Admin Manager at Solidarites International

Goal/purpose

• 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.

List of main activities
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

Org Chart Position (reporting and functional relationships)

• Line Manager:Field coordinator, base manager
• Line report:Entire base administrative team
• Functional Manager: administrative coordinator
• Functional Report:

Profile Forsaken

• Interpersonal skills : honest, reliable, very good organization, resistance to stress, team player, capacity to delegate and manage, initiative and autonomy, capacity to prioritize
• Professional experience : 2 years’ experience in a similar position in NGO sector
• Languages : English and Hausa
• Qualification : graduation in Finance or HR or any related field
• Finance and HR related skills : budget follow-up, accounting, recruitment, payroll
• IT skills : Excel, Saga, Homere, Outlook, Word