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
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.
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.
SI also covers accommodation costs and travel expenses between the expatriate’s country of origin and the place of assignment.
Breaks: During the assignment, a system of alternation between work and time off is implemented at the rate of 7 working days every two months (with a USD 850 break allowance, allocated by Sl). To these breaks periods, SI grants one (1) additional rest day per month worked.
Insurance package: Expatriates benefit from an insurance package which refunds all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
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.
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.