NIGERIA – Project Administrator
Alima
NIGERIA
14d ago

Position NIGERIA Project Administrator Last date for applications 31 / 08 / 2018

THE ALIMA ASSOCIATION

ALIMA’S SPIRIT : ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals.

We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.

Our CHARTER defines the VALUES and PRINCIPLES of our action :

Putting the Patient First

Revolutionizing humanitarian medicine

Responsibility and freedom

Improve the quality of our actions

Collective intelligence

CARING - INNOVATING - TOGETHER :

Since its creation in 2009, ALIMA has treated more than 3 million patients. Today ALIMA works in 10 countries in Western and Central Africa.

In 2018 we plan to work in 41 projects including 10 research projects focusing on malnutrition, Ebola and Lassa fever. All of these projects will support national health authorities through more than 320 health facilities (including 28 hospitals and 294 health facilities).

Alima intervenes in response to humanitarian crises and patients are at the heart of all our actions. We work in partnership whenever possible to ensure that our patients benefit from the best and most relevant expertise wherever it is, whether within their own country or in the rest of the world.

ALIMA’S TEAM : more than 1800 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from coordination teams generally based in the countries’ capitals.

These receive support from the 3 desk teams and the emergency and opening team based at the operational headquarters in Dakar, Senegal.

The Paris and New York teams are actively working to raise funds and represent ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams working on behalf of other organizations such as medical NGOs BEFEN, ALERT Health, SOS Doctors / KEOOGO, AMCP, research organizations PACCI and INSERM, Bordeaux or Copenhagen Universities, the INGO Solidarités International and many others.

COUNTRIES WHERE WE WORK IN 2018 : Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, South Sudan.

THE WORK WE DO covers : Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), Hospitalization, Emergencies, Gender Based Violence, Opening / Closing.

NIGERIA : Muna / Askira

MISSION AND MAINACTIVITIES

The main function of the Project Administrator is to put in place the component parts of the resource management system.

He / she is responsible for managing the staff administration (contracts, employees’ files, work attendance, payroll), controlling spending commitments against the procedures of the association, monitoring the financial means raised for the project (expenditure monitoring, accounting, budget monitoring and review, follow-

up of tables of allocations per donor), as well as implementing financial and HR management tools.

The project Administrator reports directly to the Emergency Coordinator in the project, and to the administrative team in the Headquarters (technical referents).

He / She supervises an administrative assistant.

Under his / her various areas of responsibility, the Project Administrator will be in charge of ensuring :

Compliance with the ALIMA rules and procedures applicable to the country,

Smooth functional organization of the project resources,

Monitoring of the use of the resources (expenditure and spending commitments),

Adequacy in terms of number, skills and allocation of human and administrative resources.

Main responsibilities :

Advise the Project Coordinator on set up (org chart) and together with the COFIRH, update the project’s organizational chart and job descriptions

In close coordination with the Project Coordinator and the COFIRH, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up.

  • Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance ;
  • Assist the Project Coordinator, and / or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities ;
  • Supervise / perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.

  • in order to ensure on time and accurate salary payments ;
  • Under supervision of the COFIRH, ensure indexation process of national staff salary grids in order to ensure internal equity, cost-

  • of-living adjustments and the correct application of employment conditions in the project sites ;
  • Support, in close coordination with the COFIRH, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals ;
  • Plan and supervise, in close coordination with the COFIRH, the associated processes (recruitment, training / induction, evaluation, potential detection, development and communication) of the staff under his / her responsibility in order to ensure both the sizing and the amount of knowledge required ;
  • Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment ;
  • In close collaboration with the Project Coordinator and the COFIRH, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg.

  • Ministry of Health, etc.) and ALIMA;
  • In close collaboration with the Project Coordinator and COFIRH, looks for the best options to avoid and / or solve possible labour conflicts in the project ;
  • Follow up all movements and / or accommodation of staff in the Project ;
  • Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security ;
  • Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.

  • following ALIMA guidelines and rules, and using the respective software in place ;
  • Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time ;
  • In close collaboration with the Project Coordinator and the COFIRH, analyze and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action ;
  • Ensures all HR, Administrative and Financial reporting of the Project (Homère and SAGA monthly closure, sitreps, etc.

    EXPERIENCE AND SKILLS

    University degree in finance, administration, and human resources

    Minimum 1 year experience in Finance & HR management

    Experience in a similar position for at least 1 year

    Experience with medical international NGO, an asset

    Perfect knowledge of MS Office package, especially Excel & Word

    Knowledge of Saga (Finance software) & Homere (HR software) is an asset

    BEHAVIORAL SKILLS

    Strong interpersonal skills, team work.

    Strong communication skills

    Ability to work on own initiative and adaptable to changing needs and situations

    Flexible, patient and adaptable to a changing environment.

    Ability to work under pressure with numerous deadlines, etc.

    LANGUAGE SKILLS

    Fluency in English. Speaking French is an asset. Hausa is an asset.

    CONDITIONS

    Contract term : contract under French law, 06 months renewable.

    Salary : depending on experience + per diem

  • Minimum netsalary for non Europeans : 1655 Euros per month, social contributions and taxes are the direct responsibility of the employee ;
  • Minimum grosssalary for Europeans : 1695 Euros per month, social contributions are deducted from the gross salary by ALIMA and paid to the relevant administrations, taxes are the direct responsibility of the employee ;
  • ALIMA pays for :

  • Travel costs between the expatriate’s country of origin and the mission location
  • Accommodation costs
  • Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee
  • Evacuation of the employee
  • Documents to be sent : To apply, please send your CV and responses to the questions below to candidature alima.ngo with the reference Project Administrator -

    Nigeria in the subject line.

    1) How do you place ALIMA in the NGO medical emergency landscape?

    2) Describe your experience on field administration in the humanitarian environment? In your opinion, what are the main skills of a good field administration manager ?

    3) According to you, which are the challenges of this position in an emergency context ?

    4) Please indicate your level both in English and French, written read spoken (scale between 1 and 10, 10 being native speaker).

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