Administrative Manager Angola At International Volunteer Service for Development

Country: Angola

Duty station: Luanda

Starting: As soon as possible

Contract duration: 12 months (renewable)

Reporting to: Administrative Desk will be the functional contact person and the Country Representative (RPL) will be the hierarchical contact person in the country.

Description of VIS

VIS – International Volunteer for Development is a non-governmental organization that deals with development cooperation and international solidarity. It is also an educational agency that promotes and organizes awareness raising, education, training for development and global citizenship.

VIS has been in the country since 1991, cooperating mainly in the Luanda area and in the areas surrounding the capital, carrying out projects mainly thanks to funding from the European Commission.

Thanks to public and private funding, VIS operates in the following sectors of intervention: Child and youth protection, Strengthening of civil society organizations (CSOs) and other development actors, Emergency.

In the country, the VIS collaborates with the Salesians of Don Bosco in the implementation of projects aimed at promoting health, literacy, basic education and professional training of segments of the population in vulnerable conditions. The main objective is to strengthen the education system, through the activation of training courses and the integration of young people into the local labor market.

Since 2022, VIS has also been present in Cabinda with the “Integrated Cabinda Project”, which consolidates the actions already started by the Salesians of Don Bosco, in particular through the creation of an additional Vocational Training Centre.

Responsabilities

The administrative manager has to:

• Ensure the correct, transparent and effective administrative and accounting management of VIS operations in Angola;

• Ensure the efficient organization of the country office from the administrative and logistical point of view and the administrative management of local staff.

Main Tasks:

The Administrative Manager will be responsible for the following activities:

• Elaborate the financial plan of the projects, in accordance with the Administrative Desk and Local Country Representative (RPL), collect any estimates and on-site valuations.

• Contribute to the formulation of requests for on-site submissions by the Local Country Representative (RPL).

• Ensure correct management of the administrative and accounting documents of the projects, including that required by the auditors and by the donor;

• Ensure proper management of cash registers, bank current accounts and related reconciliation on a monthly basis;

• Update and check the local PN, via management software (SQUARE) and send the current account statements & cash registers, reconciliation to the Administrative Desk.

• Ensure correct administrative management of the national staff (salaries, contracts, holidays, permits…);

• Ensure the direct management and training of the national administrative staff.

• Monitor the economic-financial performance of the projects in collaboration with the RPL/Project Manager, drawing up financial plans, purchase plans and reporting any deviations from the approved budget.

• Prepare the necessary documentation for the implementation of procedures envisaged for purchases and works (estimates, tenders, assignments, etc.).

• Process the interim and final financial reports, under the supervision of the Administrative Desk and in conjunction with RPL/PM. In case of on-site donor, management of relations with auditors, presentation of the report and sending of additions and changes requested by the donor in agreement with RPL/PM and Administrative Desk.

• Keep the inventory of all assets owned by the VIS constantly updated and, if necessary, manage stocks in an appropriate warehouse, avoiding damage to the stored assets.

• Keep the list of reliable local suppliers and contracts stipulated with suppliers constantly updated, so that it can be used during the procedure for purchasing goods and services.

• Keep the contact list of the Mission’s expatriate and local staff constantly updated, in all bases in the country, and send it to Human Resources with each update.

Requirements

Expertise

• Master Degree in Economics, Management, Political Sciences and International Relations, or other related/relevant fields

• Good knowledge of Excel and accounting applications

• Good knowledge of written and spoken Portuguese and English

• Good knowledge of the Italian language

Skills:

• Previous experience in administrative-accounting management of development cooperation projects of at least 2 years;

• Previous experience working in development cooperation projects in sub-Saharan Africa;

• Previous experience of financial reporting of projects funded by institutional donors.

• Knowledge of the procurement procedures of the main institutional donors (AICS, EU, ECHO, IOM).

Abilities:

• Ability to supervise and monitor the economic-financial aspects

• Ability to coordinate and supervise local staff in accordance with the laws in force in the country;

• Ability to train local staff through learning-by-doing (training on the job)

• Ability to react to unexpected events

Psycho-aptitude dimension:

• Strong spirit of adaptation

• Good contingency management skills and problem solving aptitude

• Ability to collaborate with religious counterparts

• Reliability and conscientiousness