MISSION
Solidarités International is an international 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, Niger, Mauritania, Chad, Democratic Republic of the Congo, Republic of Côte d’Ivoire), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan) and in Haiti.
Goal/purpose: 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 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 one of those charged with ensuring that Solidarités International’s Human Resources policy is properly implemented at the base. He supports monitors and trains the members of his administrative team.
MAIN TASKS
List of main activities:
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 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;
-Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of 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 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;
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;
-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;
ORG CHART POSITION (reporting and functional relationships) Line Manager: Field coordinator
Line report: Entire base administrative team
Functional Manager: Financial and Human resources coordinators
Functional Report
Profile: Qualifications
Experience:
-Bachelor’s degree or equivalent
-Minimum of 1 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 programs
-Management and supervisory experience
-Previous experience in Southern Sudan is major advantage
Skills:
-Ability to live in insecure environments
-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
-Driving licence
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 Homer is an advantage.
STATUS
Salaried post: According to experience from 1440 euros gross per month, , plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 600 USD. 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.
-Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).
Duration of the mission
6 months beginning 15/02/2013
CONTACT
Marie Beatrix CARRALE
How to apply:
Please send your CV and cover letter on our site.
Solidarités International South Sudan- Administrator -Unity State, Ajoun
![Solidarités International South Sudan- Administrator -Unity State, Ajoun]()
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