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