SYRIA – HASSAKE- ADMINISTRATIVE MANAGER – National (SRH06398) Syria
About the job
Goal/Purpose:
Under the line management of the Field Coordinator and the functional supervision of the HR Coordinator and Finance Coordinator, the Administrative Manager is responsible for the overall administrative, financial, and human resources management of the base. The role ensures strict adherence to Solidarités International’s internal procedures as well as donor compliance requirements.
The Administrative Manager oversees accounting operations, cash management, and budget monitoring in close coordination with program teams, ensuring accurate financial reporting and accountability. They are also responsible for the effective administrative management of national staff at the base, ensuring that Solidarités International’s HR policies are properly applied and followed.
Additionally, the Administrative Manager supports, supervises, and strengthens the capacity of the administrative team to ensure efficient, compliant, and high-quality support services at the base level.
Cash-flow/bookkeeping:
Manage his/her base's cash-flow and ensure that banks and cash boxes are well supplied
Manage transfers and monitor the security of funds
Formulate cash-flow forecasts with the logistics officer and the program managers
Supervise the upkeep and security of safes and cash-boxes
Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
Supervise account keeping at his/her base, 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 boards for his/her base
Update and analyze budget follow up in conjunction with logistic 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
HR management for national staff
Supervise all recruitment processes and integration and induction of all new employees
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.
Supervise the monthly payroll and 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 review of the mission HR policy
Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected
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
Administrative management of the mission
Verify and validate all contracts drafted at the base
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, monitor regulations in force
Take part in meetings relating to administrative aspects, represent SI 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 the Solidarités administrative calendar