Project Administration Manager at Alliance for International Medical Action (ALIMA)

Functional and Hierarchical Links

• He/she reports to the Project Coordinator (Line Manager);
• He/she manages Finance Supervisor + HR Supervisor (Staff reporting to him/her). 

Protection Of Beneficiaries and Community Members:

• Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record check or character reference is not available, a statement of good character will be required. 

Main Mission

• The main objective of the Admin Manager project is to ensure effective and efficient management of project resources and staff administration while complying with ALIMA rules and procedures.
• This is achieved through the development and implementation of resource management systems, monitoring resource use and expenditure, implementing financial and HR management tools, and ensuring the adequacy of human and administrative resources.
• The Project Administration Manager reports directly to the Project Coordinator and supervises the HR and Finance Supervisors.

Main Activities

• Advise the Project Coordinator on set up (org chart) and together with the HRCO, update the project’s organizational chart and job descriptions.
• In close coordination with the Project Coordinator, HRCO, and FINCO, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up.
• Ensure hiring, carrying out amendments and contract termination formalities for employees at the project level, according to labour local laws, archiving and updating individual employee files, informing them of their rights, and preparing all mandatory tax declarations, in order to ensure legal compliance.
• Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and ensure HR availability for the project activities.
• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.) and incentives payments, in order to ensure on time and accurate salary payments.
• Support, in close coordination with the project team, and the project line managers in detecting training needs, properly evaluating people’s performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals.
• Plan and supervise, in close coordination with the HRCO, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.
• Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment.
• In close collaboration with the coordination team, apply the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and ALIMA.
• In close collaboration with the coordination team, look for the best options to avoid and/or solve possible labour conflicts in the project.
• Follow up all movements and/or accommodation of staff in the project.
• Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at capital and project level and to optimise cash needs and its security.
• Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place.
• Ensure that monthly accountancy closure is taking place and controlled, with due quality and on due time.
• In close collaboration with the coordination team, analyses and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action.
• Ensure all HR, Administrative and Financial reporting of the Project (Homère and SAGA monthly closure, sitreps, etc.).

Implementation of prevention measures against abuse of power, gender-based and sexual violence:

• Participate in training and awareness-raising sessions.
• Implement abuse prevention standards.
• Ensure that team members follow training and awareness sessions and apply abuse prevention rules.
• Contribute to creating and maintaining a nurturing and protective environment.

Requirements

• University Degree in Finance, Administration, and Human Resources
• Minimum of 2 years experience in Finance & HR management Experience with medical international NGO, an asset
• Perfect knowledge of MS Office packages, especially Excel & Word
• Knowledge of Saga (Finance software) & Homere (HR software) is an asset
• Strong communication skills
• Ability to work on own initiative and adaptability to changing needs and situations
• Flexible, patient, and adaptable to a changing environment
• Ability to work under pressure with numerous deadlines, etc.
• A good command of oral and written English is essential
• French is an asset
• Arabic is an asset

Conditions

• Contract term: contract under French law, 6 months.
• Desired start date:  As soon as possible 
• Salary: Depending on experience + Perdiem

ALIMA covers the following expenses:

•  Travel costs between the expatriate's country of origin and the mission location
  Accommodation in the field
  Medical coverage for the employee from the first day of the contract to one month after the date of departure from the mission country
  Evacuation of the employee