Administrative Manager at Première Urgence Internationale

Starting date : 15th May 2021

Duration of Mission: 9 months

Location: Mosul & Dohuk, Iraq

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. PUI teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. PUI’s aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The association leads in average 200 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 7 million people in 21 countries – in Africa, Asia, Middle East, Eastern Europe and France.

Find out about our history and values.

Humanitarian situation and need

Wide-scale violence and armed conflict erupted in Iraq in January 2014. In Anbar governorate, the cities of Ramadi and Falluja were particularly affected, the violence and its impact quickly grew. Also in June 2014, ISg, together with other armed groups, attacked and seized control of Mosul and large portions of northern Iraq, including areas of Diyala, Kirkuk, Ninewa, and Salah al-Din governorates. The Government of Iraq (GoI) has conducted multiple military operations since 2016 to regain control of territories held by ISg and announced in November 2017 that military operations had successfully concluded in their retaking of all Iraqi territory. Military operations in Mosul, Anbar and Salah Al-Din have led to ongoing massive internal displacements, serious and systematic violations of civilian protection and basic human rights, interrupted access to basic services, and put a severe strain on host communities. The country is now gradually moving from an emergency situation which required lifesaving operations to a post-conflict transition towards durable solutions. As per the HNO published by OCHA on November 2019, 5.67 million people are in need of humanitarian assistance, with 1.77 million in acute need. Half of them are concentrated in Ninewa and Anbar governorates. Furthermore, an estimated 2.8 million returnees continue to form a complex caseload for humanitarians, development actors, relevant government agencies and donors, with 1.2 million in acute resilience and recovery needs.

Our action on the field

Present in Iraq since 1983 through Aide Médicale Internationale (AMI), and since 1997 through Première Urgence (PU), PUI (Première Urgence Internationale) brings help to vulnerable refugees, displaced persons as well as host communities (to avoid marginalization when the pressure on available resources becomes unbearable), in order to improve their living conditions and reinforce their resilience to enable them to regain dignity and autonomy. PUI’s objective in Iraq is to provide a humanitarian response to needs arising from movements of population through actions aimed at reinforcing the existing Health system, and providing Mental Health Psychosocial Support to the people in need, but also at providing access to Shelter, to drinking Water, Hygiene and Sanitation. Given the scale of the crisis and the needs observed, PUI emphasizes multiple sectoral interventions and develops as much as possible an integrated approach, keeping health the core sector of its intervention.

Click here for more information about our response to the crisis.

As part of our activities in Iraq, we are looking for an Administrative Manager in Dohuk & Mosul bases.

Overall objective

The Mosul/Dohuk Administrative Manager is responsible for the management of Mosul and Dohuk bases administration department under the direct supervision of the North Field Coordinator and with the technical support of the Administrative (Finance and HR) Coordinator. S/he is responsible for the proper functioning of the administrative services of both bases, in compliance with the procedures of PUI and donors.

S/he contributes to the sound financial management, accounting/budgeting and Human Resources management in the bases.

Tasks and responsabilities

Human Resources: S/he supervises the on-site activities related to human resource management and implement the relevant procedures.
Administrative and financial support: S/he oversees administrative and financial functions at the site, and ensures compliance with relevant procedures, with substantive support from the mission’s Administrative (HR and Finance) Coordinator.

Specific objectives and linked activities

ENSURE HUMAN RESOURCES MANAGEMENT OF THE BASE

S/he works in collaboration with the HR coordinator to set up Human resources (HR) procedures and management tools in compliance with the labour regulations of the country of intervention and the HR policy of PUI, and monitors risks associated with HR issues in Mosul and Dohuk bases.
S/he implements HR rules, procedures and tools in Mosul and Dohuk bases: new HR regulations, local staff contracts, procedures of recruitment, payroll operations and implementation of appropriate working conditions, HR records electronic and physical records.
S/he ensures the administrative management of national staff, in particular, payroll operations, monitoring absences/leaves, creating, updating and archiving personnel files.
S/he assumes or delegates responsibility for the induction and integration of any new employees at the site, and ensures, in particular, that logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood and the induction form signed by the staff after receiving the induction
S/he suggests possible updates to HR policy in terms of rules, procedures and tools relating to recruitment, remuneration, administrative management, disciplinary aspects and management of individual career development within the organisation.
S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
S/he ensures the organisation of recruitment (provisional planning, advertisement, applications, and interviews) for all departments after obtaining the properly validated Recruitment Request Form
S/he participates in the hiring process, as well as in any decisions related to the termination of employment contracts of local personnel at the site.
S/her establishes and keeps the recruitment follow up tool updated and circulates internally to the heads of departments on regular monthly basis
S/he ensures compliance with PUI’s internal rules of procedure at the site.
S/he ensures that all national staff are subject to a written evaluation at least once per year with a preferably mid-term performance review in between.
S/he coordinates with the managers to identify and compile training needs at the beginning of each calendar year, updates as per the performance appraisals and facilitates any training programmes for the national staff (administrative aspects, logistical regarding procedures) according to the needs. S/he keeps the training tracker/database updated accordingly.
S/he handles the management of interpersonal conflicts that arise on his/her site informing and keeping the Field Coordinator updated, and refers the matter to the field coordinator, in the event that s/he is not able to resolve dispute.
S/he ensures a follow up of employees careers for the national staff, in collaboration with the managers and Field Coordinator
S/he is the guardian of the image of PUI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behaviour consistent with the values upheld by the organization, and with full respect for the local culture
S/he is responsible of archiving the HR files at the base level and their regular transmission at the coordination

ENSURE FINANCIAL, BUDGETARY, ACCOUNTING AND ADMINISTRATIVE MANAGEMENT OF THE BASE

S/he works in collaboration with the Finance Coordinator to set up aspects related to finance, including budgetary, accounting and treasury elements in Mosul and Dohuk bases.
S/he ensures the setting up and proper use of tools and procedures for financial, accounting and budget management in Mosul and Dohuk bases: accounting procedures, accounting records, SAGA, budgets follow up, allocation tables, budget projections, cash forecasts, cash management and cash security.
S/he contributes in cost optimisation; and uses budget tracking to achieve this; s/he ensures adequate financial resources for the running of the site.
As regards with budgetary monitoring, s/he participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to the field coordinator and to the Finance Coordinator.
S/he ensures that accounting entries are completed in compliance with internal rules, and communicated to the Finance Coordinator according to the agreed calendar, after endorsement by the field coordinator.
Together with the Finance Coordinator and the field coordinator, s/he tracks the cash flow for his/her site, and oversees disbursements.
Together with the Finance Coordinator and the field coordinator, s/he ensures that a system of internal oversight is in place at the site. S/he ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.
S/he is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts (if applicable) are absolutely and permanently backed up by appropriate accounting documents.
S/he organises and provides training to the administrative national staff in Mosul and Dohuk on these tools and procedures
S/he makes sure that these tools and procedures are understood and applied by the national staff.
S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
S/he ensures regular bank assessments are conducted and the right banks are identified for bank transfers, strong relation is established and maintained
S/he provides a technical support to Mosul and Dohuk bases regarding financial tools.
S/he organises the preparation of audits at base level, under supervision of the Finance Coordinator.
S/he contributes to the preparation of proposals and drafts the budgets for the base.
S/he is responsible of archiving of accounting documents at the base level and their regular transmission at the coordination.

ENSURE REPORTING AND DISSEMINATION OF INFORMATION

S/he ensures efficient flow of information to his/her line manager, technical supervisors as well as field teams
S/he drafts or participates in the drafting of reports on internal operations in all matters concerning his/her field of action in financial, budgetary, accounting and HR management of the mission.
S/he supports the heads of departments and/or base manager(s) in the performance of their administrative activities, in a functional, not hierarchical, relationship (if applicable).
S/he sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (accountancy/ returns on budgetary monitoring / cash flow estimates).
S/he attends internal base meetings, and participates actively providing key updates.
If necessary, s/he represents the association with partners, local authorities and various actors involved in the financial, administrative, legal and human resource aspects of the mission.

ENSURE THE MANAGEMENT OF THE ADMINISRATIVE DEPARTMENT

S/he ensures the direct supervision and management of HR officers, Finance Officer and Finance Assistant, and indirect supervision of the HR Assistant, cook and cleaners.
S/he ensures the setting of objectives for the administrative department staff and tracks their realization, and leads the mid-term and final staff appraisal.
S/he prepares the job profiles of local staff under his/her immediate supervision

Profile

Training:

Bachelor/Master in Financial/accounting management or related field

Experience:

Min. 1 year in a similar position with an INGO
Experience in team management

Knowledge and skills:

Team management
Administrative and management skills
Staff Training/Capacity Building Skills
Remote Management Skills

Languages:

Excellent command in speaking and writing in English

Required Personal Characteristics:

A strong commitment to humanitarian principles and the will to make sure beneficiaries’ needs are covered as best as the resources available allow.
Capacity to delegate and to supervise the work of a multidisciplinary team;
Strong commitment and skills to support/develop capacity of national staff and developing second layer of leadership;
Proactive approach to making proposals, problem solving and identifying solutions
Proven management ability and inter-personal skills, ability to work professionally and maturely – team player;
Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload;
Proven capacity for analysing and synthesizing comprehensive information and data;
Ability to guarantee effective and timely outputs; remote management skills
Self-motivated, flexible and adaptable to the needs of the team and organization;
General ability to resist stress;

Proposed Terms

Employed with a Fixed-term contract – 9 months
Monthly Gross Income: from 1,815 Euros up to 2,145 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI.
Cost covered: Round-trip transportation to and from home / mission, visas, vaccines…
Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
Housing in collective accommodation
Daily living Expenses (« Per diem »)
Break Policy : 5 working days at 3 and 9 months + break allowance
Paid Leaves Policy : 5 weeks of paid leaves per year + return ticket every 6 months