Administrative Manager

Job Summary MISSION Goal/Purpose: The Administrative Manager supports the Base Manager in processing accounting and financial transactions, as well as in all tasks and procedures associated with HR for the base. He/she assists the Base Manager to define and implement national HR policies at base level. He/she is responsible for implementing and monitoring, in close collaboration with the Base Manager, administrative, financial and HR procedures on different bases. The Administrative Manager manages the administrative teams with the support and under the supervision of the Base Manager. He/she manages the cash processes (cash transfer, donor payment…) at mission level under the supervision of the Base Manager. JOB List of main activities: Financial and budgetary management: Elaborate and import budget parameters in SAGA after validation of the desk financial officer Check the monthly projects budget follow ups according to Solidarités format Prepare the monthly global budget follow up document Prepare the financial reporting requested by authorities (government, ministries…) to be validated by the administrative coordinator and/or the HoM before submission Supervise the monthly closing, review and integration of the accounting for his/her mission Supervise the verification of the accounting files before they are sent to HQ Prepare for and support audits or possible inspections Accounting management: Monitor enforcement of cash payment rules and accurately record transactions in Saga Send the monthly accountancy package to HQ of the Mission after validation from the base manager and manage the monthly integration at HQ level. Send all supporting documents relating to account closure to HQ of the Mission as requested by the Finance Coordinator. Centralize the base’s accountancy within the Saga software Supervise the verification of the base’s accountancy (descriptions, accounting codes, budget headings, reconciliation, monthly exchange rate) Supervise the physical verification of invoices and cash inventories in each Balzac Management of the mission bank Balzacs Send Saga after integration to the different bases Supervise vouchers and other back up documents to be sent to HQ of the Mission on a 6 month basis Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the base manager (accrual expenses, balance of holidays, debt situation, asset purchases, donations in kind, etc.) Cash Management: Centralize the monthly cash forecast of the base and prepare the document under the supervision of the base manager Process and monitor the cash transfer from HQ in the Mission Manage the cash - flow at mission level and ensure that banks and cash boxes are well supplied for the base. Monitor the security of funds and propose improvement of the internal cash transfer process at base level to the base manager Monitor donor installment at field level (if any) Administrative follow up Monitor the implementation of administrative, financial and HR rules and procedures Ensure that the administrative calendar is respected by the administrative team Follow up on the lease agreement Ensure completion of paper and digital filing, as well as securing administrative documents on the base. Supervise the back up of all files at base level on a regular basis and ensure the filling of these documents Legal follow up Track changes in national laws and policies Prepare and control tax payments, (income tax, VAT…) Implementation of the national HR policy Take part in the development of the national HR policy Participate in defining and monitoring the implementation of HR policy and social welfare on the mission Evaluate risks linked to changes in social policy Propose improvements to employee working conditions Ensure appropriateness and coherence between mission job descriptions and SI standard job descriptions Ensure the SI job matrix is applied on the mission and the recruitment process respected If necessary, participate in rewriting the salary matrix (benchmark...) Continually ensure coherence between SI HR policy and national laws HR management for national staff Ensure that declarations and payment of taxes and charges are made to relevant organizations Keep informed of all bills and changes associated with employment law, employment in general, and staff training. Improve staff working conditions in close collaboration with the HR coordinator Collect the necessary information for monitoring changes in the cost of living. Check the monthly salaries Verify the base’s salary databases and payroll processing (Balzac XX) Check the update at base level of the HR linked information through Homère software Supervise the update of all HR-related documents at base level and filing at base level Monitor adhesion to national HR policy at base level Update staff records and follow up HR deadlines Consolidate and update the base organization chart Supervise annual performance review deadlines, contract date s … Participate in creating an annual base training plan, supervise its implementation and measure its impact Participate in the mission HR policy Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected Expatriate HR management Organize the administrative briefing of expatriate employees Ensure the administrative management of expatriates within the SI mission (file, visa, plane tickets, etc.) Supervise the filing of international staff documents if any Team management Supervise and train base administration teams Conduct regular field visits to the field sites as requested Supervise the admin staff at base level Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness, etc.) Participate in implementing staff promotions Participate in the implementation of career planning and the management of staff mobility Improve recruitment procedures Ensure relations with employee representatives, in particular by taking part in their meetings Reporting/Communication Help the base manager with creating operations proposals and drawing up financial reports Establish and maintain relationships with the administrative authorities at base level Maintain relationships with other NGO & INGO, authorities and other partners on request On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to the base manager Job Requirements Education & Experience Requirements: EDUCATION: Bachelor degree in social science, economics, business administration, or any other related field. Master degree will be given preference. EXPERIENCE: Five Years of working experience with INGOs in humanitarian sector. Two Years of working experience with INGOs in managerial positions. Experience in Southwest Afghanistan will be a key asset. TECHNICAL SKILLS: Must have strong knowledge of administrative management, office operations, and facilities management. Must have ability to manage budgets, cost control, and resource allocation effectively. Must have strong report writing, documentation, and record management skills. Knowledge of SAGA and Homere is an asset. TRANSVERSAL SKILLS: Autonomy/being pro-active/problem solving. Ability to work under pressure & adaptibility. Communication (both internal and external). LANGUAGES: Fluent in English, Dari, and Pashto. TECHNICITY: Practical knowledge on SI process, procedures and compliance standard will be an advantage. ANALYSIS/STRATEGY: Ability to analyze administrative and operational requirements, develop effective strategies, mitigate risks, and implement continuous improvements to support organizational goals and field operations.