Administrative Manager at Solidarites International (SI)

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Job Title: Administrative Manager | Solidarites International (SI) Location: Maiduguri Base, Borno

Solidarites International (SI) is a French humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 38 years the association has focused on meeting three vital needs – water, food and shelter. Currently present in Nigeria since 2016, SI carries out emergency / post-emergency programs in WASH sector in North East region.

Goal / Purpose

  • Under the supervision of the Fin/HR coordinator, the administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International
  • 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 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
  • 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

Team Management:

  • Plan and direct the activities of the administrative team
  • Lead meetings for the administrative team
  • 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.

Cash-flow / Bookkeeping:

  • Maintain account keeping at his/her base, monitor cash balances
  • Maintain 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
  • 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
  • Ensure accounting archiving (both digital & hard copy) according to SI accounting procedure.

Budgetary / Financial Monitoring:

  • 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
  • Update allocation boards for his/her base
  • Update and analyze Monthly budget follow up in conjunction with logistic and program teams
  • Make connections between budgetary consumption and activity progress
  • Propose solutions if necessary
  • Administrative management of the mission:
  • Assist in selecting Solidarités International premises
  • Ensure administrative monitoring of insurance locations, claims and contracts
  • Verify and validate all contracts drafted at the base.

Reporting / Communication:

  • Supervise the sending of administrative files to coordination
  • Ensure administrative and financial reports are made to the coordination according to the Solidarités administrative calendar
  • 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.

Profile

  • Professional experience: 3 years of experience in similar position (NGO/Private or Public sector) and 2 years of progressive experience in an INGO
  • Training / Education: B.Sc. in Finance, Economics, Business Administration or related Degrees
  • Languages: English compulsory (Hausa / Kanuri – Added Advantage)
  • Admin related skills: good knowledge of the project cycle, budget follow-up, recruitment, payroll, etc.
  • IT skills: Good knowledge of Office software: Saga, Homere, Excel, Word, Outlook, Power Point.
  • Personal qualities: rigorous, organized, able to manage important workload, good learning capacity, good communication, reactive, team spirit, good written and analyses capacities, resistance to stress.

Application Closing Date
9th August, 2020.

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

  • Clicking on the link above and select “Administrative Manager – Maiduguri”
  • Fill the form and attach your CV. The CV attached must be named with your name and surname.

Note: As position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the final date.