Administration Coordinator Job Vacancy

Administration Coordinator
Action Against Hunger-USA
International Humanitarian Organization
Closing date: 17 Mar 2011
Location: Nigeria - Abuja
Job Objectives:

Objective 1: Mission's Finance department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)
Activities :
To set up and ensure proper financial management, in liaison with the Managing HQ and CD:
Collaborate intensively with all staff to ensure the most effective management of contracts
Collaborate intensively with all staff to efficiently forecast the budgetary needs of the mission
Producing monthly accounts using the accountancy program SAGA and methodology of AAH/USA
Controlling the expenses of the mission and strictly manage the funds of the mission's donor contracts
Provision of updates on rate of expenditure of budgets
Controlling bank transfers, money withdrawal, 'in country' cash management, currency exchanges, etc
Security of the money in the premises and during transfers into and within the country ensuring that a minimum of cash remains in the bases and the mission in general
Coordinate with all staff to establish budgets (and budget amendments if necessary) for new proposals thereby requiring superior knowledge of donor policy and guidelines
Producing quarterly and final financial reports for donors (and follow-up of Structure budget as necessary)
Ensuring the correct filing of invoices of the mission's accounts
Preparation of reports / information for Auditors (when necessary) and conduct internal audits of the mission itself
Communicate all expatriate advances to Headquarters and ensure that they have been properly encoded in the accountancy
Follow the mission's payables and receivables to certify that the organization remains up-to-date
Create and implement a mission financial plan
To set up and ensure proper administrative management, in liaison with PM / Field Co / Tech Co / CD
Ensure adherence to the administrative and financial conditions of the Donor contracts
Remain up-to-date with any changes in donor requirements and to be the reference point for donor questions for the mission
Maintain relations (regarding administrative issues) with other NGOs / international organizations in country
Negotiation, drafting / checking, and signature, of contracts for renting / purchases / services
Contract management for all ongoing contracts
Registration of Organization - ensure adherence to ongoing requirements and procedures
Objective 2: Mission's HR department is properly set-up and coordinated (with the temporary support of Finance & HR Coordinator)
Activities :
To set-up and ensure proper national HR management
Co-ordination and implementation of national human resources policy and procedures - to ensure fair, consistent and coherent decisions and actions regarding categories, salaries, promotions, trainings, evaluations and disciplinary sanctions
Payment of salaries, and taxes and social charges to the relevant authorities
Ensure staff files are complete and updated: vacation follow-up, contracts, salaries, warnings, evaluations, etc.
Producing all staff related documents: salary scale (to be updated every year with market surveys), internal regulations, evaluation forms, recruitment forms, etc.
Providing support and guidance to all managers in human resource management including, but not limited to, warnings, dismissals, recruitment, promotion, evaluation, resolution of conflicts, and the like
Labour legislation - ensure compliance with national legislation (employment contracts, internal regulations, records of employment taxes and contributions, etc.)
To set-up and ensure proper international HR management
Follow-up of expatriates' contracts: renewal, insurance cover, incoming / returning formalities
Produce monthly human resources package
Update of administrative documents: ensure all visas are current, registration at the embassies are submitted; update expatriate record sheets
Brief, and provide a continued point of reference, for expatriates on the administrative details of the mission and ACF
Supervise travel arrangements, payment of Per Diem, advances on indemnities, and break allowances
Responsible to manage medical evacuation (if necessary)
Objective 3: Other
Activities :
Involvement in the coordination team
To ensure good team work and communication with the other team members of the coordination team
To replace the the HoM in case of absence from the mission
To provide support to the HoM in donor representation if necessary
To remain aware of the programs and the technical aspects of the programs
To manage relations with authorities and donors when related to tasks (for example: justice department, donors for financial issues, etc)
Training
Train and continually develop the administrative / financial capacity of the administration staff of the mission
Train the expatriates in financial / HR procedures (sensitization to budget follow-up, recruitment, evaluation, etc)
Formally evaluate their staff
Travel to bases to form staff, offer support and/or audit as necessary
Qualifications:
Education / Specific Degrees / Special Skills :
Strong financial background (accountancy or financial management). Ability to analyze budgets and make financial forecasts.
Staff management experience and strong HR Management skills
Rigorous organizational (definition of priorities, delegation, training)
Good computer skills (Word, Excel, Accountancy packages, and system management)
Initiative and flexibility - and wider vision of further impact of the administrative issues
Ability to adapt, multitask and deal with stressful situations
Team player and good communication skills
Humanitarian field experience requested: YES
How to apply
Please apply online with a CV and Cover Letter at http://www.actionagainsthunger.org/get-involved/jobs
Reference Code: RW_8ELK57-23

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