Administrative Manager

Description

• Under the supervision of the Field coordinator, the Admin Manager is responsible for the administrative, accounting and financial management of the base, in compliance with donor and Solidarités International procedures
• S/he supervises accounting operations, cash management and budget monitoring in collaboration with program managers
• S/he is also responsible for ensuring that Solidarités International's human resources policy is properly applied in his/her base
• S/he supports, monitors and trains the members of his/her administrative team

Duties

Personnel administration

• Participate in the induction and integration of new staff, provide administrative briefings
• Oversee the administrative management of recruitment and hiring of base personnel
• Supervise the archiving, maintenance and security of Solidarités International personnel files
• Draw up and monitor employment contracts for base staff
• Ensure that EAPs are set up in accordance with defined procedures and monitor staff career development
• Centralize training requests expressed by teams and implement a training plan
• Participate in the investigation and adjudication of disciplinary measures
• Apply the formalities laid down for sanctions and the termination or cancellation of contracts
• Oversee the collection of data required for the payroll process, and ensure that it is carried out correctly
• Calculate taxes and supervise declarations and payments to the relevant bodies
• Participate in the definition and application of Solidarités International salary and social policies. Evaluate risks associated with changes in wage and social policy
• Oversee the setting up of legal bodies for staff representation and consultation at its base, and participate in conflict management and resolution
• Organize meetings and communication with staff
• Monitor cost-of-living trends
• Keep the base organization chart up to date

Team Management

• Define the administrative staffing needs of the base and recruit according to the resources allocated
• Train, support and evaluate the administrative team at the base
• Plan and supervise the activities of the administrative team
• Lead administrative team meetings

Treasury / Accounting

• Manage the base's cash flow and ensure that banks and cash registers are well- stocked
• Manage transfers and ensure the security of funds
• Draw up cash flow forecasts with the logistician and program managers
• Supervise the physical maintenance and security of safes and cash boxes
• Validate all disbursements and expenditure commitments, in compliance with Solidarités International procedures
• Supervise bookkeeping at base level, checking cash balances
• Monitor the bank books for the base and maintain the safe
• Prepare and supervise the monthly closing, revision and integration of the base's accounts
• Check accounting files before sending them to coordination

Budget Monitoring / Financing

• Update allocation tables for your base
• Update and analyze budget monitoring in conjunction with logistics and program teams
• Reconcile budget consumption and progress of activities. Propose solutions if necessary
• Monitor the operating costs of the assignment base
• Ensure compliance with donor administrative procedures
• Assist the administrative coordinator in the preparation of financial reports and audits
• Participate in drawing up budgets for new projects
• Administrative management of the mission
• Check and validate all contracts drawn up at the base
• Participate in the selection of Solidarités International premises
• Ensure administrative follow-up of rentals, claims and insurance contracts

Reporting / Communication

• Establish and maintain relations with local and regional administrative authorities, monitor regulations in force
• Participate in meetings concerning administrative matters, represent Solidarités International on request and/or o upon delegation
• Oversee the dispatch of administrative files in coordination with other departments
• Ensure administrative and financial reporting to the coordinating office in accordance with the Solidarités administrative calendar

Requisites

• Minimum qualifications and required competencies:
• Bachelor’s degree in Business Administration, Public Administration, Finance, Economics or related field
• 3 years’ experience in a similar capacity in Finance and Administration, preferably in humanitarian field environment
• Finance management Experience/Knowledge & use of accounting and financial management software e.g. SAGA
• Knowledge of best practices in HR management (especially in recruitment, remuneration and performance management)
• Experience in HRMIS software. Working knowledge of HOMERE software will be an added advantage
• High level interpersonal and cross-cultural communication skills
• Autonomous, ability to prioritize tasks and work under pressure
• Proven ability to work both independently and as an effective team member
• Excellent analytical, team management skills and a problem-solving attitude
• Possessing a strong degree of honesty and integrity, and a solid sense of ethics including the ability to appropriately handle confidential information
• Computer proficiency especially in MS Office suite
• Desirable:
• Knowledge of the country or region context
• Good English (mandatory) -written and verbal. Portuguese (desirable)

Notes

• Only shortlisted applicants will be contacted
• The Administrative Manager reports directly to the Field Co-ordinator. S/he supervises an Administrative Assistant. S/he receives technical support from both HR and Finance coordinators for HR & Finance function, respectively