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Company Info

Non-profit

200 + Employees

Solidarites International (SI)

Solidarites International (SI) is a French nonprofit organisation that helps those who have suffered from natural disasters or armed conflict. The organisation has spent the last 38 years concentrating on addressing three basic needs: food, shelter, and water. Since 2016, SI has operated in Nigeria, carrying out emergency and post-emergency WASH activities in the North East.

Title: Regional Administrative Manager

Location: Maiduguri, Borno

Contract Start Date: Projected contract duration is 6 Months with a possibility of extension

Goal / Purpose

  • Under the supervision of the Area Field coordinator Northeast, the Administrative Manager supports the administrative coordinator in processingaccounting and financial transactions, as well as in all tasks and proceduresassociatedwith HR.
  • He/she assists the administrative coordinator to define and implement national HR policies at mission level.
  • He/she is responsible for implementing and monitoring,in close collaboration with the administrative coordinator, administrative, financial and HR procedures on the different bases.
  • The Administrative Manager manages the administrative teams with the support and under the supervision of the administrative coordinator.
  • He/she manages the cash processes (cash transfer, donorpayment…) at mission levelunder the supervision of the administrative coordinator.
  • He/she takes on the functions of the administrative coordinator in case of absence

List of Main Activities
Financial and budgetary management:

  • Elaborate and import budget parameters in SAGA after validation of the desk financialofficer
  • 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 administrative coordinator and/or the HoM before submission
  • Supervise the monthlyclosing, 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 HQafter 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 HQon a 6 month basis
  • Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the administrative 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 administrative coordinator
  • Process and monitor the cash transfer from HQ in Paris
  • Manage the cash-flow at mission 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 administrative coordinator
  • Monitor donor installment at field level (if any)

Administrative Follow up:

  • Monitor the implementation of administrative, financial and HRrules 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

Legal Follow up:

  • Track changes in national laws and policies
  • Prepare and control tax payments, (income tax, VAT…)
  • 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
  • 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 administrative 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 (Balzac XX)
  • 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 coordination 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
  • Participate in recruiting in-pat executives
  • Ensure relations with employee representatives, in particular by taking part in their meetings

Reporting / Communication:

  • Help the administrative 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 administrative coordinator

Profile

  • Bachelor’s Degree in Accounting, Business Administration, Finance or related fields
  • 3 Years experience in Finance & HR related role or in a similar position with an international NGO
  • Good knowledge of Project Management
  • Previous experience with SI would be preferable
  • Training and capacity building skills
  • Coordination and diplomatic skills
  • Familiar with various office package
  • Good knowledge and use of SAGA, HOMERE, and other HRIS/Finance software
  • Confidential, result oriented and ability to manage conflict
  • Excellent interpersonal & communication skills

What We Offer

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  • Salary + Transport, Leave & housing allowance + social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government, festive bonus, Life insurance – covering death and permanent disability) etc.

Deadline: 21st June, 2023.

How to Apply: Interested and qualified candidates should Click Here to apply online

Note

  • Please submit your Application by clicking on the link above, select Admin Manager, fill the form and attach your CV and Motivation Letter.
  • The CV attached must be named with your first name and surname.
  • Solidarités International reserves the right to select a candidate and finalize the recruitment before the application closing date.
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