Administrative coordinator

Background

Solidarités International is a French humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programmes followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programmes are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees. Solidarités International is currently present in Africa (Central African Republic, Southern Sudan, Kenya, Somalia, Liberia, Chad, Democratic Republic of the Congo, Republic of Côte d’Ivoire, Zimbabwe), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar) and in Haiti.

Context of intervention

In Kenya, Solidarites is implementing a WASH and Food Security/LVH program in Marsabit District (pastoral north of Kenya) and a Food Security program in the Nairobi slums. The Kenya program strategy is DRR-orientated, while maintaining a significant emergency response component.

Solidarites International has been implementing projects in Sothern Somalia since 2007. Solidarites program in Somalia focuses on resilience and emergency response in the sectors of WASH and Food Security/Livelihoods. The resilience program includes rehabilitation and construction of water points, agricultural training and inputs (drought resistant seeds etc), rehabilitation of infrastructure, training/inputs for livestock health, food/cash for work and various livelihoods interventions.

The Kenya/Somalia mission was opened in March 2007 and currently includes 5 intervention areas:

Kenya

• Nairobi slum program (Urban context)
• Marsabit program (Arid Lands/Pastoral context)

Somalia

• Bardera program (Gedo Region - Arid Lands/Riverine/Pastoral context
• Afmadow program (Lower Juba Region - Arid Lands/Pastoral context
• Adaado program (Galgaduud Region - Arid Lands/Pastoral context

The Administrative Coordinator is based in Nairobi and is expected to visit each Kenya field base every 3 months, and each Somalia base every 6 months.

Tasks and responsibilities

Analysis of the socio-economic context

• Identify administrative partners
• Follow the development of exchange rates, prices and salary levels

HR management of expatriates and nationals

• Participate in welcome and administrative briefing of expatriate personnel
• Ensure that recruitment and hiring procedures are respected
• Supervise the archiving, handling and security of personnel files
• Ensure that regular performance evaluations are set up
• Drive the implementation and improvement of Solidarités International’s training policy; monitor staff development
• Ensure that disciplinary procedures are respected and confirm eventual sanctions
• Ensure that statements and payments are issued to the relevant organizations
• Take part in defining Solidarités International’s salary and social policies and ensure they are implemented
• Drive the implementation of legal systems for representing and consulting in-country personnel and support the management and settlement of conflicts
• Consolidate and update the mission organization chart
• Update the rules of procedure and the HR manual to follow the developing legal framework
• Represent Solidarités International before administrative and legal authorities if required

Team management

• Define administrative personnel needs for the mission and recruit according to allocated resources and to Solidarités International’s operational strategy
• Coordinate, plan and supervise the activities of the administrative team
• Train and appraise the administrative team

Financial, accounting and budgetary management

• Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle
• Consolidate the mission’s monthly closing accounts
• Verify the accounts before they are sent to headquarters
• Consolidate and check the allocation boards
• Prepare, monitor and revise the mission’s financial programming
• Complete the consolidation of monthly budget follow-up
• Connect budgetary consumption with activity progress
• Monitor the mission’s operating costs
• Train the mission’s senior staff in how to use the budget follow up tools
• Prepare and assist with possible audits or inspections
• Prepare and consolidate the financial sections of proposals
• Integrate new donor contracts into the financial management of the mission’s projects

Cash management

• Manage the cash flow between headquarters and the mission, and ensure that bases receive supplies
• Ensure that the cash box and coffers are well kept and that funds are secure at all bases
• Compile and monitor cash flow forecasts and forward them to headquarters

Administrative management of the mission

• Negotiate and draw up partnership contracts with local partners
• Supervise paper and digital filing, as well as ensuring the security of administrative documents
• Supervise the quarterly mailing of administrative archives to headquarters after internal inspection
• Select and contract a lawyer who will examine legal issues and limit any legal risks

Reporting/communication

• Ensure regular financial and administrative reporting to headquarters
• Consolidate and publish financial reports, following financial donors’ administrative procedures
• Establish and maintain relationships with the local administrative authorities; carry out constant judicial monitoring, keep up-to-date with local employment laws
• Organize and run information and coordination meetings
• Ensure that Solidarités International’s in-country registration is followed up
• Represent Solidarités International when asked/delegated to do so
• Act as a link between headquarters and the field for all matters relating to administration

Candidate profile

Education

• Accounting, financial studies or equivalent

Experience

• Minimum 2 years previous experience as administrative manager with an NGO
• Experience of cross-cultural environment

Technical skills and knowledge

• Accountancy

Transferable skills

• Capacity to propose new ideas and put them into action
• Excellent communication and training skills
• Calm and diplomatic
• Ability to motivate others to adopt new ideas and bring about change
• Natural ability to connect with other stakeholders and team members
• Strong capacity to work with initiative and without close supervision
• Good multi-tasking skills
• Ability to manage a heavy workload, to delegate tasks/responsibilities and to constantly reassess priorities
• Ability to work effectively in a multicultural team
• Ability to meet strict deadlines

Languages

• English is the working language within the mission and between the mission and Paris HQ

Other desirable qualities

• Patience
• Sense of humour

Conditions

• Salaried post: from 1700 euros gross per month, according to experience, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 600 USD.

• Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment.

• Social and medical cover: Expatriates benefit from an insurance package which reimburses 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.

• Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 15-day period after six months spent on the mission (Solidarités will cover travel costs).