Base Administrative Manager at Premiere Urgence Internationale (PUI)

General Objective / Summary

• The Base HR and Administrative Manager is responsible for managing the Administrative Department of the Base under the direct supervision of the Field Coordinator and with the technical support of both the Finance Coordinator and the HR Coordinator.
• He/she is responsible for the proper functioning of the administrative services of the base, in compliance with the procedures of PUI and donors.

Main Responsibilities and Tasks
Ensure Human Resources Management of the base

• S/he works in collaboration with the Field Coordinator and HR coordinator to set up Human resources (HR) procedures and management tools in compliance with the labour regulations of the country of intervention, the internal staff regulations (ISR) as well as the HR guidelines, and monitors risks associated with HR issues in the base.S/he works, under the responsibility of the Field Coordinator, and in link with other departments’ heads on reviews / optimization of the HR structure of the base.
• S/he implements HR rules, procedures and tools in the base regarding: new HR regulations, national staff contracts, procedures of recruitment, payroll operations, implementation of appropriate working conditions, HR records electronic and physical records.
• S/he ensures the administrative management of national staff, in particular, payroll operations, monitoring absences, the construction, updating and archiving of personnel files.
• S/he assumes or delegates responsibility for the integration of any new employees at the base, and ensures, in particular, that logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood.
• S/hesuggests possible updates to the ISRin terms of rules, procedures and tools relating to recruitment,remuneration, administrative management, disciplinary aspects and management of individual career development within the organisation.
• S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
• S/he contributes to the organisation of recruitment (provisional planning,advertisement, applications, and interviews) for all departments.
• S/he participates in the hiring process, as well as in any decisions related to the termination of employment contracts of national employees at base level.
• S/he ensures compliance with PUI’s internal rules of procedure at base level.
• S/he ensures that all national employees are subject to a written evaluation as per PUI Nigeria internal guidelines.
• S/he completes training programmes for the national staff (administrative aspects,logistical regarding procedures) on an as needs basis.
• S/he handles the management of interpersonal conflicts that arise on his/her base, and refers the matter to the field coordinator,in the event thats / h eis not able to resolve dispute.
• S/he nsures a follow up of employees’ careers for the national staff, in collaboration with the project managers, Logistician and Field Coordinator.
• S/heis the guardian of the image of PUI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behaviour consistent with the values upheld by the organization, and with full respect for the local culture.

Ensure financial, budgetary, accounting and administrative management of the base:

• S/he works in collaboration with the Finance Coordinator to set up aspects related to finance, including budgetary, accounting and treasury elements at the base.
• S/he ensures the setting up and proper use of tools and procedures for financial, accounting and budget management in the base: accounting procedures, accounting records, SAGA, budgets follow up, allocation tables, budget projections, cash forecasts, cash management and cash security.
• S/heis responsible for cost optimisation; and uses budget tracking to achieve this;s/he ensures adequate financial resources for the running of the base.
• Regarding budgetary monitoring,s/he participates in team-based analysis (along with technical, administrative and logistic smanagement) and is responsible ford etecting anomalies and proposing adjustments to the field coordinator and to the Finance Coordinator.
• S/he ensures that accounting entries are completed in compliance with internal rules and communicated to the Finance Coordinator according to the agreed calendar, after endorsement by theField Coordinator.
• Together with the Finance Coordinatorand the Field Coordinator,S/he tracks the cash flow for his/her base and oversees disbursements.
• Together with the Finance Coordinator and the Field Coordinator,S/he ensures that a system of internal oversight is in place at the base.S/he ensures compliance with procedures for undertaking expenditure commitments and participates in the process of endorsing purchase orders.
• S/heis the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts(if applicable)are absolutely and permanently backed up by appropriate accounting documents.
• S/he organises and provides training to the administrative national staff in the base on these tools and procedures.
• S/he makes sure that these tools and procedures are understood and applied by the national staff.
• S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
• S/he provides a technical support to the base regarding financial tools.
• S/he develops tools to implement the administrative services in the base.
• S/he organises the preparation of audits at base level, under supervision of the Finance Coordinator.
• S/he contributes to the preparation of grant proposals and drafts the budgets for the base.
• Under the direct supervision of the Field Coordinator and the support from the Finance Coordinator and/or the HR Coordinator s/he follows the implementation of Nigerian administrative regulations at base level and interacts with field level administrations

Ensure reporting and dissemination of information

• S/he ensures efficient flow of information to the Field Coordinator,Finance Coordinator and HR Coordinator, and, if necessary, to the programme team, to the logistics team, and to the Head of Mission.
• S/he drafts or participates in the drafting of reports on internal operations in all matters concerning his/her field of action in financial, budgetary, accounting and HR management of the mission.
• S/he supports the manager(s)in the base in the performance of their administrative activities, in a functional, not hierarchical, relationship.
• S/he sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (monthly logistical reports / accountancy/ returns on budgetary monitoring / cash flow estimates).
• S/he attends internal coordination meetings and participates actively in them.
• If necessary and by delegation from the Field Coordinator, the Finance Coordinator,or the HR Coordinator,S/he represents the association with partners, local authorities and various actors involved in the financial, administrative,legal,and human resource aspects of the mission.

Ensure the management of the adminisrative department:

• S/he ensures the direct supervision and management of the Finance Officer, HR Officer and Admin Assistant.
• S/he ensures the setting of objectives to be achieved by the administrative department and tracks their realization, and leads the mid-term and final staff appraisal.
• S/he contributes to the decision-making process regarding any termination of employment contracts.
• S/he ensures or delegates responsibility for the integration of new staff within the administrative department, ensuring the relevant tools and procedures, and PUI policies are well understood.
• S/he prepares the job profiles of local staff under his/her immediate supervision.

Priorities of the department:

• Implementing the main PUI tools and processes in both HR and Finance (FFU, payroll, etc.)
• Strong capacity building of the admin team and of all the staff in general in terms of Finance/HR processes and procedures (including finalization of pending recruitments within his/her team).
• Support and guide the managers in recruiting the teams for the Logistics and Program departments.