monthly financial monitoring, reports, recommendations, etc.)
• Respect for the procedures of the lessors

• Ensure the proper management of the mission’s human resources under ALIMA’s administrative management framework and local legislation. To this end, act as ALIMA’s representative to the administrative authorities (Labor Inspectorate, Lawyer, Social Security, Taxes, etc.)
• Define, adapt, plan, and oversee the implementation of the mission’s human resources policies, ensuring that they are in line with the context, local legislation, and operational issues.
• Contribute to the definition and implementation of the mission objectives, particularly with regard to the aspects related to team sizing, the required HR profile and capacity, and the strengthening of staff skills in order to effectively achieve the mission objectives.
• Be the focal point and advisor for HR issues to the mission’s managers

Administrative management of the mission, legal watch 

• Ensure the updating of legal documents for the proper functioning of ALIMA
• In collaboration with the other members of the coordination team, notably HOM, ensure the annual registration of lease agreements and the terms of contracts for coordination houses and projects 
• Ensure the legal monitoring of the mission by creating and maintaining a network of relevant information, in particular on labour and tax legislation
• Ensure compliance with laws and regulations within the mission in its areas of responsibility (labour law, social and tax legislation, etc.)
• Contribute to the definition, validation, update/revision, and ensure the application of HR management documents, procedures, and policies on the mission (internal regulations, work contracts, recruitment policies…)
• Follow-up of bonus or incentive personnel 
• Collaborate with the Humanitarian Affairs Commission (HAC) to ensure the effective recruitment of local staff. This includes identifying key skills and competencies required for specific roles, conducting rigorous screening processes, and creating effective onboarding programs for new hires.

Administrative Management of Human Resources

Recruiting

• Support the implementation of the HR strategy, ensuring that it is aligned with the organization’s mission and goals. This includes overseeing the development and implementation of HR policies, procedures, and guidelines, and providing guidance and support to managers and staff on HR-related matters.
• Ensure the rigorous application of the recruitment policy on all bases and applied to all positions (from the definition of the need to the archiving of recruitment files)
• Train the Project Administration Managers (PAMs) in ALIMA procedures, best practices and recruitment techniques
• Participate in the recruitment process for base managers (HR validation)
• Participate in the recruitment process of the ETAMs at the bases on request of the PC and/or the RAP
• Provide Project Admin Managers and team leaders with recruitment tests when required or advised and requested
• Provide Project Admin Managers with a general induction of ALIMA and the mission, support the updating of the project section, and ensure that each staff member benefits from this induction
• Provide induction for all HQ or coordinated managers and for all positions at level 12 and above
• Ensures that each new employee recruited to the base is briefed on the internal regulations, the code of conduct, the anti-fraud policy, and the policy for the prevention of harassment and sexual and gender-based violence
• Ensure that the induction process is understood by stakeholders and implemented on the mission (coordination and baseline).

Work contract and follow-up

• Ensure that personnel files are complete and maintained in electronic format on Sudan Drive
• Implement efficient contract monitoring tools and ensure that Project Admin Managers use them (monitoring of contract dates, leaves, etc.)

Payment of salaries, taxes and social contributions

• Oversee the use of the payroll software and train Project Admin Managers on their responsibilities
• Validate payrolls each month for each base

Life and team composition

• Support the organization of monthly staff meetings
• Participate in staff representative/coordination meetings
• Participates in the resolution of work conflicts in collaboration with project coordinators, Project Admin Managers and team leaders

Operational management of Human Resources

• Support project coordinators and department managers in defining the composition of their teams
• Update and share mission organization charts with the bases, coordination, and headquarters every month
• Participates in the elaboration of the mission’s budgets for the HR part (organization chart, salaries, ), international transport, and rent.

Quality management of personnel

Job Profile – Performance Objective Plan – Review

• Provide to Projects Admin Managers and team leaders with standard job profiles
• Ensure that updated job profiles are available for each employee and that each employee has read and signed them, support the Projects Admins Manager and team leaders in case of blockage
• Train team leaders in the use of POP documents and reports
• Verify that team leaders set goals at the beginning of the period and complete staff reviews at the end of the period
• Analysis personnel reviews from a career path perspective

Training and capacity building

• Contribute to the identification of training needs for the mission’s staff 
• Compile all training needs annually and develop an annual training plan for the mission
• Be proactive in identifying sources of funding for training, and in identifying collaborations with other NGOs and training organizations in the country 
• To be responsible for the organization of training taking place in the coordination or in the city of the coordination
• Propose and anticipate the secondment of personnel to other ALIMA missions
• Accompany the capacity building of all employees in support of team leaders
• Collect data related to the training provided in the field and propose an analysis of this data 
• Apply post-training monitoring and evaluation methods to measure the impact 
• Ensure the link with the Head of Training at the headquarters 

Specific management of international staff

Administration

• In liaison with the administrative department in Dakar, ensure the administrative follow-up of the international staff: arrival and departure dates paid leave, passports, visas, and airline tickets
• In collaboration with the Admin/HR Manager, ensures the renewal of expatriate visas, securing visas, and/or any other legal documents required by the police and the Ministry (Agreement, Convention with the Ministry of Trustees, Request for Entry Authorization…)
• Monitor contract dates and bring them to the attention of line managers at least 3 months in advance
• Ensures the constitution of the files of the internationals and provides the necessary documents for those who do not have them (ALIMA card, mission order, residence permit…)

Recruitment and follow-up

• Support the mission leader and the project coordinators in the planning of the breaks and provide a monitoring tool
• In collaboration with the administrators, alert for interim and final reviews
• Ensures the transmission of the end-of-assignment reports to the HR referent of the

• Supports the Head of Mission in the management of human resources of expatriate personnel (conflict management, the anticipation of recruitment, drafting of job profiles, etc.)

Team management and animation

• Set up a finance and HR department to coordinate in a spirit and operation that guarantees synergies between services. Promotes the exchange of best practices within and between departments.
• Define job profiles and performance objective plans for team members to develop skills. Participates in the reviews of his/her team in a career path approach and participates in the reviews of the project administrative managers (RAP)
• Make training and job changes possible by strengthening their skills and developing their autonomy
• Identify the skills that team members need to acquire to master their positions and organize training to reinforce them OR ensure that the organization’s needs match the know-how and motivations of its employees
• Embodies and transmits values, ensures compliance with the code of conduct and institutional policies, the state of mind, and expected individual and collective behaviours
• Organize and facilitate team meetings

Implementation of preventive measures against abuse of power, gender-based and sexual violence, fraud and money laundering

• Participate in training and awareness sessions
• Provide ongoing training to all staff on the anti-fraud policy 
• Apply standards for abuse prevention
• Ensure that team members attend training and awareness sessions and follow abuse prevention rules
• Contribute to creating and maintaining a nurturing and protective environment