SUPERVISOR: Administrative CoordinatorSTATUS: National Employee (Nigerian)LENGTH OF CONTRACT: 6 MONTHSPOSSIBILITY FOR EXTENSION: YES Job TasksI. Main responsibilities
Under the responsibility of the Admin Coordinator and with technical links with the logistic and medical department, the Admin Manager is responsible for maintaining financial, accounting, administrative and personnel services in order to meet legal and MdM requirements and support to the organization operations.
S/He is responsible for preparing financial statements, maintaining cash controls, preparing the payroll and personnel administration, and managing office operations.
S/He works within the organization policies and procedures in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines.
This is a senior role within the organization, and MDM seeks highly qualified candidates with capacity to manage complex tasks under pressure.
II. Duties
Administer and monitor the financial system in order to ensure that the organization finances are maintained in an accurate and timely manner
Ensure transactions are properly recorded and entered into the computerized accounting system (SAGA)
Support the Cash box management, Ensure that the cash controls is done and correct
Prepare Monthly financial reports and report on variances on request
Submit monthly financial requests to HQ
Contribute to setting up funding strategy of the mission in the country
Prepare with the project and log team the monthly fund request to the coordination in order to have enough funds for activities
Responsible for the preparation of the budget, budget planning & monitoring of project.
Propose financial policies and procedures and after validation follow-up and monitor
Administer National staff files and records in order to ensure accurate payment of benefits and allowances
Establish and keep up to date staff files in the computerized accounting system and in hard copies
Maintain monthly the data base for staff (leave, attendance sheet, allowance and benefits, contracts, amendment…)
Prepare, verify and issue payments
Keep up to date the job description and evaluation after probationary period
Conduct induction briefings for new staff, and ensure all recruitment and orientation procedures are followed
Administer Expatriate files and records in order to ensure accurate payment of benefits and allowances
Establish files in the computerized accounting system
Prepare and issue per diem payment slips / advances for employees
Follow up on the date of expiry for expatriate residency permit and do the link with the appropriate person to keep up to date
Responsible for De-briefing and briefing for new Expatriates arriving to the mission regarding some administrative issues
Manage the flight tickets date for the expat staff in coordination with the Admin Coordinator
Recruitment
Support the department for the process recruitment: CV selection and organization, contacts with local employment office, interviews, tests, selection, briefing
For the admin staff, recruit, train and supervise admin junior staff
Training: follow up identification of training needed, local offers we can get regarding the needs
If necessary, handle together with the Admin Coordinator, disciplinary actions as per MDM’s terms and conditions of engagement
Reporting/CapitalizationConsolidate and submit weekly/monthly admin report and annexes to Admin Coordinator Legal Framework and other
Support the Admin coordinator in securing the organization legal registration.
Prepare and verify contracts (service contracts, premises rental and vehicle rental contracts… etc.)
Manage the filing, storage and security of documents
Respond to inquiries and support the rest of the team in any administration, budgets and accounting issues.
PROFILE REQUIRED:Skills required
Degree level qualification in Business, Admin, Finance, or similar
At least 5 years progressively responsible experience in a similar role
Strong accounting and bookkeeping skills
Strong understanding of HR procedures
Strong analytical and problem solving skills
Excellent computer skills including the ability to operate computerized accounting, Microsoft office Excel at a proficient level
stress management skills
time management skills
ability to work in countries under conflict and in tense situations
Experience in a Humanitarian Organization preferred
Experience supervising staff preferred
Personal qualities
be reliable
possess cultural awareness and sensitivity
demonstrate sound work ethics
ability to work under a minimum of supervision
Team spirit
Flexibility, reactivity, anticipation, adaptability, capacity to take initiatives
Ability to classify and to manage priorities
Listening and diplomacy skills
go to method of application »
Send CV + cover letter and any other relevant document, Either in person, deliver to MDM Office, or via email to recruitment.mdmnigeria@gmail.comUsing the position Administrative Manager as the subject line.• Only shortlisted candidates will be contacted.Information:Starting date: ASAPPlace of office: Maiduguri, Borno StateWe’ll pay attention only to the complete files in English.Our process of selection include some written tests and oral interviews.
Apply via :
recruitment.mdmnigeria@gmail.comU