Administrative Manager (M/F) at Solidarites International

General objectives

The Admin Manager will implement and supervise all administrative operations Northeast base and its 3 subbases Nigeria. He/she will organize administrative support for programs, enforcing Solidarités International procedures. As per his JD he / she will be responsible for:

• 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
• 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
• Checking and validating payroll of the bases before sharing with coordination for payment.
• 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
• Calculate taxes, complete returns and make statements and payments to the necessary organizations
• 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
• Track the cost of living
• 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
• Cash- Management /Accountancy:
• 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 cashboxes
• Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
• Supervise account keeping at his/her base, monitor cash balances
• Validating financial payments as bank signatory
• Monitor bank books for his/her base and keep the safe
• Playing his /her role in monthly and annual closures
• 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 Management:
• Update allocation boards for his/her base, reviewing LFUs, OFUs,
• Update and analyse budget follow up in conjunction with logistic and program teams
• Make connections between budgetary consumption and activity progress
• Propose solutions if necessary, indicating financial risks & gaps and finding solutions to fix them
• 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 base
• 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
• Priorities for the 2/3 first months
• Decentralization of base finance management from Coordination to base
• Ensure close follow-up of completion of on-going projects with a specific attention to budget and administrative support needs at base level
• Support the new set up of Borno base, ensuring clear communication channels with the subbases and with coordination

YOUR PROFILE

Experience:

• Professional experience: 1 year of experience in similar position
• Experience in remote management would be an asset
• Previous experience with SI is an asset
• Personal qualities:
• Reliable, honest,
• Very good organizational skills
• Resistance to stress,
• Good interpersonal skills (communication), team player,
• Capacity to delegate and to manage,
• Technical competences:
• Languages: fluent in English
• Excellent analytical skills, writing and speaking
• Knowledge of general administrative management and SI tools (LFU, OFU, SAGA BOUSSOL, Homere, etc.)
• Excellent knowledge of MS office applications (Word, Excel, PowerPoint)
• Priorities for the 2/3 first months
• Decentralization of base finance management from Coordination to base
• Ensure close follow-up of completion of on-going projects with a specific attention to budget and administrative support needs at base level
• Support the new set up of Borno base, ensuring clear communication channels with the subbases and with coordination

SI WILL OFFER YOU

• A salaried post:
• According to experience, starting from 1800 euros gross per month (+ 10% annual leave allowance paid monthly) and a monthly Per Diem of 600 USD
• SOLIDARITÉS INTERNATIONAL also covers accommodation costs and travel expenses between the expatriate's country of origin and the place of assignment.
• Social and medical cover:
• Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.