Administrative Manager at Solidarites International

Location: Maiduguri Base, Borno

Goal / Purpose

• Under the supervision of the Fin/HR coordinator, the administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International
• 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.

Main Tasks
Administrative Management of Personnel:

• Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
• 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
• 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

Team Management:

• Plan and direct the activities of the administrative team
• Lead meetings for the administrative team
• 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.

Cash-flow / Bookkeeping:

• Maintain account keeping at his/her base, monitor cash balances
• Maintain 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
• 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
• Ensure accounting archiving (both digital & hard copy) according to SI accounting procedure.

Budgetary / Financial Monitoring:

• 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
• Update allocation boards for his/her base
• Update and analyze Monthly budget follow up in conjunction with logistic and program teams
• Make connections between budgetary consumption and activity progress
• Propose solutions if necessary
• Administrative management of the mission:
• Assist in selecting Solidarités International premises
• Ensure administrative monitoring of insurance locations, claims and contracts
• Verify and validate all contracts drafted at the base.

Reporting / Communication:

• Supervise the sending of administrative files to coordination
• Ensure administrative and financial reports are made to the coordination according to the Solidarités administrative calendar
• 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.

Profile

• Professional experience: 3 years of experience in similar position (NGO/Private or Public sector) and 2 years of progressive experience in an INGO
• Training / Education: B.Sc. in Finance, Economics, Business Administration or related Degrees
• Languages: English compulsory (Hausa / Kanuri - Added Advantage)
• Admin related skills: good knowledge of the project cycle, budget follow-up, recruitment, payroll, etc.
• IT skills: Good knowledge of Office software: Saga, Homere, Excel, Word, Outlook, Power Point.
• Personal qualities: rigorous, organized, able to manage important workload, good learning capacity, good communication, reactive, team spirit, good written and analyses capacities, resistance to stress.