MISSION and FONCTIONS Solidarités International is a French humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programmes followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programmes are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees. Solidarités International is currently present in Africa (Central African Republic, South Sudan, Kenya, Somalia, Liberia, Mali, Mauritania, Chad, Democratic Republic of the Congo, Republic of Côte d’Ivoire), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan) and in Haiti. The administrator/logistian carries out administrative, accounting and financial management of his/her base (Juba), in compliance with donor and SOLIDARITES International procedures.He also supervises logisctic aspect of the base. He/she supervises accounting operations and cash management, and carries out budget follow up in conjunction with the program manager for the Emergency Preparedness and Response (EP&R) program.He supports monitors and trains the members of his team. FONCTIONS Administrative management of personnel: - Assist in welcoming and integrating new personnel in his/her team, Supervise the administrative management of personnel recruitment and hiring at 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 - Implement performance reviews according to defined procedure, and monitor the professional development of his/her personnel - Centralise 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 prepare payslip for his/her base Assist in defining and applying Solidarités International’s salary 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 in Juba - Update the baseorganization chart 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 and logistic team at his/her assignment base - Plan and direct the activities of the administrative and logistic team - Lead meetings for his team
Cash-flow/bookkeeping: - Manage his/her base's cash-flow and ensure cash boxes are well supplied - Formulate cash-flow forecasts for the administrative and logistic needs of his/her base - Supervise the upkeep and security of safes and cash-boxes - Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures (EPR program and Juba base) - 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 in SAGA software - Verify the accounting files before they are sent to coordination Budgetary / financial monitoring: - Update allocation boards for his/her base - Update and analyse budget follow up for the line he/she is responsible for - Propose solutions if necessary - Monitor functioning costs at his/her assignment base - Oversee adherence to donor administrative procedures - Assist in formulating budgets for new projects Administrative management of the mission: - Prepare all contracts drafted at the base - Assist in selecting Solidarités International premises - Ensure administrative monitoring of insurance locations, claims and contracts Reporting/communication: - 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 Logistic management: Vehicle Fleet Management - Negotiate vehicle rental contracts - Supervise the planning and execution of maintenance and repair work on mission vehicles - Supervise vehicle movement schedules - Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded Equipment/Telecommunications Management - Update inventory in real time - Optimize distribution of materials according to task needs (EPR program) Management and Monitoring of IT Equipment - Update antivirus software - Implement backup and data-protection procedures - Ensure the maintenance and correct use of IT equipment Stock Management (supervision of national log base assistant and national log program EPR assistant) - Ensure material is stored under suitable conditions and monitor expiration dates - Ensure procedures are followed as stock is checked in and out - See that all documentation linked to stock is complete and correct - Supervise monthly physical stock inventory Premises management - Supervise office and base rehabilitation - Supervise the planning and execution of maintenance and repair work on office and base generator - Ensure that fuel consumption of generators are monitored, consolidated, analyzed and recorded Flying Administrator for EP&R project Context :The EP&R project is not a regular project and can be implemented anywhere and at any time in the country according to the outcomes of assessments. During assessment (when necessary) : - Assist the EP&R coordinator and his team on the field when assessment is made and collect information about administrative issues in the assessed area. - Manage cashflow and bookkeeping during the assessment. During emergency response: - Follow-up and monitoring of the project expenses in conjunction with the program manager - Check conformity between budget lines recorded in the accounts and in the Operational Follow-Up with program manager
PROFILE Experience: • Bachelor’s degree or equivalent • Minimum of 2 year administration management experience in humanitarian relief contexts • Demonstrated knowledge of administration procedures, preferably experienced in a developing country • Experience in finance management of Solidarités Donors funded programmes • Management and supervisory experience • Previous experience in logistics is major advantage • Previous experience in Southern Sudan is major advantage Skills: • Strong management and training skills • Strong initiative with solid organisational, diplomacy and communication skills • Stress management skills • Ability to work well within a team • Strong capacity of adaptation, ideally from working/living in a developing country Language: • Fluent English – written and spoken • Arabic is an asset Computer skills: Proficiency in Microsoft Office Suite, working knowledge of spread sheet and database management. Knowledge of SAGA and Homere is an advantage.
STATUS Salaried post: from 1400 euros gross per month, according to experience, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 500 dollars. Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment. - Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
DURATION 6 months
Please send us a CV and cover lettrer through the following link :
https://emea3.recruitmentplatform.com/syndicated/private/syd_apply.cfm?I...
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