Job Description
SOLIDARITES INTERNATIONAL launches the internal /and external recruitment of an Administrative Manager
BASE: TAIZ
POSITION: Administrative Manager
(Qualified females are strongly encouraged to apply)
PRESENTATION OF THE ORGANIZATION
SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty countries, SI's teams - 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting cultures.
Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH.
Solidarités International is an equitable employer committed to find all forms of discrimination. SI will ever ask for any remuneration to take part in a recruitment process.
DESCRIPTION OF THE POSITION
MISSION / OBJECTIVES
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 one 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.
Main Responsibilities:
1- 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 set 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
2- 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
3- 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
4- 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
5- 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
6- 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 / Base manager
Line report(s) on base: Entire base administrative team
Functional manager: Finance and HR Coordinators
Functional report(s): -
PROFILE FORSAKEN
Experience:
- Minimum 2 years of experience as an Admin Manager or minimum of 3 years of senior-level professional experience like a Deputy Administrative Manager, implementing, and managing both HR and Finance aspects.
- Bachelor’s degree in finance, accounting, business administration, or other relevant fields
- Demonstrated expertise and skills in budget follow-up and proposals budget.
- Strong understanding of gender-sensitive matters and human resources strategies.
- Strong management skills and proven experience in team management.
- Excellent knowledge of the Office pack (word, excel, PowerPoint) is required.
- Very good English skills, written and oral.
- Willingness and ability to handle stress and work under pressure.
- Strong communication skills and ability to negotiate and find solutions.