Field Administration Manager
Alliance for International Medical Action (ALIMA)
Borno
32d ago
source : myJobmag

ALIMA’s aim since its creation in 2009 is to provide a high standard of healthcare in situations of emergency or medical disaster and to improve the practice of humanitarian medicine by developing innovative projects associated with medical research.

By joining us, you will integrate a young and dynamic organization and contribute to its associative development as well as its operational impact on the field.

As Head of Mission, you will have the opportunity to manage challenging and innovative medical programs in the line of ALIMA’s values and objectives while bringing your humanitarian experience.

Since its creation, the association and its partners have successfully developed in line with the increase in humanitarian medical needs, especially in Western and Central Africa : 650,000 patients treated in 2015 including over 48,000 hospitalizations, new governance between the partners of the medical NGO platform in the Sahel, new innovative approaches and operational research projects.

With operations in nine countries, 17 projects + 7 research projects, over 1,300 employees and a budget of €35 million in 2016, ALIMA is a dynamic NGO, effectively deploying medical aid for the most vulnerable.

In Nigeria, ALIMA is running four health and nutrition projects in Borno State : Monguno, Baga and Maiduguri.

ALIMA’s teams in Nigeria represent about 30 expatriates and 250 national staff.

MISSION LOCATION : Nigeria, South Borno State.

Report to (Direct) : Field Coordinator

Report to (Functional) : Finance Coordinator and Human Resources Coordinator

Area : Administration, Finance and HR

MISSION AND MAIN ACTIVITIES

Is in charge of the program's administration, finance and Human resource. Together with the Program Managers, he / she is responsible for expenditure and compiles the budget tracking reports for each program.

He / she also manages cash flow.

Is responsible for the implementation of Human Resources policies in the project and the correct Administrative Management of all staff working in the project (National, International).

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

In close coordination with the Project Coordinator and the HR Coordinator, 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 HR Coordinator, 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 HR Coordinator, 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 HRCo, 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 HRCo, 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 HRCo, looks for the best options to avoid and / or solve possible labour conflicts in the project.

Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and / or inducted.

Is responsible for 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 Finance Coordinator, 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 (Homere and SAGA monthly closure, SitReps, etc.).

Experience

University degree in finance, administration, and human resourcesMinimum 1 year experience in Finance & HR managementExperience in a similar position for at least 1 yearExperience with medical international NGO, an assetTeam management and supervision skillsPerfect knowledge of MS Office package, especially Excel & WordKnowledge of Saga (Finance software) & Homere (HR software) is highly appreciatedRigorous, stress resistant and good adaptation capacity

Applicant qualities

Sense of organization, method and autonomyAdaptable and diplomaticUsed to working in a team in multicultural contextsSkills in training and support

Languages

English is mandatory (written, read, spoken), French and Hausa are an asset

CONDITIONS

Contract term : contract under French law, 6 months, renewable

Desired start date : as soon as possible

Duration of Mission : 06 months minimum, with possible extension

Salary : depending on experience + per diem

ALIMA pays for :

travel costs between the expatriate’s country of origin and the mission locationaccommodation costsmedical cover from the first day of the contract to a month after the date of departure from the mission country for the employeeevacuation of the employee

Method of Application

Documents to be sent : To apply, please send your CV and your answers to the following questions (you’ll join a Word document) :

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

2) Describe your experience on field administration in the humanitarian environment? Please explain what you liked about it / did well and what were your difficulties.

3) According to you, which are the challenges of this position in the context of Borno State in Nigeria.

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

Please send your application to with the reference Field Administration Manager Nigeria in the subject line.

Any application without answer to the questions will not be taken into account

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