Admin Supervisor at Alliance for International Medical Action (ALIMA)

REPORT TO: Project Administration Manager

POSITION TYPE/ LEVEL: National/ 6

AREA: Askira UBA

MAIN PURPOSE:

Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and ALIMA procedures, in order to ensure legal compliance and keep a strict control over monetary resources.

The Admin Supervisor is responsible to handles general accounting functions including accounts payable, accounts receivable, general ledgers, and assists in monthly closing of books. He is also responsible for the management of the administrative files of the national staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Execute administrative and legal related tasks, under supervision of the Administration Manager, checking payroll calculations and updating essential documents in personal files to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions. Provides input into budget formulation.
• Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Plans cash demands based on daily needs during the month (payday advances, month-end pay, daily needs - operational advances and direct payment.
• Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for project activities.
• Prepare vouchers and process payments for all the financial transaction.
• Check and post transactions into Excel spreadsheet daily and onward posting into Saga. Ensure that all information in the spreadsheet is correct and complete.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Receives invoices and receipts, ensures that they are consistent and conform, that they are validated by the Logs Manager and in accordance with the purchasing procedure in force.
• Pay by the most appropriate means (cash, checks, transfers) and ensure that they are received by the recipient (stamp, signature ...).
• Classify and prepare all accounting records as requested by the Administration Manager.
• Properly file the accounting documents and enter the accounting transactions in the accounting software (SAGA), with the support from the Administration Manager.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Follow up all expiring lease contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
• Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labor and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending ALIMA’s interests.

REQUIREMENTS

• Degree in business administration /or Accounting, Finance or related discipline;
• At least two year experience in similar position, an asset.
• Proficient in use of Microsoft Excel, Word, & Power Point.
• Proficient in use of SAGA & Homere
• Strong work ethic, commitment to humanitarian objectives and interest in health care;
• High motivation, flexibility, quick learning and team working;
• Fluent in spoken and written English.
• Local Male/ Female candidates are preferred to apply.