Solidarités International launches the external recruitment of an Administrative Manager
BASE
Addis Ababa
POSITIONAdministrative ManagerEXPECTED DATES
01/01/25 – 31/08/2025
BASIC SALARY
From 1,640USD (paid in ETB)
Description of the position
We are seeking an Administrative Manager for the opening of our mission in Ethiopia. This role involves overseeing and coordinating key finance, human resources and administrative functions, including cash management, accounting, financial follow up and reporting, recruitment, payroll and HR policies design. The scope of the job considers the coordination base in Addis, the new base of Adwa in Tigray and the opening of a new base yet to be located. The job will require at least 25% of the time on the field.
More details below:
Administrative management of personnel _operational bases
Contribute to the design and adjustment of the setup in concert with head of departments and Field Coordinator
Supervise the administrative management of personnel recruitment and hiring and ensure it compliance with the protocol
Review and validate the hiring documentation, participate in welcoming and integrating new personnel, ensure they receive administrative briefing
Review and validate employment contracts, amendment and end of contract documentation, and ensure that they are adhered to. Monitor end of contracts and anticipate for extension or termination.
Supervise the collection of elements needed to establish wages and monitor their proper implementation
Review the payroll and validate payments once validated by the Head of Support
Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
Centralise training requests from teams and set up a training plan
Assist in ordering and determining disciplinary measures, and apply the formalities provided for sanctions and for termination or breach of contract
Ensure all human resources follow up are updated
Supervise the archiving, handling and security of Solidarités International personnel files
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
Administrative management of personnel _mission
Assist in defining and applying Solidarités International’s salary and social policies
Evaluate risks linked to changes in compensation and social policies
Draft mission internal standards for the Support Coordinator validation
Contribute to the training strategy and action plan at mission level
Team management _operational bases
Define the needs of administrative personnel, 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
Cash-flow/bookkeeping _operational bases
Supervise the upkeep and security of safes and cash-boxes
Supervise his/her base's cash-flow and ensure that banks and cash boxes are well supplied
Review and validate transfers and monitor the security of funds
Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
Supervise account keeping at his/her base, monitor cash balances
Review the monthly closing, ensure the compliance of the import in SAGA and accounting pack documentation
Supervise the archiving as per procedure and ensure a full verification of the voucher
Cash-flow/bookkeeping _mission
Draft the monthly cash needs of the mission for Head of Support validation and monitor the reception of funds
Contribute to the update of cash security SOP for the mission and ensure its application on his/her assigned base
Compile and review the accountancy of the mission and draft the monthly pack for the Head of Support validation
Supervise the reception of archive in coordination, ensure a full verification of the documentation compliance and support the sending of archive to headquarters
Participate in the yearly closure of the accounting with the Head of Support
Update and analyze budget follow up in conjunction with logistic 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
Assist in formulating budgets for new projects
Budgetary / financial monitoring _mission
Update budget follow up format for monthly update
Compile and review budget follow up of the mission and draft the monthly financial pack for the Head of Support validation
Assist the administrative coordinator in formulating financial proposal and reports
Administration / Reporting / Communication
Verify and validate all contracts drafted at the base
Review taxes and pension calculation and reporting for the necessary organizations and validate payment
Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
Support the Head of Support in carrying out audits
Take part in meetings relating to administrative aspects, represent Solidarités International on request and contribute to the administrative programming and strategy
Ensure that policies are implemented, monitor their adequation with the local legal framework and contribute to the revision of administrative policies.
Specific details
Education
University/Undergraduate
Qualifications
Degree in accounting, finance, business administration , human resources or a related field
Experience
3+ years of experience in accounting, finance, human resources or any related field
Field based and humanitarian experience is expected
Languages:
English proficiency is necessary
Skills:
Human Resources Management: In-depth understanding of personnel management, including recruitment, contract validation, onboarding, and performance reviews. Expertise in HR processes such as contract amendments, terminations, and extensions, ensuring compliance with company protocols. Ability to supervise payroll processes, validate payments, and ensure proper implementation of wage elements. Experience with managing training plans, professional development, and coordinating team training requests. Strong understanding of disciplinary procedures, conflict resolution, and employee relations.
Legal and Compliance Knowledge: Knowledge of local labor laws and regulations to ensure compliance with employment contracts, wages, and other legal requirements. Ability to manage legal representation, consultations, and ensure the handling and archiving of personnel files in line with legal standards. Experience in overseeing taxes, pension calculations, and reporting, ensuring accurate and timely payments to relevant organizations.
Team Leadership and Management: Strong leadership skills to manage, train, and evaluate administrative teams at operational bases. Ability to define personnel needs, recruit accordingly, and lead administrative activities within the base. Organizational skills to plan, coordinate, and direct administrative tasks, while conducting regular meetings with the team to ensure smooth operations.
Cash Flow and Financial Management: Experience in managing cash flow, securing safes and cash boxes, and monitoring the security of funds. Ability to supervise and validate financial disbursements, ensuring compliance with organizational procedures. Strong knowledge of bookkeeping, reviewing monthly closing processes, and verifying account balances to ensure accurate record-keeping.
Budgeting and Financial Monitoring: Expertise in budget tracking and financial monitoring, working closely with logistics and program teams to analyze budget follow-ups. Ability to identify discrepancies between budget consumption and project progress, proposing solutions where needed. Experience in assisting with the formulation of budgets for new projects and ensuring compliance with donor administrative procedures.
Organizational and Analytical Skills: High level of organization, attention to detail, and ability to track and monitor inventory, purchasing, and logistics data.
Problem Solving and Adaptability: Ability to handle logistical challenges, adapt to changing conditions, and find efficient solutions. Proactive approach to troubleshooting and addressing operational issues.
If this sounds like you, join our dedicated team and make a meaningful impact! Join Us!
Employment Type
Full time
Workplace
Addis Ababa
Salary
From 1,640USD (paid in ETB)
How To Apply
Send your application with a cover letter and a resume to Solidarités International by email to recruitment@solidarites-ethiopia.org and add the job title to the subject of your email by 1 December 2024.
Solidarités International reserves the right to close this recruitment before this deadline if a suitable candidate is identified.
Solidarités International is an equal opportunity employer. We encourage candidates from all backgrounds to apply. Solidarités International will never ask for any remuneration to take part in a recruitment process.
Administrative Manager
SourcingAdd to Favourites NEWGeneral / Business Unite Manager
Solidarités International
Description
About the Job
Solidarités International launches the external recruitment of an Administrative Manager
Description of the position
We are seeking an Administrative Manager for the opening of our mission in Ethiopia. This role involves overseeing and coordinating key finance, human resources and administrative functions, including cash management, accounting, financial follow up and reporting, recruitment, payroll and HR policies design. The scope of the job considers the coordination base in Addis, the new base of Adwa in Tigray and the opening of a new base yet to be located. The job will require at least 25% of the time on the field.
More details below:
Administrative management of personnel _operational bases
Contribute to the design and adjustment of the setup in concert with head of departments and Field Coordinator
Supervise the administrative management of personnel recruitment and hiring and ensure it compliance with the protocol
Review and validate the hiring documentation, participate in welcoming and integrating new personnel, ensure they receive administrative briefing
Review and validate employment contracts, amendment and end of contract documentation, and ensure that they are adhered to. Monitor end of contracts and anticipate for extension or termination.
Supervise the collection of elements needed to establish wages and monitor their proper implementation
Review the payroll and validate payments once validated by the Head of Support
Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
Centralise training requests from teams and set up a training plan
Assist in ordering and determining disciplinary measures, and apply the formalities provided for sanctions and for termination or breach of contract
Ensure all human resources follow up are updated
Supervise the archiving, handling and security of Solidarités International personnel files
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
Administrative management of personnel _mission
Assist in defining and applying Solidarités International’s salary and social policies
Evaluate risks linked to changes in compensation and social policies
Draft mission internal standards for the Support Coordinator validation
Contribute to the training strategy and action plan at mission level
Team management _operational bases
Define the needs of administrative personnel, 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
Cash-flow/bookkeeping _operational bases
Supervise the upkeep and security of safes and cash-boxes
Supervise his/her base's cash-flow and ensure that banks and cash boxes are well supplied
Review and validate transfers and monitor the security of funds
Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
Supervise account keeping at his/her base, monitor cash balances
Review the monthly closing, ensure the compliance of the import in SAGA and accounting pack documentation
Supervise the archiving as per procedure and ensure a full verification of the voucher
Cash-flow/bookkeeping _mission
Draft the monthly cash needs of the mission for Head of Support validation and monitor the reception of funds
Contribute to the update of cash security SOP for the mission and ensure its application on his/her assigned base
Compile and review the accountancy of the mission and draft the monthly pack for the Head of Support validation
Supervise the reception of archive in coordination, ensure a full verification of the documentation compliance and support the sending of archive to headquarters
Participate in the yearly closure of the accounting with the Head of Support
Budgetary / financial monitoring _operational bases
Review the allocation boards for his/her base
Update and analyze budget follow up in conjunction with logistic 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
Assist in formulating budgets for new projects
Budgetary / financial monitoring _mission
Update budget follow up format for monthly update
Compile and review budget follow up of the mission and draft the monthly financial pack for the Head of Support validation
Assist the administrative coordinator in formulating financial proposal and reports
Administration / Reporting / Communication
Verify and validate all contracts drafted at the base
Review taxes and pension calculation and reporting for the necessary organizations and validate payment
Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
Support the Head of Support in carrying out audits
Take part in meetings relating to administrative aspects, represent Solidarités International on request and contribute to the administrative programming and strategy
Ensure that policies are implemented, monitor their adequation with the local legal framework and contribute to the revision of administrative policies.
Specific details
Location
Addis Ababa, Ethiopia
Advert details
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