Administration Manager – M/F – NIGERIA At ALIMA

THE ALIMA ASSOCIATION

ALIMA’S ETHOS: ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals. We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.

Our CHARTER defines the VALUES and PRINCIPLES of our action:

1. Patient First – Patient centered medical care
2. Revolutionizing humanitarian medicine through research
3. Responsibility and freedom: encourage decision-making by those closest to patients
4. Commitment to a dynamic of continuous quality improvement
5. Creating a climate of trust among colleagues
6. Collective intelligence
7. Environmental liability

CARING – INNOVATING – TOGETHER:

Since its creation in 2009, ALIMA has treated more than 7 million patients. Today ALIMA works in 12 countries in Western and Central Africa. In 2020, we developed 41 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects support national health authorities through nearly 357 health structures (including 45 hospitals and 312 health centres). We work in partnership, especially with local NGOs, whenever possible to ensure that our patients benefit from the expertise wherever it is, whether in their country or the rest of the world. In addition, to improve the humanitarian response, we are carrying out operational and clinical research projects, particularly in the field of the fight against malnutrition and hemorrhagic viral fevers. ALIMA is also leading operations in response to the covid-19 pandemic across all of our missions.

ALIMA’S TEAM: More than 2000 people currently work for ALIMA. The field teams, as close as possible to the patients, receive their support from the coordination teams generally based in the capitals of the countries of intervention. These receive support from the 4 desk teams and the emergency and opening service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working on fundraising as well as representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as medical NGOs BEFEN, ALERTE Santé, SOS Médecins / KEOOGO, AMCP, research organizations PACCI, INSERM, Universities of Bordeaux or Copenhagen, the NGO Solidarités International and many others.

COUNTRIES WHERE WE WORK IN 2020: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, South Sudan, Mauritania & Senegal.

THE WORK WE DO covers: Primary and Secondary Health Care, with a main focus on children and women – including treatment and prevention of acute malnutrition, maternal health, mental health, response to epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), surgery, displaced populations, and gender based violence, Covid 19.

GOVERNANCE: ALIMA is governed by a Board of Directors of 10 elected positions and 4 co-opted positions from representatives of West African partner NGOs.

PROTECTION OF BENEFICIARIES AND MEMBERS OF THE COMMUNITY

The incumbent is responsible for the application of the recruitment process and may be required to make field visits. He / She may therefore be in contact with children and / or vulnerable adults. Therefore, the criminal record check or the presentation of a certificate of good moral character will be necessary. In situations where it is impossible to provide a criminal record or a certificate of good moral character, a declaration of honor will be requested.

POST LOCATION

In Nigeria, ALIMA is running four health and nutrition projects in Borno State (Maiduguri), Yobe state, Katsina state, Research and Lassa fever response in Ondo State, OWO. ALIMA’s teams in Nigeria represent about 20 expatriates and 200 national staff.

MISSION AND OBJECTIVES

The Administration Manager is in charge of the program’s administration, finance and Human resources. Together with the Program Managers, he/she is responsible for expenditure and compiles the budget tracking reports for each program. He/she also manages cash flow.

He/ She is responsible for the implementation of Human Resources policies in the project and the correct Administrative Management of all staff working in the project (National, International).

TASKS & RESPONSABILITIES

▪ Advise Project Coordinator on set up (org chart) and together with the HR Coordinator, update the project’s organizational chart and job descriptions.

▪ In close coordination with the Project Coordinator and the HR Coordinator, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up.

▪ Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance.

▪ Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities.

▪ Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.

▪ Support, in close coordination with the HR Coordinator, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals.

▪ Plan and supervise, in close coordination with the HRCo, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.

▪ Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment.

▪ In close collaboration with the Project Coordinator and HRCo, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and ALIMA.

▪ In close collaboration with the Project Coordinator and HRCo, looks for the best options to avoid and/or solve possible labour conflicts in the project.

▪ Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted.

▪ Is responsible for all movements and/or accommodation of staff in the Project.

▪ Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.

▪ Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place.

▪ Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time.

▪ In close collaboration with the Project Coordinator and the Finance Coordinator, analyse and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action.

▪ Ensures all HR, Administrative and Financial reporting of the Project (Homere and SAGA monthly closure, SitReps, etc.).

EXPERIENCE AND SKILLS

Educational:

• University degree in finance, administration, and human resources
• Perfect Knowledge of Saga (Finance software) & Homere (HR software)
• Perfect knowledge of MS Office package, especially Excel & Word

Required Skills

• Minimum 2 years’ experience in Finance & HR management or in the same position
• Experience with ALIMA or other Medical INGOs
• Desirable working experience in developing countries
• Ability to work as part of a team, a part of multi-cultural and multi-disciplinary team, in emergency and under pressure, to manage stress easily and result oriented
• Can work and create teamwork, flexible, and committed to the assigned position
• Languages: English compulsory, others are an asset.

CONDITIONS

Contract term: contract under French law, 6 months.

Desired start date: As soon as possible

Salary: Depending on experience + Perdiem

ALIMA pays for:

· Travel costs between the expatriate’s country of origin and the mission location

· Accommodation costs

· Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee

· Evacuation of the employee