Administrative Manager

Solidarites International (SI) is a French No Governmental Organization (NGO) – registered under the association law 1901 – working in areas with difficult humanitarian access, aimed to deploy emergency responses related to Wash, Food and Shelter Assistance in order to address immediate acute needs , targeting refugees, IDPs as well as conflict-affected populations in 23 countries.

For more information about SOLIDARITES INTERNATIONAL, please visit its website:    https://solidarites.org/

In Ukraine, SOLIDARITES INTERNATIONAL has started an essential response in CASH assistance, water, sanitation and hygiene, emergency shelter and food assistance for the refugee and host populations since March 2022. To ensure the smooth running of our activities, we need you.

MISSION

Goal/Purpose:

The Administrative Manager supports the administrative coordinator in processing accounting and financial transactions, as well as in all tasks and procedures associated with HR. 

He/she assists the administrative coordinator to define and implement national HR policies at the mission level.

He/she is responsible for implementing and monitoring, in close collaboration with the administrative coordinator, administrative, financial and HR procedures on the different bases.

The Administrative Manager manages the administrative teams with the support and under the supervision of the administrative coordinator.

He/she manages the cash processes (cash transfer, donor payment...) at the mission level under the supervision of the administrative coordinator.

He/she takes on the functions of the administrative coordinator in case of absence.

JOB

List of main activities:

Financial   and budgetary management:

•  Elaborate and import budget parameters in SAGA after validation of the desk financial officer
• Check the monthly projects budget follow ups according to Solidarites format
•  Prepare the monthly global budget follow-up document
• Prepare the financial reporting requested by authorities (government, ministries...) to be validated by the administrative coordinator and/or the HoM before submission
• Supervise the monthly closing, review and integration of the accounting for his/her mission
• Supervise the verification of the accounting files before they are sent to HQ
• Prepare for and support audits or possible inspections

 Accounting management:

• Monitor enforcement of cash payment rules and accurately record transactions in Saga
• Send the monthly accountancy package to HQ after validation from the administrative coordinator and manage directly the monthly integration at HQ level with the desk financial officer and his/her assistant
• Send all supporting documents relating to account closure to HQ as requested by the accounting manager and desk financial officer (If no accountant is present)
• Centralize the base's accountancy within the Saga software
• Supervise the verification of the base's accountancy (descriptions, accounting codes, budget headings, reconciliation, monthly exchange rate)
• Supervise the physical verification of invoices and cash inventories in each Balzac
• Management of the mission bank Balzacs
• Send Saga after integration to the different bases
• Supervise vouchers and other back up documents to be sent to HQ on a 6 month basis
• Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the administrative coordinator and/or the desk financial officer (accrual expenses, balance of holidays, debt situation, asset purchases, donations in kind, etc. ) 

Cash Management:

• Centralize the monthly cash forecast of each base and prepare the document under the supervision of the administrative coordinator
• Process and monitor the cash transfer from HQ in Paris
• Manage the cash-flow at mission level and ensure that banks and cash boxes are well supplied for each base
• Monitor the security of funds and propose improvement of the internal cash transfer process at mission level to the administrative coordinator
• Monitor donor installment at field level (if any)

Administrative follow-up:

• Monitor the implementation of administrative, financial and HR rules and procedures
• Ensure that the administrative calendar is respected by the administrative team
• Follow up on the lease agreement
• Ensure completion of paper and digital filing, as well as securing administrative documents on all bases
• Supervise the back up of all files at the coordination level on a regular basis and ensure the filling of these documents

Legal follow-up

• Track changes in national laws and policies
• Prepare and control tax payments, (income tax, VAT...)

Implementation   of the national HR policy

• Take part in the development of the national HR policy
• Participate in defining and monitoring the implementation of HR policy and social welfare on the mission
• Evaluate risks linked to changes in social policy
• Propose improvements to employee working conditions
• Ensure appropriateness and coherence between mission job descriptions and SI standard job descriptions
• Ensure the SI job matrix is applied on the mission and the recruitment process is respected
• If necessary, participate in rewriting the salary matrix (benchmark...)
• Continually ensure coherence between SI HR policy and national laws

HR management for national staff

•  Ensure that declarations and payment of taxes and charges are made to relevant organizations
• Keep informed of all bills and changes associated with employment law, employment in general, and staff training. 
• Improve staff working conditions in close collaboration with the administrative coordinator
• Collect the necessary information for monitoring changes in the cost of living.
• Check the monthly salaries
• Verify the base's salary databases and payroll processing (Balzac XX)
• Check the update at base level of the HR linked information through Homere software
• Supervise the update of all HR-related documents at the mission level and filing at the coordination level
• Monitor adherence to national HR policy at the mission level
• Update staff records and follow up HR deadlines
• Consolidate and update the mission organization chart 
• Supervise annual performance review deadlines, contract dates...
• Participate in creating an annual mission training plan, supervise its implementation and measure its impact
• Participate in the HR policy mission
• Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected

Expatriate HR management 

• Organize the administrative briefing of expatriate employees 
• Ensure the administrative management of expatriates within the SI mission (file, visa, plane tickets, etc.)
• Supervise the filing of international staff documents

Team management

• Supervise and train base administrators
• Conduct regular field visits to the different bases 
• Supervise the admin staff at the coordination level
• Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness, etc.)
• Participate in implementing staff promotions
• Participate in the implementation of career planning and the management of staff mobility
• Make a list of schools and training programs in the country
• Improve recruitment procedures
• Participate in recruiting in-pat executives
• Ensure relations with employee representatives, in particular by taking part in their meetings

Reporting/Communication

• Help the administrative coordinator with creating operations proposals and drawing up financial reports
• Establish and maintain relations with the administrative authorities at the national level
• Maintain relationships with other NGOs & INGOs, authorities and other partners on request
• On request, participate in meetings (donor, authorities, NGO forum...) and workshops relating to his/her field of activity and write up minutes to the administrative coordinator

PROFILE OF THE CANDIDATE / REQUIREMENTS

• Previous experience with NGOs/INGOs valued
• Previous experience in personnel management
• Technical knowledge in Accounting / Administration with demonstrated experience
• Availability to work full time (estimated 8:30am to 5:30pm) for a minimum of 3 months required

Fluency in English mandatory  
Only CV in English will be considered

Starting date: ASAP

Duration: 1 month, renewable

Duty Station: Odesa, Mykolaiv, Kharkiv, Uman, Dnipro, Lviv, Kiev

NB: Only selected applicants will be contacted. Thank you for your understanding