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ADMINISTRATIVE MANAGER

JOB Vacancy Announcement #: 930

Job Title: ADMINISTRATIVE MANAGER

Application deadline:

Other Information’s:

Nothing To mention

Job Requirements:        

To be successful in this role you must have:

Education and experience:

– University Diploma in relevant field.

Professional Competencies Required:

– 2 years of HR, Finance and Administrative professional experience,

– At least 1 years of management experience

– Previous working experience with an INGO would be considered a strong asset.

– Previous experience with our Organization would be a strong asset

– Good knowledge of recruitment process and Syrian Labour laws

– Good experience in using databases, spreadsheets, word processing.

– Proven experience in Training / Capacity Building

– Computer literate; proficiency use of Excel, Word, Outlook

– Effective oral and written communication skills in English and Arabic are required

– Knowledge of Kurdish would be considered a strong asset.

Personal Competencies Required:

– Ability to live in difficult conditions with strict security rules

– Strong organizational skills

– Autonomous, reactive and able to deal with priorities

– Extremely rigorous and precise, attention to details

– Diplomat, able to work collaboratively in a team

– Practical and problems solve

– Negotiation skills, incisive, self-confident

– Actively coordinate with all internal departments

We offer

The organization will offer the successful applicant a 6 months contract, renewable dependent on both funding and performance. You must be available to start work from 1st Sep 2018 and be willing and able to work in Amuda with travelling in North East of Syria.

Salary and conditions will be according to salary grid. Minimum 1495 USD/month + (allowances).

Job Description:

Duty Station

We are an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

We are a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.

About the job

Based in Amuda (70% Amuda and 30% field visits), under the management of the Field Coordinator and in close coordination with the Field Admin Coordinator, he/she will ensure the timely and proper management of administrative related activities, including control on expenses and budget and respect of financial/accounting procedures. Implementation of standard HR policies and follow up.

According to the position, the Admin Manager must keep all the data confidential, and share it only with the designated persons. Should the employee not comply with these rules, he/she will be charged for serious professional misconduct.

Duties and Responsibilities

  1. Representation & Communication

 Ensure a smooth diffusion of relevant information and communicate efficiently with the Project team and the field Coordination Office;

 Provide support being a focal point for all the Administrative / HR and financial issues related to Amuda office;

 Provide support and advice to the Project staff to ensure a smooth program implementation;

 Participate to the elaboration of due reports with regards to aspects of your responsibility;

 Transmit mission report or handover document at the end of your contract to Field Coordinator.

  1. HUMAN RESOURCES

Recruitment

 Ensure proper implementation of the organization recruitment process and application of the National Staff Recruitment Policy and annexes

 Ensure that the recruitment files are complete and properly filed and stored;

 Implement regular spot checks to ensure that the recruitment process is followed and documentation is filed according to guidelines

Management of National employees

 Ensure that all HR policies and procedures are applied correctly and are followed by staff and managers

 Check & Revise the Data base on a monthly basis, calculate the salary and send to Line Manager for validation;

 Ensure the proper administrative follow up on HR related issues: tracking leave balances for staff; contract management; maintain and update of the personnel files; maintain and update organizational chart as needed

 Ensure the proper induction and onboarding process is put in place for new employees

 Ensure the Performance management System is implemented correctly and within the proper timelines;

 Provide support in any disciplinary measures taken toward any employees;

 Participate actively to the elaboration, the implementation and the follow-up of the training plan;

 Act as a focal point between staff and management on HR related issues;; be proactive to find solutions and/or to improve work conditions and staff well-being;

 Ensure legal watch, through Admin Field Coordinator;

 Ensured the timely payments of income tax and social security (if applicable).

  1. FINANCE AND ACCOUNTANCY

Accountancy

 Validate the budgeted PSR/HR requests at Field level by respecting the confirmed grants, the organization and donor flexibility rules;

 Supervise the Finance Officer for invoices translation and validation, cashbook preparation, accountancy copying, scanning, filing and sending to HQ (shipment);

 Supervise the Finance Officer in prepare the Partners BFU with all information necessary (budget allocation, payment reference…), send it to Finance Officer and realize the import in Navision (accounting software);

 Supervise finance officer for NAV (Navision) closing at the end of the month (advance settlement, cash balances) and prepare/submit all documents which must be signed by his/her line manager and send to the Field Coordination in Amuda;

 Respect finance department calendar,

 Analyze, and correct the accountancy according to the coordination office (based in Amman) and Field Coordination’s feedbacks;

 Support upon need the Finance officer and coordination in internal and external audits;

 Check, on weekly basis, cash reconciliations, GAP codes and budget line allocations;

 Control the monthly sending to the Field Coordination for checking (original invoices)

 Supervise the monthly scanning and archiving of accountancy according to the organization procedures before transferring to Field coordination

 Conduct minimum of 5% spot check of accountancy documents, to ensure all documents are in line with the organization and donor financial procedures

 Perform weekly cash count with finance officer on every last day of the week and keep signed copies in the accountancy folder of respective months.

Cash-flow management

 Supervise the Finance officer for the cashbox management (including payments realization & advance management) and weekly cash supply;

 Organize cash supply in order to avoid any shortage;

 Sending monthly cash forecast to the field admin coordinator on monthly basis as mentioned in finance calendar.

 Follow-up the payment of premises and rental contract in link with logistics.

Budget Monitoring

 Ensure the necessary support to the budget holder of the organization expenditures (Program departments, Logistic Department…) of the base in following their budget with the relevant tools;

 Check budget and budget line allocation and suggest budget reallocation when appropriate, ensure that budget allocation in accountancy corresponds to allocation charts.

 Provide support to different services to update OFU’s, arrange monthly meeting with all budget holders to discuss/update OFU, review last monthly GL with budget manager to ensure all lines were properly allocated. Send minutes of the meetings to field co and to field admin coordinator

 Compile the forecast and submit it to field coordination;

  1. Partners

Partnership Financial Management

 Ensure that the partners’ financial data is correct before submission to the relevant budget holders (according to the Commitment of Expenditure “CoE”) for validation;

 Communicate with the partners concerning any remarks and comments about their monthly financial reports;

 Support Operational Team for the analysis of Partners BFU and alert especially in case of delays, under/over-consumption, failure to requirements, suspicion of fraud;

 Liaise with the partners and with the Partnership focal point for all financial requirements and documentation (Installment receipts, delegation of power etc.);

 Update partner payment follow up.

 Validate the partners’ accountancy.

 Ensure partners cashbook is validated by the budget holder before initiating payments.

 Pay close attention on partners documentation to make sure everything is inline as mentioned in the PToR

 Check and validate partner’s cash books and invoices.

  1. Contracts Management

 Supervision of all the contracts management related to Partners, Suppliers and premises in contact with logistics department.

  1. COORDINATION & REPORTING

 Prepare and update Action Plan / Reporting on a monthly basis;

 Provide support to finance Officer for the elaboration of his/her Action Plan;

 Participate actively to meeting (weekly meeting, bi weekly support meeting …);

 Provide any additional support upon request of Line Manager;

 Final finance report.

 Provide support to the bases in the absence of base admins.

  1. TEAM MANAGEMENT

 Capacity building of direct reports: Provide adequate support to the Finance Officer and HR Officer in daily work, provide technical support, help them to manage their planning and give priority order, provide all necessary information, support in tool designing…;

 Ensure proper follow-up for all HR aspects (contract, attendance, leaves, appraisals, and job description’s update, training needs, professional evolution…);

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

Advertiser :Confidential غير معلن

Duty Station: Amuda

Deadline: 30 Aug 2018

How to Apply:
Please send your CV to the following email:

 northeast.humanitarian.ngo@gmail.com

Please consider to mention the advert ID (Above) and the job title in the email subject.