MISSION:
Goal/purpose:
Under the supervision of the HR Coordinator and finance coordinator, the Administrative Manager carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International procedures.
He/she supervises accounting operations and cash management, and carries out budget follow up in conjunction with the program managers.
He/she is also in charge of the administrative management of all the national employees of his/her base and of ensuring that Solidarités International’s Human Resources policy is properly implemented.
He/she supports monitors and trains the members of his/her administrative team.
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
- 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
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
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 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 the Solidarités administrative calendar