MISSION AND MAIN ACTIVITIES
Level 9: The Administrative Manager supervises Administrative operations of the Nigeria Mission Office and its component projects. Ensures the implementation of ALIMA policies and procedures in Administration in the Mission.
The Position holder will be visiting all ALIMA projects, Muna and ITFC in UMTH, Yobe, Owo, Katsina as well as in any other locations that ALIMA may have field operations in the future.
POST TYPOLOGY
Mission Location: Nigeria, Abuja
- Report to (Direct): Human Resources Coordinator
- Report to (Functional): N/A
- Staff Reporting to him/Her: HR/Administration Assistants
MAIN ACTIVITIES
Processing of the monthly payroll
- Update the payroll database regularly throughout the month, ensuring that all additions, deletions and changes are recorded completely and accurately and that supporting documentation is filed.
- Consolidate and review mission payroll, ensuring it is accurate and complete.
- Work with the Base Admins and to ensure that signed time sheets and pay slips are received, tracked and filed correctly for all staff
- Control the payroll from ODOO and ensure all the backup are done and filed monthly
- Ensure all the national staff are enrolled and have their pension PIN number, TIN Number and NHF and follow up with Finance for payment taxes, social security, pension, national house fund and other charges
- Submit a final version of the payroll database to the HRCo on a monthly basis
- Produce annually statement of taxes remittances to all coordination team and ensure some practice is done in the project
Contract Administration for National staff
- Ensure that contracts and contract amendments are processed in a timely manner, communicated, and documented properly.
- Ensure that administrative processes for employee separations are followed properly, and that necessary documentation and information is recorded for the processing of end of contracts.
- Providing Administrative support to all projects and be able to fill project Administration Gaps.
Expats Administration
- Support the HR and Administrative Assistant on all international movement and Visa request and renewal for all Expat.
- Ensure all the local movement are managed properly by the HR and Administrative Assistant.
- Keep record for all break documentations for Expat
- Make Sure all the boarding pass are collected and photocopy and filled in expat each file
Maintain Administration Files/Records
- Ensures that standard Administration data is stored appropriately, updated in timely fashion, and is available as required;
- Maintaining systematic Administration databases and filing systems (incl. staff lists, leave register etc.) and technical referent of ODOO Management
- Ensure that all the absences are properly monitor and ODOO is updated on all the absence and all documentations are filled properly
Reporting, Data and Communication
- Coordinate the planning, monitoring of all national staff leaves and related administrative processes.
- Ensure timely and correct salary payment of national staff according to national labour law and ALIMA guidelines, including timely payment of Staff Social Security, income tax or other taxes as required by labour law.
- Responsible for compilation and verification of project and coordination monthly report before submission to the HR Coordinator
- Contribute to the Administration Monthly Sitrep
- Support the finance department and each base to prepare the Administration portion of internal and external audit.
Implementation of prevention measures against abuse of power, gender-based and sexual violence:
- Ensures that his/her team, partners and community members are aware of ALIMA\'s policy and have access to information (complaint escalation mechanism, focal point...).
- Contributes to creating and maintaining a nurturing and protective environment for his/her team, community members and project partners.
- Work closely with the PSEA Manager.
Staff, Safety, Health And Working Environment
- Ensure that obligations are met in terms of Hygiene, Safety and working conditions in compliance with the occupational health and safety policy;
EDUCATION, WORK RELATED EXPERIENCES & SKILLS
Education:
- A Bachelor’s degree in Administration, Business Management, or other related fields
- A Master’s degree in any of the above is preferable.
Experience:
- Proven track record in Administration and management;
- Four (4) years professional experience in Administration management with an International NGO
- Knowledge Expatriate Administrative management in the Nigeria.
Skills and Competencies Required
- Highly organized, detail oriented and able to work under pressure.
- Disciplined, rigorous, self-motivated and able to set and meet deadlines and work autonomously
- Capacity for analysis, synthesis and reporting of large amounts of information
Skills and Competencies Preferred
- Proven skills in administration and management;
- Demonstrated experience in applying Administration management protocols;
- Excellent inter-personal skills, and a good understanding of human relationships;
- Good guidance, counselling and negotiation skills, at all levels;
- Good team work skills;
- Adherence to ALIMA Charter.
- Knowledge of ODOO is an Asset
Languages:
- Professional-level competency in English orally and in writing.
- Others are an asset like Hausa, Kanuri
Contract term: contract under Nigerian law, 6 months renewable.
Salary : As per ALIMA Salary grid
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