Administration Manager - Multibase at Solidarites International
Solidarites International (SI) 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 sector in North-West Nigeria where limited actors are currently present.
We are recruiting to fill the position below:
Job Title: Administration Manager - Multibase (Male or Female)
Location: Maiduguri, Borno
Employment Type: Contract
Contract Start date: Projected contract duration is 6 Months - with possible extension.
Goal / Purpose
- Under the supervision of the Field coordinator, the Admin Manager carries out administrative, accounting, and financial management of Dikwa and Ngala bases, 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 Solidarités International’s Human Resources policy, procedures and processes to be properly implemented at both the bases / field offices.
- He supports, monitors, and build the capacities of the members of his administrative team.
Human Resources 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 bases
- Supervise the archiving, handling and security of Solidarités International personnel files
- 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 bases, and assist in conflict management and resolution
- Conduct meetings and communication with personnel
- Track the cost of living
- Prepare employment contracts for employees at his/her bases, 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
- Under the supervision on the field coordinator, lead disciplinary measures
- Apply the formalities provided for sanctions and for termination or breach of contract
- Update the base / field organization chart, monthly HR Pack, Recruitment FU and reports.
Team Management:
- Define the needs of administrative personnel at his/her bases, and recruit according to the resources allocated
- Train, support and evaluate the administrative team at his/her assignment bases
- Plan and direct the activities of the administrative team
- Lead meetings for the administrative team.
Cash-flow / Bookkeeping:
- Manage his/her bases's cash-flow and ensure that banks and cash boxes are well supplied
- Manage transfers and monitor the security of funds
- Supervise account keeping at his/her bases, monitor cash balances
- Monitor bank books for his/her bases and keep the safe
- Prepare and supervise the monthly closing, review and integration of the accounting for his/her bases
- Verify the accounting files before they are sent to coordination.
- 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
Budgetary / Financial Monitoring:
- Update allocation boards for his/her bases
- Update and analyze budget follow up in conjunction with logistic and program teams
- Make connections between budgetary consumption and activity progress
- 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.
- Propose solutions if necessary
- Monitor functioning costs at his/her assignment bases
Administrative Management of the Mission:
- Verify and validate all contracts drafted at the bases
- Assist in selectingSolidarités 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.
Organisation Chart Position (Reporting and Functional Relationships):
- Line Manager: Field Coordinator
- Line report: Entire bases administrative team
- Functional Manager: FinanceCoordinator& HR Coordinator
Job Profile / Requirements
- Education: Bachelor's Degree in Finance, Accounting, Human Resources or Administration would be preferred;
- At least 1 year of experience in a similar position; Experience in remote management would be an asset; Previous experience with SI or INGO is an asset;
- Languages: fluent in English
- Excellent analytical skills, writing and speaking
- Knowledge of general administrative management and SI tools (BFU, OFU, Homere, SAGA etc.)
- Excellent knowledge of MS Office applications (Word, Excel, PowerPoint)
- Reliable, honest; Very good organizational skills; Resistance to stress,
- Good interpersonal skills (communication), team player,
- Capacity to delegate and to manage
What We Offer
- Salary + Transport & housing contributions + 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 candidate should:
Click here to apply
Application Procedure
- Applicants should select "Administration Manager Multibase DKW/NGL"; Fill the form and attach their CV and motivation letter.
- The CV attached must be named with their first name and surname.
- As position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the application closing date
Application Deadline 26th December, 2021.