Administrative Manager at Solidarites International

Goal / Purpose

• The Administrative Manager supports the Finance / HR coordinator in processing accounting and financial transactions, as well as in all tasks and procedures associated with HR.
• He / she assists the HR coordinator to define and implement national HR policies at mission level.
• He / she is responsible for implementing and monitoring, in close collaboration with the FIN/HR coordinator, administrative, financial and HR procedures on the different bases.
• The Administrative Manager manages the administrative teams with the support and under the direct supervision of the Field Coordinator and technical supervision of the FIN/HR coordinator.
• He / she manages the cash processes (cash transfer, donor payment…) at mission level under the supervision of the Finance coordinator..

Main Tasks
Financial and Budgetary Management:

• Elaborate and import budget parameters in SAGA after validation of the desk financial officer
• Check the monthly projects budget follow ups according to Solidarités format
• Prepare the monthly global budget follow up document
• Prepare the financial reporting requested by authorities (government, ministries…) to be validated by the FIN coordinator and/or the HoM before submission
• Supervise the monthly closing, review and integration of the accounting for his/her mission
• Supervise the verification of the accounting files before they are sent to HQ
• Prepare for and support audits or possible inspections

Accounting Management:

• Monitor enforcement of cash payment rules and accurately record transactions in Saga
• Send the monthly accountancy package to HQ after validation from the administrative coordinator and manage directly the monthly integration at HQ level with the desk financial officer and his/her assistant
• Send all supporting documents relating to account closure to HQ as requested by the accounting manager and desk financial officer (If no accountant is present)
• Centralize the base’s accountancy within the Saga software
• Supervise the verification of the base’s accountancy (descriptions, accounting codes, budget headings, reconciliation, monthly exchange rate)
• Supervise the physical verification of invoices and cash inventories in each Balzac
• Management of the mission bank Balzacs
• Send Saga after integration to the different bases
• Supervise vouchers and other back up documents to be sent to HQ on a 6 month basis
• Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the FIN coordinator and/or the desk financial officer(accrual expenses, balance of holidays, debt situation, asset purchases, donations in kind, etc.)

Cash Management:

• Centralize the monthly cash forecast of each base and prepare the document under the supervision of the FIN coordinator
• Process and monitor the cash transfer from HQ in Paris
• Manage the cash-flow at base level and ensure that banks and cash boxes are well supplied for each base
• Monitor the security of funds and propose improvement of the internal cash transfer process at mission level to the FIN coordinator
• Monitor donor installment at field level (if any)

Administrative Follow Up:

• Monitor the implementation of administrative, financial and HR rules and procedures
• Ensure that the administrative calendar is respected by the administrative team
• Follow up on the lease agreement
• Ensure completion of paper and digital filing, as well as securing administrative documents on all bases
• Supervise the back up of all files at coordination level on a regular basis and ensure the filling of these documents

Implementation of the National HR Policy:

• Take part in the development of the national HR policy
• Participate in defining and monitoring the implementation of HR policy and social welfare on the mission
• Evaluate risks linked to changes in social policy
• Propose improvements to employee working conditions
• Ensure appropriateness and coherence between mission job descriptions and SI standard job descriptions
• Ensure the SI job matrix is applied on the mission and the recruitment process respected
• If necessary, participate in rewriting the salary matrix (benchmark...)
• Continually ensure coherence between SI HR policy and national laws

HR Management for national staff:

• Ensure that declarations and payment of taxes and charges are made to relevant organizations in link with Coordination
• Keep informed of all bills and changes associated with employment law, employment in general, and staff training.
• Improve staff working conditions in close collaboration with the HR coordinator
• Collect the necessary information for monitoring changes in the cost of living.
• Check the monthly salaries
• Verify the base’s salary databases and payroll processing
• Check the update at base level of the HR linked information through Homère software
• Supervise the update of all HR-related documents at mission level and filing at coordination level
• Monitor adhesion to national HR policy at mission level
• Update staff records and follow up HR deadlines
• Consolidate and update the mission organization chart
• Supervise annual performance review deadlines, contract dates…
• Participate in creating an annual mission training plan, supervise its implementation and measure its impact
• Participate in the mission HR policy
• Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected

Team Management:

• Supervise and train base administrators
• Conduct regular field visits to the different bases
• Supervise the admin staff at field level
• Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness, etc.)
• Participate in implementing staff promotions
• Participate in the implementation of career planning and the management of staff mobility
• Make a list of schools and training programs in the country
• Improve recruitment procedures
• Ensure relations with employee representatives, in particular by taking part in their meetings

Reporting / Communication:

• Help the FIN / HR coordinator with creating operations proposals and drawing up financial reports
• Establish and maintain relationships with the administrative authorities at national level
• Maintain relationships with other NGO & INGO, authorities and other partners on request
• On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to the FIN / HR coordinator

Requirements / Profile

• Bachelor's Degree in Accounting / Business Administration / Finance or related fields. Masters will be an added advantage
• 3 Years experience in Administrative related role with an international NGO
• Good knowledge of Project Management and proposals development
• Previous experience with SI would be preferable
• Training and capacity building skills, Coordination and diplomatic skills
• Good knowledge and use of SAGA, HOMERE, and other HRIS/Finance software will be an added advantage
• Confidential, result oriented and ability to manage conflict, Excellent interpersonal & communication skills.

Benefits

• Salary
• Transport & housing allowance
• Social benefits (medical coverage, 24 days of Annual leaves per year, delocalization package, compassionate leaves, public holidays as announced by government, festive bonus, Medical Insurance, Life insurance - covering death and permanent disability) etc.