Admin Manager at Solidarites International

⏲ Aug 4, 2023, 7:00 PM
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Solidarites International is a French humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 40 years the association has focused on meeting three vital needs - water, food and shelter. SI is present in North-East Nigeria since 2016 and is currently operating in 4 bases across Borno State (Maiduguri, Monguno, Ngala, and Dikwa) with outreach capacities across all BAY States through its emergency component. Currently, SI carries out emergency / post - emergency programs in WASH/FSL sector in North-West Nigeria where limited actors are currently present.

We are recruiting to fill the position below:

Job Title: Admin Manager

Location: Zamfara, Nigeria.
Contract Start date: Projected contract duration is 4 Months with a possibility of extension.

Goal/Purpose

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

List of Main Activities
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
Prepare the monthly global budget follow up document
Prepare the financial reporting requested by authorities (government, ministries…) to be validated by the administrative coordinator and/or the HoMbeforesubmission
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 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 HQafter 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)
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
Management of the mission bankBalzacs
Send Saga after integration to the different bases
Supervise vouchers and other back up documents to be sent to HQon a 6 month basis
Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the administrative 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 administrative coordinator
Process and monitor the cash transfer from HQ in Paris
Manage the cash-flow at mission 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 administrative coordinator
Monitor donor installment at field level (if any)

Administrative follow up:

Monitor the implementation of administrative, financial and HRrules 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

Legal follow-up:

Track changes in national laws and policies
Prepare and control tax payments, (income tax, VAT…)

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
Evaluateriskslinked 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
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 administrative 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 (Balzac XX)
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 description fit the standard job matrix and ensure that the recruitment process is respected

Team management:

Supervise and train base administrators
Conductregularfieldvisits to the different bases
Supervise the admin staff at coordination 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
Improverecruitmentprocedures
Participate in recruiting in-pat executives
Ensure relations with employee representatives, in particular by taking part in their meetings

Reporting/Communication:

Help the administrative coordinator with creating operations proposals and drawing up financial reports
Establish and maintain relationships with the administrative authorities at national level
Maintainrelationshipswithother 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 administrative coordinator

Profile

Bachelor's Degree in Accounting, Business Administration, Finance or related fields
Good knowledge and use of SAGA, HOMERE, and other HRIS/Finance software
Confidential, result oriented and ability to manage conflict
Excellent interpersonal & communication skills
3 Years experience in Finance & HR related role or in a similar position with an international NGO
Good knowledge of Project Management
Previous experience with SI would be preferable
Training and capacity building skills
Coordination and diplomatic skills
Familiar with various office package

What we Offer
Salary + Transport, Leave & housing allowance + social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government, festive bonus, Life insurance - covering death and permanent disability) etc.

How to Apply
Interested and qualified candidates should:
Click here to apply

Important Information and Note