Deputy Administrative Manager

ABOUT THE STRUCTURE…

Solidarites International is an International NGO working with vulnerable populations, mainly victims of armed conflicts and natural disasters. Specialized for nearly 40 years in the coverage of vital needs, S.I. takes charge of emergency and reconstruction programs.

With respect for cultures and close to the people, Solidarites International implements its programs by combining its skills with those of its employees and local managers.

Solidarites International's teams, made up of around 270 expatriates and nearly 2200 local employees, are today present in 18 countries in Asia, Middle East, Africa and South America where they are particularly committed to fighting diseases related to unsafe water but also in the essential area of food security and livelihoods.

ABOUT THE JOB

General objective:

He/she participates in the development of the strategic finance and HR orientations at base level

He/she ensures that the administrative procedures and tools are followed and compliant with SI procedures

He/she manages the finance and HR assistants, and participates in providing the capacity building and empowerment of the administrative team.

The main challenges:

New position

Effective coordination all departments

Priorities for the 2/3 first months:

Ensure that 2021 finance archiving is finalised

Participate in the new planned recruitments

Ensure that HR follow-up tools are up-to-date

Responsibilities and main activities:

Goal / Purpose:

The Deputy Administrative Manager supports his/her line Manager in the finance, accountancy, human resources and administrative management of the base.

Under the supervision of his/ her line manager, he/she ensures the implementation and knowledge of accountancy, finance and Human Resources processes in compliance with donor and Solidarites INTERNATIONAL rules and procedures at base level.

He/she manages and trains the administrative team under his/her supervision.

He/she takes on the functions of the Administrative manager in case of absence.

List of main tasks:

FINANCE

Financial and budgetary management

Send each month a SAGA extraction to each Head of department in order to realize Operational Follow Up (OFU) /SAGA cross check and participate to monthly OFU meeting with heads of department. 

Update the Allocation Board after validation of administrative manager

Prepare the monthly Budget follow-up by carrying out preliminary budgetary controls and integrating forecast up to end of project to be forwarded to the administrative manager and regularised if needed

Accounting management

Verify the accounting (description, accounting codes, analytical codes, monthly exchange rate)

Carry out a systematic monthly check of advances from the cash box (matched and unmatched)

Carry out transaction matching at base level

Link with Logistic department to ensure that lease/service contract sums due are paid

Ensure that the monthly accounting documents are compiled and sent to the Coordination before the 5th of each month and after validation by administrative manager

Answer to accountancy feedbacks sent by coordination once accountancy pack is sent

Request to the Coordination the necessary accounting changes (reallocations etc.)

Integrate last Saga save sent by the Coordination into SAGA every month

Verify vouchers and other accounting documents to be sent to the Coordination each 6 months

Participate to the semi-annual closing summary and the annual accounting closure

Cash management

Verify and validates the cash request sent to the Coordination once a month

Monitor the security of funds and participate to the improvement of the internal cash transfer process at base level in collaboration with his/her Manager.

Administrative management

Ensure Finance/HR physical and IT archiving, as well as securing accounting, administrative and HR documents

Conduct regular sending of accounting/HR archives to Coordination Office after internal inspection

HUMAN RESOURCES

Recruitment

Participate with his/her line manager and the concerned head of department in recruitment strategy and Human Resources sizing and set up

Ensure that procedure for recruitment are adhered to

Ensure the recruitment follow-up tool is updated

Liaise with Coordination Office for recruitment purposes

Participate to recruitment interview for positions up to B3 level

National HR Management

Check dates of employment contracts and inform his/her line manager when they are due to expire

Conduct the follow-up of annual performance reviews and check quality of EAP for position from A1 to B3 level

Ensure that procedures for terminating contracts are adhering to and prepare final settlement for specific end of contract

Ensure the follow-up of disciplinary process, translation and timely delivery/reception of relating documents, and record in HOMERE software of all disciplinary measures

Participate in the compilation of trainings needs, support the Logistics Administrative Manager in the design of the Training Plan, collect information about training facilities, ensure that training attended are recorded in Homere Software

HR administrative

Supervise the update on a monthly basis of the environment indicators related to Human Resources (DW FU), consolidate indicators at base level and participate with his/her line manager in their analysis

Ensure the verification of medical/ invoices and supports his/her line manager in case of work accident event

Check and validate monthly payrolls and submit them to his/her line manager

Ensure the final verification of information entered in the HOMERE software

Compile and verify monthly the information entered in the HOMERE software and payroll processing (Balzac VX and cash journal in Saga)

Supervise that taxes are duly registered and pay records are created to the relevant institutions (NSSF)

Team management

Propose regularly capacity building and training to her/his team

Participate in the recruitment of the Administration team

Coordinate, plan and supervise the work of the her/his team and ensure fluent communication among his/her team via regular meetings

Appraise team under his/her direct supervision

Reporting/communication

Prepare and assist with audits or possible inspections

Ensure the presentation of SI financial processes, Internal Staff Regulation and design refreshment sessions about Finance/HR topics with the support of his/her line Manager

Centralize and report to his/her line Manager on administrative processes implementation’s feedbacks/issues

Report regularly to each head of department financial and human resources related information about their respective teams in collaboration with his/her Manager

Report progress of Financial/Administrative and Human resources activities to his/her line Manager on a weekly basis

Participate to the weekly Administrative department meeting

Support his/her line Manager in the social dialogue.

Ensure that relevant HR information are published on the information board

Ensure the sending of Human Resources monthly pack to coordination after validation by the Logistics Administrative Manager

ORG CHART POSITION (reporting and functional relationships)

Line manager: Logistics and Administrative Manager

Line report(s): HR Assistant

Functional manager: Deputy HR and Finance Coordinators

Functional report(s): -

YOUR PROFILE

Specific skills and experience:

Bachelor Degree

At least 2-year experience in a similar position, for INGO/NGO sector with proven experience in finance department

Experience with major humanitarian donors and donor compliance rules

Proven experience in team management

Knowledge and technical skills

Solid competences in MS Office, advanced Excel

Demonstrated financial management and accounting skills, with experience in donors funding management

Knowledge of humanitarian donors’ rules is an asset

Knowledge of recruitment process and HR practices

Knowledge of Lebanese Labor Law, NSSF Law, Income Tax

HOMERE and SAGA softwares knowledge is an asset

Excellent in reading, writing and speaking both Arabic and English

Soft skills

Excellent prioritization and organization skills to work independently

Ability to work under pressure and to handle multiple tasks at the same time

Work accurately with close attention to details

Maintain confidentiality of sensitive information

Excellent interpersonal, analytical, communications and diplomatic skills

Strong capacities on team management including training and capacity building

Motivation and commitment to humanitarian work and values

Language:

ARABIC LANGUAGE: Fluent

ENGLISH LANGUAGE: Good

FRENCH LANGUAGE: None

SI WILL OFFER YOU

A salaried post: 1925 USD – Basic salary

Vacation: 1.5 Paid Leaves/month

Social and medical cover.