Job Information ADMIN MANAGER (DELOCALIZED) NGO Information Job Information
Contract Duration
Governorate Al Anbar
Job Shift
Nationality Not Applicable
Working Hours Full Time
Posted 2018-03-11
Requirements
Minimum Education Bachelor Degree
Degree Title
Minimum Experience 3 Year
Required Travel
Job Status
No Of Jobs 1
Published Date 2018-11-11
Deadline Date 2018-12-11
Location
[Ramadi,Iraq ]
Description

 

Overall objective

 

The Anbar Admin Manager is responsible to manage Ramadi and Haditha base administration department under the direct supervision of the Anbar Field Coordinator with the technical support of the IRA Finance Coordinator and IRA HR coordinator. He/She is responsible for the proper functioning of the administrative services of the base, in compliance with the procedures of PUI and donors.

He/She contributes to the good financial management, accounting/budgeting and Human Resources management in the respective bases.

 

Tasks and Responsibilities

 

  • Human Resources: He/She supervises the on-site activities related to human resource management.
  • Administrative and financial support: He/She oversees administrative and financial questions at the site, and ensures compliance with relevant procedures, with substantive support from the mission’s HR and Financial Coordinators.

 

Specific objectives and linked activities

1.        ENSURE HUMAN RESOURCES MANAGEMENT OF THE BASE

  • He/She works in collaboration with the HR coordinator to set up Human resources (HR) procedures and management tools in compliance with the labour regulations of the country of intervention and the HR policy of PUI, and monitors risks associated with HR issues in Bagdad base and subbases.
  • He/She implements HR rules, procedures and tools in Bagdad base regarding: new HR regulations, local staff contracts, procedures of recruitment, payroll operations, implementation of appropriate working conditions, HR records electronic and physical records.
  • 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 integration of any new employees at the site, 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 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 organisation.
  • He/She controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
  • He/She contributes to the organisation of recruitment (provisional planning, advertisement, applications, and interviews) for all departments.
  • 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 at the site.
  • He/She ensures that all national employees are subject to a written evaluation at least once per contract period and per year.
  • He/She completes training programmes for the national staff (administrative aspects, logistical regarding procedures) on an as needs basis.
  • 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 ensures a follow up of employees careers for the national staff, in collaboration with the project managers, Logistician and Field Coordinator
  • 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

2.        ENSURE FINANCIAL, BUDGETARY, ACCOUNTING AND ADMINISTRATIVE MANAGEMENT OF THE BASE

  • He/She works in collaboration with the Financial Coordinator to set up aspects related to finance, including budgetary, accounting and treasury elements in Anbar bases and subbases.
  • He/She ensures the setting up and proper use of tools and procedures for financial, accounting and budget management in Bardarash base: accounting procedures, accounting records, SAGA, budgets follow up, allocation tables, budget projections, cash forecasts, cash management and cash security.
  • He/She is responsible for cost optimisation; and uses budget tracking to achieve this; he/she ensures adequate financial resources for the running of the site.
  • As regards with budgetary monitoring, he/she participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to the field coordinator and to the Financial coordinator.
  • He/She ensures that accounting entries are completed in compliance with internal rules, and communicated to the Financial Coordinator according to the agreed calendar, after endorsement by the field coordinator.
  • Together with the Financial coordinator and the field coordinator, he/she tracks the cash flow for his/her site, and oversees disbursements.
  • Together with the Financial coordinator and the field coordinator, he/she ensures that a system of internal oversight is in place at the site. 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 (if applicable) are absolutely and permanently backed up by appropriate accounting documents.
  • He/She organises and provides training to the administrative national staff in Haditha and Ramadi 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 provides a technical support to Bagdad base and subbases regarding financial tools.
  • He/she develops tools to perform the administrative service in Anbar bases.
  • He/she organises the preparation of audits at base level, under supervision of the financial coordinator.
  • He/She contributes to the preparation of proposals and drafts the budgets for the base.

3.        ENSURE REPORTING AND DISSEMINATION OF INFORMATION

  • He/She ensures efficient flow of information to the HR coordinator and Finance coordinator, and, if necessary, to the programme team, to the logistics team, and to the head of 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 base manager(s) in the performance of their administrative activities, in a functional, not hierarchical, relationship (if applicable).
  • He/She sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (monthly logistical reports / accountancy/ 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.

4.        ENSURE THE MANAGEMENT OF THE ADMINISRATIVE DEPARTMENT

 

  • He/She ensures the direct supervision and management of HR and finance assistant, and indirect supervision of the cook and cleaner.
  • He/She ensures the setting of objectives to be achieved by the administrative department and tracks their realization, and leads the mid-term and final staff appraisal.
  • He/She contributes to the decision making process regarding any termination of employment contracts.
  • He/She ensures or delegates responsibility for the integration of new staff within Ramadi and Haditha administrative department, ensuring the relevant tools and procedures, and PUI policies are well understood.
  • He/She prepares the job profiles of local staff under his/her immediate supervision.

Prioritization of 3 activities relative to mission environment

 

  • Participation to the ongoing HR strengthening of the mission
  • Participation to the capacity building of the managers of the base (management, humanitarian values, Excel, etc)
  • Reinforcement of coordination mechanism with Anbar logistic department

 

Team supervision

Number of persons to manage and their position (expatriate personnel / national):

  • Direct management: 2 National Staff (Admin Assistant Haditha, Admin Assistant Ramadi)
  • Indirect management: 4 National Staff under management of HR assistant (cook and cleaner)

This position is managed by:

  • Line management: AnbarField coordinator
  • Additional Functional Management: HR coordinator and Financial coordinator

 

 

Qualifications & Preferred Skills

Required knowledge and skills

 

 

 

Required

Desirable

 

Training

 

Financial/accounting management

 

Project management

Human resources management

 

professional experience

  •    Humanitarian
  •    International
  •    Technical

 

 

Min. 1 year

 

X

 

 

1 year

 

 

knowledge and skills

 

 

 Team management

 Logistical skills

 Administrative and management skills

 

4 Knowledge of procedures: institutional donors (UE, OFDA, ECHO, AAP, UN agencies …); iNGOs.

 

 

languages

  •    English
  •    Arabic

 

X

X

 

 

 

 

 

software

   Pack Office

   Other (to be specified)

 

X (Excel proficiency is compulsory)

 

 

 

SAGA

 

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

 

 

  •  Good stress management
  •  Resistance to pressure
  •  Analytical capability
  •  Organised and methodical
  •  Reliable
  •  Strong sense of responsibilities
  •  Strong listening and empathy skills
  •  Ability to adapt, manage priorities and be pragmatic
  •  Diplomatic and with a sense of negotiation
  •  Good communication skills
  •  Honesty and rigor

 

 

Other

 

       Understanding of the political situation in the area

       Strong motivation to help people in need

       Conflict resolution and diplomacy experience

       Knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines.

       Knowledge of humanitarian actors

 

 

How To Apply

APPLICATION PROCESS

In order to submit an application, all candidates are invited to fill the following google form by clicking on the link below: 

https://goo.gl/forms/XFAAHEBeOLopEXN62

Premiere Urgence will proceed to the preselection of candidates on a rolling basis and reserve the right to close the advertisement as soon as a candidate is identified for the position. Therefore, you are kindly invited to submit your application as soon as possible.  

Qualified female candidates are strongly encouraged to apply.

Kindly note that all applications received by email or by paper will not be considered. Only those submitted through the application link will be processed.

Premiere Urgence International thank you for your interest in the organization.”

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