ABOUT US
EXPECTED BEGINNING DATE: September 1, 2024
END OF CONTRACT DATE : December 31, 2024
Location: Al-Mokha
SOLIDARITES INTERNATIONAL (SI) is an international humanitarian aid association which, since more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their basic needs for food, water and shelter. Particularly committed to the fight against diseases linked to unsafe water, the leading 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 some twenty countries, the SI teams – 3000 people in total, made up of expatriates, national staff, permanent staff at HQ, and a few volunteers – intervene with professionalism and commitment while respecting cultural norms.
ABOUT THE MISSION
Objective:
Under the supervision of the administrative coordinator, the administrator carries out administrative, accounting, and financial management of his/her base, in compliance with donor and Solidarités International procedures.
- (S)he supervises accounting operations and cash management and carries out budget follow up in conjunction with the program and logistics managers.
- (S)he is also on of those charged with ensuring that Solidarités International/s human resources policy is properly implemented at the base.
- (S)he supports, monitors, and trains the members if the administrative team.
Administrative Management of Personnel:
- Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
- Supervise the administrative management of personnel recruitment and hiring has his/her base
- Supervise the archiving handling and security of Solidarités International personnel files
- Draft employment contracts for employees at his/her base, and ensure that they are adhered to
- Ensure that performance reviews are carried out according to defined procedures, and monitor the professional development of personnel
- Centralize training requests from teams and se up a training plan
- Assist in ordering and determining disciplinary measures
- Apply the formalities provided for sanctions and for termination or breach of contract
- Supervise the collection of elements needed to establish wages and monitor their proper implementation
- Calculate taxes, complete returns, and make statements and payments to the necessary organizations
- Assist in defining and applying Solidarités International’s salary and social policies
- Evaluate risks linked to changes in compensation and social policies
- Oversee the setting up of legal representation and consultation bodies for personnel at his/her base, and assist in conflict management and resolution
- Conduct meetings and communication with personnel
- Track the cost of living
- Update the mission organization chart for his/her respective base
Team Management
- Define the needs of administrative personnel at his/her base, and recruit according to the resources allocated
- Train, support, and evaluate the administrative team at his/her assignment base
- Plan and direct the activities of the administrative team
- Lead meetings for the administrative team
ABOUT THE JOB
Cash-Flow / Bookkeeping:
- Manage his/her base’s cash-flow and ensure that banks and cashboxes are well supplied
- Manage transfers and monitor the security of funds
- Formulate cash-flow forecasts with the logistics and program managers
- Supervise the upkeep and security of safes and cashboxes
- Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
- Supervise account keeping at his/her base, and monitor cash balances
- Monitor bank books for his/her base and keep the safe
- Prepare and supervise the monthly closing, review, and integration of the accounting for his/her base
- Verify the accounting files before they are sent to coordination
Budgetary / Financial Monitoring:
- Update allocation board for his/her base
- Update and analyze budget follow up in conjunction with logistics and program teams
- Make connections between budgetary consumption and activity progress
- Propose solutions if necessary
- Monitor functioning costs at his/her assignment base
- Oversee adherence to donor administrative procedures
- Aid the administrative coordinator in formulating financial reports and carrying out audits
- Assist in formulating budgets for new projects
Administrative management of the mission
- Verify and validate all contracts drafted at base level
- Assist in selecting Solidarités International premises
- Ensure administrative monitoring of insurance locations, claims, and contracts
Reporting / Communication
- Establish and maintain relationships with local and regional administrative authorities, and monitor regulations in force
- Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order
- Supervise the sending of administrative files to the coordination
- Ensure administrative and financial reports are made to the coordination according to Solidarités International calendar
ORG CHART POSITION (REPORTING AND FUNCTIONAL RELATIONSHIPS)
Line manager: Field Coordinator or Base Manager
Line report(s) on base: Entire base administrative team
Functional manager: Finance and HR Coordinators
Functional report(s):
YOUR PROFILE EDUCATION
DIPLOMAS
- Bachelor degree in business administration, management, finance or other qualifications in related field.
EXPERIMENT IN THE HUMANITARIAN SECTOR
- 3-4 years
EXPERIMENT ON SIMILAR POSITIONS
- 3-4 years
TECHNICAL SKILLS
- Demonstrated expertise and skills in budget follow-up and budgets proposal
- Strong management skills and proven experience in team management
- Excellent knowledge of the Office pack (word, excel, PowerPoint)
TRANSVERSAL SKILLS
- Willingness and ability to handle stress and work under pressure
- Strong communication skills and ability to negotiate and find solutions
- Strong understanding of gender-sensitive matters and human resources strategies
- Possessing high level of confidentiality and work ethics
SI WILL OFFER YOU
A salaried position:
According to experience, starting from EUR 2310 gross per month (2100 base salary + 10% annual leave allowance paid monthly) and a monthly Per Diem of USD 750 paid in local currency.
LIFE CONDITIONS
- The field office in based in Al-Mokhah is shared with the guesthouse (same building) within the town center.
- It is about five hours drive from Aden, where the coordination office is based.
- Security rules in Al-Mokha are rather restrictive, with a curfew at 8.00 pm.
- Most INGOs are located within the town.
- The town is still small and it only takes a few minutes to move from one INGO compound to another.
ISSUES AND SPECIFIC CHALLENGES
- Two recently ended projects likely to be extended for additional one year from July/August.
- Ten or more staff to be recalled in July.
- Additionally, a new shared cost methodology has been put in place in May 2024, which is still challenging for the mission as a whole.
- The base was downsized two months ago from 45 to 15 staff.
- However, once the new project extensions are validated, it will expand.
SECURITY CONSTRAINTS
- Security level 4 in Al-Mokha.
- The office is located within the town which is often calm and peaceful apart from occassional wedding gunshots.
- Movement are restricted to some validated places like (supermarket, UN and INGO’s compounds, activity field sites etc.)
Al-Mokha town is a port city where visits to the beautiful beaches on the Red Sea are possible security permitting. Basic supplies (e.g dry foodstuffs, green vegetables, fruits etc are also available within the validated supermarket.
APPLICATION PROCESS
Do you recognize yourself in this description? If yes, please send us your CV and cover letter!
Please note that CV-only applications will not be considered, and that the vacancy may close before the deadline.
Thank you for your understanding.
To learn more about Sl: www.solidarites.org
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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 abuse, notably 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.