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.
Administrative Manager
Job Location: MONGUNO
Beginning of contract: 21/5/2018
Contract duration: 3 months (with possibility of extension)
Probation period: 1 month
Salary and conditions: in accordance with SI’s Terms of Employment; for national staff in Nigeria
Delocalized status and related benefits: Applicable
Requirements
List of main activities:
Financial and budgetary management:
- Elaborate and import budget parameters in SAGA after validation of the Administrative Coordinator
- 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 Administrative Coordinator
- Supervise the monthly closing, review and integration of the accounting for his/her base
- Supervise the verification of the accounting files before they are sent to Administrative Coordinator
- 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 Administrative Coordinator
- Send all supporting documents relating to account closure to Administrative Coordinator
- 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 bank Balzacs
- Send Saga after integration to the different bases
- Supervise vouchers and other back up documents to be sent to Administrative Coordinator on 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 (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 Coordination to Base
- Manage the cash-flow at base level and ensure that banks and cash boxes are well supplied
- Monitor the security of funds and propose improvement of the internal cash transfer process at base level to the administrative coordinator
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 the base
- Supervise the back up of all files at base 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 base
- 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
Personal abilities :
Professional experience: 2 years of experience in similar position (NGO/Private or Public sector)
Languages: English, (Haussa, Kanuri a plus)
Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player, capacity to delegate and to manage, initiative and autonomy, capacity of prioritsation of tasks
Technical competences :
Training: Bsc. Economic, management administration supply, social science
Microsoft Office ( Excel and Word skills).
Management related skills
HR management for national staff
- 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
- Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected
- Reporting/Communication
- Help the administrative coordinator with creating operations proposals and drawing up financial reports
- Establish and maintain relationships with the administrative authorities at base 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 administrative coordinator
Method of Application
Interested candidates should submit their applications in only via EMAIL.
Please submit your CV and suitability statement as a single attachment to [email protected]
The file must be named with the name and the surname of the candidate and the subject of the mail must be FIELD
No paper applications will be accepted
NOTE: Shortlisting will start as soon as we start receiving applications and deadline might be changed without prior notice.
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.
More Information
- Job City Borno
