Administrative Coordinator

  Responsibility 1 : Takes part in the drafting and implementation of the Country Framework Plan Analyse the outcomes of the previous period and define new directions in collaboration with the administrative team Propose a first level of analysis of strategic information, and formulate recommendations   Keep watch on developments on the mission (context, financial, etc.) Ensure the implementation of the projects in the CPF   Responsibility 2 : Oversees the mission' financial resources Structure the funding schedule in accordance with the organisation's financial strategy. With the mission finance manager, draw up the mission's annual budget and regular budget revisions Oversee respect of head office and donor deadlines for financial reports Analyse the mission’s funding gaps and key figures then draw up budgetary adjustment recommendations Adapt and ensure the implementation of expenditure commitment procedures Assist and advise direct reports in analysing the mission's financial environment Monitor progress on the projects and ensure it corresponds to the mission's financial and budget monitoring Control and validate financial reports for institutional donors. Introduce steering by indicators  Ensure coordination with the project teams for the drawing up and monitoring of the budget and for compliance with expenditure commitment procedure and institutional donor requirements Analyse donor guidelines and inform the team of procedures and their application Ensure the drafting of proposals, amendment requests and financial reports submitted to donors Introduce internal control procedures for the accounts, cash-flow and finances Supervise and validate the bi-annual and annual closing of accounts Ensure control of partners' management Ensure the preparation and conduct of internal and external financial audits, conducted locally or managed by head office, whether requested by donors or authorities, and manage relationships with local auditors   Responsibility 3: Defines pay, social and training policies and oversees the implementation of HR processes Ensure the introduction of the corresponding HR processes Define and revise when needed the mission HR policies (recruitment, remuneration, appraisal, training and social security policy) Define contractual frameworks (internal regulations, national staff General Terms and Conditions of Engagement, etc.) taking into account specific HI policies and the national legal obligations Define recruitment, evaluation and career development processes in liaison with the region’s HR coordinator Identify the mission’s HR issues and put forward an action plan Support managers in the contractual monitoring of their team members Introduce all legal set ups required under national law (such as a staff register) and any monitoring tables required for the proper management of the mission’ HR Ensure the administrative management of mission staff Ensure the management of medical evacuations of expatriate staff and the management of accidents and serious incident (theft, arrest, etc.) and the legal and financial repercussions in liaison with the country manager and regional programme    Responsibility 4 : Manages the mission's administrative teams Supervise and lead the mission's "finance & HR services" team, set objectives and assess direct reports Manage direct reports' contracts (leave, end of trial period, etc.); if the need arises, co-validate disciplinary procedures with the country manager and consult the HR adviser Oversee the team's career development: define training needs and provide guidance on professional development   Responsibility 5: Guarantees compliance with the mission's administrative and legal framework Guarantee the correct archiving of the organisation's documents Ensure compliance with legal requirements (HR, administrative, financial, etc.), calling on local expertise if required (lawyers, employment inspectors, etc.) Keep watch on NGO groups, take part in the activity of networks on legal and HR aspect Supervise the writing and updating of documents covering all the operation procedures such as memos and/or internal notes Ensure compliance with legal and tax obligations (HR, administrative, financial, etc.) through external sources of support (lawyers, workplace inspectors, etc.) and accord particular attention to the legality of contracts Conduct internal control and risk management MANDATORY REQUIREMENTS Background: Master’s degree in business administration (diploma in Finance, HR or generalist) Experiences: Minimum 4 years of experience with INGO at similar position  Languages: English intermediate level 2 and Arabic mandatory; French is an asset Computer skills: Autonomous in using the basic functionalities: Operating system, Word, PowerPoint, Electronic messaging system, Internet, and advanced Excel functionalities. Knowledge of Navision software is a plus Personal qualities & soft skills: Strong interpersonal and intercultural skills Ability to work under high pressure with a great level of personal organization Flexibility, adaptability, Reactivity Diplomacy sense   JOB CONDITIONS Starting date: 1st of December latest Interested candidates may please send their resume and cover letter with the reference: Adminco-HI-11-2017