Administration Manager - Multibase (Male or Female) at Solidarites International

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
• 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
• 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
• 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
• 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 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.

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
• Propose solutions if necessary
• Monitor functioning costs at his/her assignment bases
• 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 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;
• Reliable, honest; Very good organizational skills; Resistance to stress,
• Good interpersonal skills (communication), team player,
• Capacity to delegate and to manage
• 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)

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.