Premiere Urgence Internationale Job in Nigeria for a Base Administrator

Premiere Urgence Internationale (PUI) is a non-governmental, non-profit,
non-political and non-religious international aid organization. Our
teams are committed to supporting civilians’ victims of marginalization
and exclusion, or hit by natural disasters, wars and economic collapses,
by
answering their fundamental needs. Our aim is to provide emergency
relief to uprooted people in order to help them recover their dignity
and regain self-sufficiency. The association leads in average 190
projects by year in the following sectors of intervention: food
security, health, nutrition, construction and rehabilitation of
infrastructures, water, sanitation, hygiene and economic recovery. PUI
is providing assistance to around 5 million people in 20 countries – in
Africa, Asia, Middle East, Eastern Europe and France.

Premiere Urgence Internationale is recruiting to fill the job position below:

Job Title: Base Administrator
Location:
Maiduguri, Borno
Report to: Field Coordinator
Status: Employed with a Fixed-Term Contract
Overall Objective

  • The Administrator is responsible for the roll out of all
    administrative (financial and HR) procedures related to the base and
    works in close collaboration with the Administrative and Financial
    Coordinator in sound financial, accounting and budgetary management of
    the base as well as management of human resources, in compliance with
    the PUI and donors procedures and National and local regulations.

Tasks and Responsibilities

  • Administrative and Financial Support: He/She oversees
    administrative and financial questions in the base, and ensures
    compliance with relevant procedures, with substantive support from the
    mission’s Administrative and Financial Coordinator (AFC).
  • He/She manages Accountancy and Reporting at base level and send
    the relevant information to the Coordination in Juba, according to PUI
    calendar
  • Human Resources: He/She supervises the on-site activities related to administrative and human resource management.

Specific Goals and Related Activities

1.) Ensure Financial, Budgetary, Accounting and Administrative Management of the Base:

  • He/She works in collaboration with the Administrative and
    Financial Coordinator to set up aspects relative to finances, including
    budgetary, accounting and treasury elements in the base.
  • He/She ensures the design and the roll out of all necessary
    financial and budget management tools related to the opening of the
    base.
  • Together with the AFC and the Field coordinator, he/she ensures that a system of internal oversight is in place in the base.
  • He/She ensures compliance with procedures for undertaking
    expenditure commitments, and participates in the process of endorsing
    purchase orders.
  • He/She is the guardian of the bookkeeping, and in that capacity
    makes sure that cash balances and bank accounts are absolutely and
    permanently backed up by appropriate accounting documents.
  • He/She provides a technical support to the base (teams) regarding financial tools.
  • Together with the AFC he/she develops tools to perform the administrative service in the base.
  • Under the supervision of the Administrative and Financial Coordinator, he/she organizes the preparation of the audits.
  • He/She ensures the proper use of these tools and procedures for
    financial, accounting and budget management in the base: accounting
    procedures, accounting records, SAGA, budget follow up, budget
    projections, cash forecasts, cash management and cash security.
  • He/she provides to the AFC on a month bases the cash forecast based on the budget forecast and the procurement plan.
  • He/she ensure that the administrative and financial archives are in compliance with internal procedures
  • He/She organizes and provides training to the admin national
    staff on these tools and procedures. He/she makes sure that these tools
    and procedures are understood and applied by the national staff.
  • He/She controls and monitors the implementation of the tools and
    procedures and provides the necessary support to perform the service.
  • He/She is responsible for cost optimization; and uses budget
    tracking to achieve this; he/she ensures adequate financial resources
    for the running of the site and projects.
  • As regards budgetary monitoring, He/She participates in
    team-based analysis (along with technical, and logistics management) and
    is responsible for detecting anomalies and proposing adjustments to the
    Field coordinator and to the AFC,
  • He/She ensures that accounting entries are completed in
    compliance with internal rules, and communicated to the AFC according to
    the agreed calendar, after endorsement by the Field coordinator.
  • Together with the AFC and the Field coordinator, he/she tracks the cash flow for his/her site, and oversees disbursements.
RELATED:  Water, Sanitation & Shelter Team Leader Job at Catholic Relief Services (CRS)

2.) Ensure Human Resource Management of the Base:

  • He/She works in collaboration with the Administrative and
    Financial Coordinator to set up HR procedures and management tools in
    compliance with the labor regulations of the country of intervention and
    the HR policy of PUI, and monitors risks associated with HR issues in
    the base.
  • He/She initiates and maintains a dialogue with all relevant
    local and national authorities regarding all HR related subjects and
    legislations.
  • He/She ensures the administrative management of national staff,
    in particular, payroll operations, monitoring absences, the
    construction, updating and archiving of personnel files.
  • He/She assumes or delegates responsibility for the induction of
    any new employee in the base, and ensures, in particular, that
    logistical, administrative, HR and financial procedures, as well as
    procedures for the use of communication and transportation are explained
    and well understood.
  • He/She suggests possible updates to HR policy in terms of rules,
    procedures and tools relating to recruitment, remuneration,
    administrative management, disciplinary aspects and management of
    individual career development within the organization.
  • He/She ensures that all local employees are subject to a written evaluation at least once per contract period and per year.
  • He/She completes training programs for the local staff (logistical and administrative aspects) based on identified needs.
  • He/She handles the management of interpersonal conflicts that
    arise on his/her site, and refers the matter to the Field coordinator,
    in the event that he/she is not able to resolve dispute.
  • He/She is the guardian of the image of PUI in his/her area of
    operation, and in that capacity ensures that the entire staff under
    his/her authority displays behavior consistent with the values upheld by
    the organization, and with full respect for the local culture.
  • He/she ensure that the HR archives are in compliance with internal procedures 
  • He/She ensure the roll out of HR rules, procedures and tools
    related to the base opening and functioning regarding: national HR
    regulations, national staff contracts, procedures of recruitment,
    payroll operations, implementation of appropriate working conditions, HR
    records electronic and physical records, by-laws.
  • Under the supervision of the AFC he/she ensures these rules, procedures and tools are adapted to the base.
  • He/She guarantees that the recruitment procedures are respected
    and actively contributes to the recruitment (advertisement,
    applications, and interviews) of all national staff, especially during
    the phase of base opening
  • He/She controls and monitors the implementation of tools and
    procedures and provides the necessary support to perform the service.
  • He/She participates in the hiring process, as well as in any
    decisions related to the termination of employment contracts of local
    personnel at the site.
  • He/She ensures compliance with PUI’s Internal Rules of Procedure in the base.

3.) Team Management:

  • He/She design the team set-up and size according to the support needs of the base.
  • He/She oversees the hiring process of the whole logistic team
    and participates in any decision related to the termination of
    employment contracts of national employees.
  • He/She supervises and manages directly his/her team
  • He/She assumes or delegates responsibility for the induction of
    new members of his team, ensuring the project and base context, the
    relevant PUI tools and policies are well understood
  • He/She completes basic training programs for national employees
    and identifies additional training needs and sets up adequate training
    programs (organizational support, methodology, and technical support as
    the case may be organization of training sessions).
  • He/She prepares the job profiles of national employees under his/her immediate supervision
  • He/She guides the work of the logistics teams, tracks the
    realization of their objectives, and leads the mid-term and final staff
    evaluations.
  • He/She ensures compliance with the Internal Rules of Procedure of PUI on the site.
RELATED:  Action Against Hunger recruitment for Entry Level HR Officers

4.) Ensure Reporting and Dissemination of Information:

  • He/She ensures efficient flow of information to the
    Administrative and Finance Coordinator, and, if necessary, to the
    Program team, to the Logistics team, and to the Head of Mission.
  • He/She sends the internal and external reports to the immediate
    supervisor, while meeting internal deadlines for endorsement (monthly
    logistical reports / Accounting/ returns on budgetary monitoring / cash
    flow estimates).
  • He/She attends internal coordination meetings, and participates actively.
  • If necessary, he/she represents the association with partners,
    local authorities and various actors involved in the financial,
    administrative, legal and human resource aspects of the mission.
  • He/She drafts or participates in the drafting of reports on
    internal operations in all matters concerning his field of action in
    financial, budgetary, accounting and HR management of the mission.
  • He/She supports the Field coordinator(s) in the performance of
    their admin activities, in a functional, not hierarchical, relationship.

Team Management
Number of people to manage and their position (expatriate/local staff)

  • Direct management:
    • National Staff: 2
  • Indirect management:
    • National Staff: 2

Required Profile

Training

Required:

  • Financial/Accounting management

Desirable

  • Project management
  • Human Resources Management

Professional Experience

  • Humanitarian
  • International
  • Technical

Required:

  • Minimum of 1-2 years

Desirable:

  • Experience in Team Management
  • At least one experience in base/mission opening

Knowledge & Skills
Desirable:

  • Knowledge of procedures: institutional donors (ECHO …)
  • Knowledge of PUI procedures

Languages:

  • French
  • English
  • Other (specify)

Software:

  • Pack Office
  • Other (to be specified)

Desirable:

  • SAGA

Required Personal Characteristics (fitting into the team, suitability for the job and assignment):

  • Leadership skills and ability to take decisions
  • Ability to work independently while taking initiatives and showing a sense of responsibility
  • Organization, rigor and ability to meet deadlines
  • Sense of diplomacy
  • Strong listening, negotiation and communication skills
  • Ability to work with various partners, in a spirit of openness, and with adaptable communications strategies
  • Ability to remain calm and level-headed
  • General ability to resist stress and particularly in unstable circumstances
  • Ability to integrate local environment and to adapt to a different cultural context
  • Analytical (discernment, pragmatism) skills
  • Ability to show authority, if necessary
  • Capacity to adapt and showing organizational flexibility
  • Ability to work and manage affairs professionally and with maturity

Compensation
Monthly Gross Income: from 1 815 up to 2 145 Euros depending on the
experience in International Solidarity + 50 Euros per semester seniority
with PUI.

Benefits

  • Cost Covered: Round-trip transportation to and from home / mission, visas, vaccines…
  • Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
  • Housing in collective accommodation
  • Daily Living Expenses (« Per diem »)
  • Break Policy: 5 working days at 3 and 9 months + break allowance
  • Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months

How to Apply
Interested and qualified candidates should send their Application
(Resume and Cover Letter) to Romain Gautier, Human Resources Officer for
Expatriates, at: recrutement@premiere-urgence.org with the following subject: (Admin-Nga).

Application Deadline  30th November, 2016.

Be the first to comment

Leave a Reply

Your email address will not be published.


*