Administrative and Liaison Supervisor

PRESENTATION OF THE ORGANIZATION

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI’s interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty countries, SI’s teams – 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers – work with professionalism and commitment while respecting cultures.

Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH.

Solidarités International is an equitable employer committed to find all forms of discrimination. SI will ever ask for any remuneration to take part in a recruitment process.

DESCRIPTION OF THE POSITION

Goal / Purpose:

Under the direct supervision of the Country Representative, the Admin & Liaison Supervisor is responsible for supporting all administrative, financial, and human resources operations at the assigned base. This includes overseeing safe and cash management, accounting, budget monitoring, Payroll and Salary Management, Recruitment and onboarding, audit and compliance support to ensure efficient daily operations. The role also involves coordination with the Deputy HR Coordinator, and Hub Finance Manager to maintain compliance with Solidarités International policies and procedures

ROLES AND RESPONSIBILITIES:

Financial and Cash Management

Safe and Cash Box Handling:

• Manage the safe and bank accounts, ensuring proper handling and security.
• Establish a statement of need for financial liquid assets in consultation with the Hub Finance Manager.
• Supervise daily cash and bank reconciliations prepared by the officer and report discrepancies to the line manager.
• Prepare month-end cash counts and bank reconciliations for validation by the Hub Finance Manager.

 Accounting:

• Ensure compliance with SI accounting procedures, including verification and archiving of supporting documents.
• Import and manage accountancy in Saga, ensuring accuracy before final validation by the Hub Finance Manager.
• Conduct currency conversions as requested by the line manager and ensure adherence to established thresholds in the Cash SoP.
• Manage transfers to the bases and monitor the security of funds.
• Update the cash SOP twice a year or upon situation changes with the supervision of the Country Representative.

Budget Monitoring:

• Update allocation boards for the Iraq Mission.
• Collaborate with logistics and program’ teams, under the supervision of the Hub Finance Manager, to analyze budget follow-up and monitor operating costs.
• Oversee adherence to donor procedures and rules.
• Carry out physical checks of supporting documents received from the bases

HR management:

• Support the preparation of the monthly salary pack , the monthly HR pack and the Shared cost database ensuring accuracy and adherence to deadlines.
• Verify attendance sheets, monthly planning, and employee benefits in HOMERE software for payroll purposes.
• Issue payslips and manage salary payments after approval by the HR Coordination.
• Calculate and file taxes and duties while maintaining accurate records for relevant authorities.
• Participate in the recruitment process, conducting interviews as needed.
• Ensure the administrative briefing of new personnel, covering policies, benefits, and other necessary information are conducted
• Support the HR Coordination in implementing disciplinary measures, as necessary.
• Assist in applying SI policies relating to salaries, benefits, and other employee-related matters.

Reporting and Compliance

• Meetings and Communication:
  • Attend weekly meetings, reporting on HR, financial, and administrative updates.
  • Communicate important information via designated channels.
• Audit and Compliance Support:
  • Support audits or checks from head office or external partners, ensuring all documents are compliant.
  • Ensure continuity of administrative and financial operations in the absence of key admin staff.

Team Management

• Analys, quantify, and qualify the human resources needs of his/her team.
• Recruit and ensure the integration of the team for which he/she is responsible.
• Evaluate the performance of team members.
• Train and supports the members of his/her team.

Additional Responsibilities

• Assist with specific tasks as required by the line managers within the HR and Finance departments.
• Participate in organizational training programs

ORG CHART POSITION (reporting and functional relationships)

Line manager:  Country Representative

Line report(s) on base: – Admin and Liaison Officer

Functional manager: – Deputy HR Coordinator, HUB Finance Manager

PROFILE FORSAKEN

Education: Bachelor’s Degree in business administration or any other related field.

Experience: 2-4 Years of experience in administrative and Liaison departments (HR , Accountancy). INGOs experience is required.

Technical Skills: Strong skills in Microsoft office package , Strong institutional understanding of HR and accountancy processes and Familiarity with donor compliance .

Languages: English and Kurdish is required , Arabic is a plus.

Organizational Skills: Ability to prioritize tasks, multitask, and manage a busy office environment.

Leadership: Proven experience managing and mentoring teams.

Problem-Solving: Strong analytical and decision-making skills to resolve administrative challenges.

 Communication: Excellent interpersonal and communication skills for team coordination and reporting.

Attention to Detail: Ensuring compliance with organizational policies and donor guidelines.

In order to apply for the position please send your application with a resume to SOLIDARITES INTERNATIONAL on the link below:

https://ee-eu.kobotoolbox.org/x/wePzWeKV

Deadline for submitting applications: 2 – January – 2025