This position is no longer open for applications

ABOUT THE MISSION

Objective:

Under the supervision of the administrative coordinator, the administrator carries out administrative, accounting, and financial management of his/her base, in compliance with donor and Solidarités International procedures.

• (S)he supervises accounting operations and cash management and carries out budget follow up in conjunction with the program and logistics managers.
• (S)he is also on of those charged with ensuring that Solidarités International/s human resources policy is properly implemented at the base.
• (S)he supports, monitors, and trains the members if the administrative team.

Administrative Management of Personnel:

• Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
• Supervise the administrative management of personnel recruitment and hiring has his/her base
• Supervise the archiving handling and security of Solidarités International personnel files
• Draft employment contracts for employees at his/her base, and ensure that they are adhered to
• Ensure that performance reviews are carried out according to defined procedures, and monitor the professional development of personnel
• Centralize training requests from teams and se up a training plan
• Assist in ordering and determining disciplinary measures
• Apply the formalities provided for sanctions and for termination or breach of contract
• Supervise the collection of elements needed to establish wages and monitor their proper implementation
• Calculate taxes, complete returns, and make statements and payments to the necessary organizations
• Assist in defining and applying Solidarités International’s salary and social policies
• Evaluate risks linked to changes in compensation and social policies
• Oversee the setting up of legal representation and consultation bodies for personnel at his/her base, and assist in conflict management and resolution
• Conduct meetings and communication with personnel
• Track the cost of living
• Update the mission organization chart for his/her respective base

Team Management

• Define the needs of administrative personnel at his/her base, and recruit according to the resources allocated
• Train, support, and evaluate the administrative team at his/her assignment base
• Plan and direct the activities of the administrative team
• Lead meetings for the administrative team

ABOUT THE JOB

Cash-Flow / Bookkeeping:

• Manage his/her base’s cash-flow and ensure that banks and cashboxes are well supplied
• Manage transfers and monitor the security of funds
• Formulate cash-flow forecasts with the logistics and program managers
• Supervise the upkeep and security of safes and cashboxes
• Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
• Supervise account keeping at his/her base, and monitor cash balances
• Monitor bank books for his/her base and keep the safe
• Prepare and supervise the monthly closing, review, and integration of the accounting for his/her base
• Verify the accounting files before they are sent to coordination

Budgetary / Financial Monitoring:

• Update allocation board for his/her base
• Update and analyze budget follow up in conjunction with logistics and program teams
• Make connections between budgetary consumption and activity progress
• Propose solutions if necessary
• Monitor functioning costs at his/her assignment base
• Oversee adherence to donor administrative procedures
• Aid the administrative coordinator in formulating financial reports and carrying out audits
• Assist in formulating budgets for new projects

Administrative management of the mission

• Verify and validate all contracts drafted at base level
• Assist in selecting Solidarités International premises
• Ensure administrative monitoring of insurance locations, claims, and contracts

Reporting / Communication

• Establish and maintain relationships with local and regional administrative authorities, and monitor regulations in force
• Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order
• Supervise the sending of administrative files to the coordination
• Ensure administrative and financial reports are made to the coordination according to Solidarités International calendar

ORG CHART POSITION (REPORTING AND FUNCTIONAL RELATIONSHIPS)

Line manager: Field Coordinator or Base Manager

Line report(s) on base: Entire base administrative team

Functional manager: Finance and HR Coordinators

Functional report(s):