Administration Manager Job at Alliance for International Medical Action (ALIMA)

The Alliance for International Medical Action (ALIMA) is an independent humanitarian medical NGO that was created in 2009 by professionals of humanitarian medicine. ALIMA’s mission is to provide medical care in emergency situations or medical catastrophes.

We are recruiting to fill the position below:

Job Position: Administration Manager

Job Location: Abuja
Job Type: Full Time
Report to (Direct): Project Coordinator
Report to (Functional): Administration, Finance and HR
Staff Reporting to him: 3

Main Activities

• Is in charge of the program's administration, finance and Human resources. Together with the Program Managers, he/she is responsible for expenditure and compiles the budget tracking reports for each program. He/she also manages cash flow.
• Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance. 
• Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities. 
• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments. 
• Is responsible for the implementation of Human Resources policies in the project and the correct Administrative Management of all national staff working in the project. 
• Advise Project Coordinator on set up (org chart) and together with the HR Coordinator, update the project’s organizational chart and job descriptions. 
• In close coordination with the Project Coordinator and the HR Coordinator, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up. 
• Support, in close coordination with the HR Coordinator, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals. 
• Plan and supervise, in close coordination with the HRCo, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required. 
• Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment. 
• Is responsible for all movements and/or accommodation of staff in the Project. 
• Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security. 
• Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place. 
• In close collaboration with the Project Coordinator and HRCo, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and ALIMA.  
• In close collaboration with the Project Coordinator and HRCo, looks for the best options to avoid and/or solve possible labour conflicts in the project. 
• Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted. 
• Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time. 
• In close collaboration with the Project Coordinator and the Finance Coordinator, analyse and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action.  
• Ensures all HR, Administrative and Financial reporting of the Project (Homere and SAGA monthly closure, SitReps, etc.).

Implementation of preventive measures against abuse of power, gender-based and sexual violence:

• Ensures that his/her team, partners, and community members are aware of ALIMA's policy and have access to information (complaints mechanism, focal point...).
• Facilitates the organization of training and awareness sessions.
• Applies standards relating to the prevention of abuse of power, gender-based violence, and sexual violence.
• Ensures that the members of his/her team and those of the partners involved in the project (Ministry of Health, national partners, etc.) follow the training and awareness-raising sessions and apply the rules for preventing abuse.
• Contributes to creating and maintaining a nurturing and protective environment for his/her team, community members, and partners involved in the project. 

Experience and Skills

• University Degree in Finance, Administration, and Human Resources preferred.
• Minimum of 1 year of experience in finance and HR management.
• Experience with international medical NGOs and project management desirable.
• Fluent in English, both speaking and writing; French proficiency is an asset.
• Proficient in MS Office, particularly Excel and Word.
• Familiarity with Saga (Finance software) and HIRS.