Administrative Manager Job at Solidarites International

Solidarites International (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty countries, SI's teams - 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting cultures.

Solidarites International (SI) is determined to prevent and fight all type of abuse - all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights - that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH. Solidarites International (SI) is an equitable employer committed to find all forms of discrimination. SI will never ask for any remuneration to take part in a recruitment process.

We are recruiting to fill the position below:

Job Position: Administrative Manager
Job Location: Maiduguri, Borno
Employment Type: Full Time

Goal / Purpose

• The Administrative Manager supports the Finance / HR coordinator in processing accounting and financial transactions, as well as in all tasks and procedures associated with HR.
• He / she assists the HR coordinator to define and implement national HR policies at mission level.
• He / she is responsible for implementing and monitoring, in close collaboration with the FIN/HR coordinator, administrative, financial and HR procedures on the different bases.
• The Administrative Manager manages the administrative teams with the support and under the direct supervision of the Field Coordinator and technical supervision of the FIN/HR coordinator.
• He / she manages the cash processes (cash transfer, donor payment…) at mission level under the supervision of the Finance coordinator..

Main Tasks
Financial and Budgetary Management:

• Elaborate and import budget parameters in SAGA after validation of the desk financial officer
• Check the monthly projects budget follow ups according to Solidarités format
• Supervise the monthly closing, review and integration of the accounting for his/her mission
• Supervise the verification of the accounting files before they are sent to HQ
• Prepare the monthly global budget follow up document
• Prepare the financial reporting requested by authorities (government, ministries…) to be validated by the FIN coordinator and/or the HoM before submission
• Prepare for and support audits or possible inspections

Accounting Management:

• Monitor enforcement of cash payment rules and accurately record transactions in Saga
• Send the monthly accountancy package to HQ after validation from the administrative coordinator and manage directly the monthly integration at HQ level with the desk financial officer and his/her assistant
• Send all supporting documents relating to account closure to HQ as requested by the accounting manager and desk financial officer (If no accountant is present)
• Management of the mission bank Balzacs
• Send Saga after integration to the different bases
• Centralize the base’s accountancy within the Saga software
• Supervise the verification of the base’s accountancy (descriptions, accounting codes, budget headings, reconciliation, monthly exchange rate)
• Supervise the physical verification of invoices and cash inventories in each Balzac
• Supervise vouchers and other back up documents to be sent to HQ on a 6 month basis
• Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the FIN coordinator and/or the desk financial officer(accrual expenses, balance of holidays, debt situation, asset purchases, donations in kind, etc.)

Cash Management:

• Centralize the monthly cash forecast of each base and prepare the document under the supervision of the FIN coordinator
• Process and monitor the cash transfer from HQ in Paris
• Manage the cash-flow at base level and ensure that banks and cash boxes are well supplied for each base
• Monitor the security of funds and propose improvement of the internal cash transfer process at mission level to the FIN coordinator
• Monitor donor installment at field level (if any)

Administrative Follow Up:

• Monitor the implementation of administrative, financial and HR rules and procedures
• Ensure that the administrative calendar is respected by the administrative team
• Follow up on the lease agreement
• Ensure completion of paper and digital filing, as well as securing administrative documents on all bases
• Supervise the back up of all files at coordination level on a regular basis and ensure the filling of these documents

Implementation of the National HR Policy:

• Take part in the development of the national HR policy
• Participate in defining and monitoring the implementation of HR policy and social welfare on the mission
• Evaluate risks linked to changes in social policy
• Propose improvements to employee working conditions
• Ensure appropriateness and coherence between mission job descriptions and SI standard job descriptions
• Ensure the SI job matrix is applied on the mission and the recruitment process respected
• If necessary, participate in rewriting the salary matrix (benchmark...)
• Continually ensure coherence between SI HR policy and national laws

HR Management for national staff:

• Ensure that declarations and payment of taxes and charges are made to relevant organizations in link with Coordination
• Keep informed of all bills and changes associated with employment law, employment in general, and staff training.
• Improve staff working conditions in close collaboration with the HR coordinator
• Collect the necessary information for monitoring changes in the cost of living.
• Check the monthly salaries
• Verify the base’s salary databases and payroll processing
• Check the update at base level of the HR linked information through Homère software
• Supervise the update of all HR-related documents at mission level and filing at coordination level
• Monitor adhesion to national HR policy at mission level
• Update staff records and follow up HR deadlines
• Consolidate and update the mission organization chart
• Supervise annual performance review deadlines, contract dates…
• Participate in creating an annual mission training plan, supervise its implementation and measure its impact
• Participate in the mission HR policy
• Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected

Team Management:

• Supervise and train base administrators
• Conduct regular field visits to the different bases
• Supervise the admin staff at field level
• Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness, etc.)
• Participate in implementing staff promotions
• Participate in the implementation of career planning and the management of staff mobility
• Make a list of schools and training programs in the country
• Improve recruitment procedures
• Ensure relations with employee representatives, in particular by taking part in their meetings

Reporting / Communication:

• Help the FIN / HR coordinator with creating operations proposals and drawing up financial reports
• Establish and maintain relationships with the administrative authorities at national level
• Maintain relationships with other NGO & INGO, authorities and other partners on request
• On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to the FIN / HR coordinator

Requirements / Profile

• Bachelor's Degree in Accounting / Business Administration / Finance or related fields. Masters will be an added advantage
• 3 Years of experience in Administrative related role with an international NGO
• Good knowledge of Project Management and proposals development
• Previous experience with SI would be preferable
• Training and capacity building skills, Coordination and diplomatic skills
• Good knowledge and use of SAGA, HOMERE, and other HRIS/Finance software will be an added advantage
• Confidential, result oriented and ability to manage conflict, Excellent interpersonal & communication skills.

Benefits

• Salary
• Transport & housing allowance
• Social benefits (medical coverage, 24 days of Annual leaves per year, delocalization package, compassionate leaves, public holidays as announced by government, festive bonus, Medical Insurance, Life insurance - covering death and permanent disability) etc.

Note

• Select Administrative Manager, fill the form and attach your CV and motivation letter.
• The CV attached must be named with your first name and surname.