Solidarites International Job Vacancy : Admin Manager

Solidarités International (SI) is a French humanitarian organisation operating for over 35 years who is committed to providing aid in the event of conflict and natural disasters. Our mission is to provide aid as quickly and as efficiently as possible to endangered populations by meeting their vital needs: water, food and shelter.

SI has started activities in North-eastern Nigeria in August 2016 in the fields of Wash and is now intervening in 4 areas of the state for Wash and Shelter activities.

We are recruiting to fill the position below:

Job Title: Admin Manager

Location: Ngala, Borno
Beginning of Contract: ASAP
Contract Duration: 3 months (with possibility of extension)
Probation Period: 1 months

Mission

Under the supervision of the administrative coordinator, the administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International procedures.
He/she supervises accounting operations and cash management, and carries out budget follow up in conjunction with the program managers
He/she is also one of those charged with ensuring that Solidarités International’s Human Resources policy is properly implemented at the base.
He supports monitors and trains the members of his administrative team.

Main Tasks
Administrative Management of Personnel:

Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
Supervise the administrative management of personnel recruitment and hiring at his/her base
Supervise the archiving, handling and security of Solidarités International personnel files
Draft employment contracts for employees at his/her base, and ensure that they are adhered to
Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
Centralise training requests from teams and set up a training plan
Assist in ordering and determining disciplinary measures
Apply the formalities provided for sanctions and for termination or breach of contract
Supervise the collection of elements needed to establish wages and monitor their proper implementation
Calculate taxes, complete returns and make statements and payments to the necessary organizations
Assist in defining and applying Solidarités International’s salary and social policies
Evaluate risks linked to changes in compensation and social policies
Oversee the setting up of legal representation and consultation bodies for personnel at his/her base, and assist in conflict management and resolution
Conduct meetings and communication with personnel
Track the cost of living
Update the mission organization chart.

Team Management:

Define the needs of administrative personnel at his/her base, and recruit according to the resources allocated
Train, support and evaluate the administrative team at his/her assignment base
Plan and direct the activities of the administrative team
Lead meetings for the administrative team.

Cash-flow/Bookkeeping:

Manage his/her base’s cash-flow and ensure that banks and cash boxes are well supplied
Manage transfers and monitor the security of funds
Formulate cash-flow forecasts with the logistics officer and the program managers
Supervise the upkeep and security of safes and cash-boxes
Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
Supervise account keeping at his/her base, monitor cash balances
Monitor bank books for his/her base and keep the safe
Prepare and supervise the monthly closing, review and integration of the accounting for his/her base
Verify the accounting files before they are sent to coordination

Budgetary / Financial Monitoring:

Update allocation boards for his/her base
Update and analyze budget follow up in conjunction with logistic and program teams
Make connections between budgetary consumption and activity progress
Propose solutions if necessary
Monitor functioning costs at his/her assignment base
Oversee adherence to donor administrative procedures
Aid the administrative coordinator in formulating financial reports and carrying out audits
Assist in formulating budgets for new projects.

Administrative Management of the Mission:

Verify and validate all contracts drafted at the base
Assist in selecting Solidarités International premises
Ensure administrative monitoring of insurance locations, claims and contracts

Reporting/Communication:

Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order
Supervise the sending of administrative files to the coordination
Ensure administrative and financial reports are made to the coordination according to the Solidarités administrative calendar

Requirements
Personal Abilities:

Dynamic, organized, methodical, team player, with sound communication skills
Languages : fluent in English and Hausa (additional languages a plus)
Personal qualities: reliable, honest, very good organization, resistance to stress, capacity to delegate and to manage, initiative and autonomy, capacity of prioritisation of tasks, work under tight deadlines

Technical Competences:

Professional experience: at least 2 years of experience in similar position in Administration and Finance especially with INGOs
Bachelor’s Degree in Economics, Management or any related fields
IT skills : Microsoft software practice, sound Excel skills

Salary and Conditions