Admin Manager

MISSION Goal/purpose:   Under the supervision of the field coordinator and technical management of the finance and the human resources coordinator, the base administrator (“the administrator”) carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International procedures. S/He supervises accounting operations and cash management, and carries out budget follow up in conjunction with the program and logistics manager(s) and the field coordinator. 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 of the administrative team.   JOB List of main activities:   Team management • Assess the needs for 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.   Administrative management of personnel: • Assist in welcoming and integrating new personnel; ensure they receive an 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. • Centralize training requests from teams and suggest 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 base’s organization chart.   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. Present the budget follow up to the field coordinator and forward it to the finance coordinator. • Monitor functioning costs at his/her assignment base. • Oversee adherence to donor administrative procedures. • Aid the finance coordinator in formulating financial reports and carrying out audits.   Reporting/communication: • Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force. • Upon request take part in meetings related to administrative aspects, represent Solidarités International’s base at these. • 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’s administrative team. Functional managers: Finance & human resources coordinators. Functional report: N/A.