A BASE ADMINISTRATOR
Overall objective:
Under the direct responsibility of the Field Coordinator, and under the functional responsibility of the Administrative and Financial Coordinator (CAF) and the Deputy Human Resources Coordinator, the Administrator Base is responsible for the proper functioning of the administration, finance and human resources services of the base in compliance with PUI and donor procedures.
1- ENSURE THE ADMINISTRATIVE AND FINANCIAL MONITORING OF THE AREA
– He/She is responsible for optimizing costs, he/she uses budget monitoring for this purpose and ensures the proper financial supply of his/her base;
– He/She is the guarantor of the good management of the financial resources of the programs of the base, in the respect of the budgets, the Donor and PUI procedures;
– He/She is responsible for centralizing monthly updates of budget monitoring of projects on his/her base in conjunction with the program and logistics departments, reconciles budget consumption and progress of activities, detects discrepancies and alerts/proposes solutions adjustments to the Foumban Field Coordinator and CAF;
– He/She participates in the development of budgets for new projects, financial reports and audit work;
– He/She ensures that the accounts are entered according to the internal rules and communicated to the CAF according to the established schedule, after validation by the Foumban Field Coordinator;
– With the CAF and the Foumban Field Coordinator, he/she monitors the cash flow of his/her base and supervises payments;
– With the CAF and the Foumban Field Coordinator, he/she ensures that an internal control system is in place on its base;
– He/she ensures compliance with the expenditure commitment procedure and participates in the validation of purchasing files;
– He/she ensures that the procedures for the purchase of equipment intended for the various projects of the base respect the directives of donors and PUI;
– He/She is responsible for keeping the accounts (monthly and annual accounting closure) and as such ensures that the cash and bank account balances are absolutely justified at all times by the appropriate accounting documents.
– He/she revises the accounting supporting documents for the month, taking into account the analytical and accounting information before digital archiving by the Admin/end/HR Assistant;
– He/she is responsible for sending the digital archives and original accounting documents from his/her base to the Finance Coordination according to the established schedule.
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2- ENSURE THE ADMINISTRATIVE MANAGEMENT OF HUMAN RESOURCES IN THE AREA
– He/She participates in the recruitment process as well as in any decision to terminate a national staff employment contract on its basis.
– He/She ensures or delegates the responsibility for the administrative, financial and HR briefing of any new employee on his/her base, and ensures in particular that the administrative, HR and financial procedures, as well as the procedures for using the means of communication and transportation are explained and understood.
– He/She disseminates / explains to the teams the various HR policies in place and in particular the code of conduct, the PEAS, the child protection policy, the anti-fraud policy, the alert mechanisms;
– He/She ensures compliance with the Internal Regulations of PUI on his/her base.
– He/She ensures the administrative management of national staff, in particular payroll operations, monitoring of absences, creation and updating of personnel files as well as their archiving.
– He/She prepares the profiles of the national positions under his direct supervision, and distributes them for validation to the Field Coordinator of Foumban and to the HR coordination and any other referent potentially concerned (depending on the position).
– He/She identifies the training needs on the base, participates in the development of the training plan, monitors its implementation at the base level; and completes the training of local staff if necessary in its area of expertise;
– He/She is the guarantor of compliance with the disciplinary procedure and supervises any disciplinary process carried out within the base (drafting of the request for explanation, additional interview, etc.) and is possibly a source of proposals with regard to the sanctions to be applied in connection with the Field Coordinator and the Capital HR coordination.
– He / She ensures monthly at the level of his base, the follow-up of the update of the tools for monitoring national resources: organization charts, database, the HR management monitoring tool, etc., and ensures that these tools be forwarded to the human resources coordination.
– He/She refers to the TAFF of the FFU each month for the monthly update of the HR tools in order to update the financial coverage of the various positions on its basis, necessary for decision-making;
– He/She ensures that all national employees have a written evaluation at least once per contract and per year, and once the evaluations have been analyzed, he/she reports the training needs recorded at the level of his/her base .
– He/She is the main point of contact for national staff for all requests for information concerning status, social security, pay and job descriptions and ensures that all administrative information relating to staff is correctly relayed to those concerned (contract, leave, rules of procedure, salary payment, etc.).
– He/She is, under the supervision of the field coordinator, the guarantor at the base level of compliance with the rules of communication related to internal human resources (general information meeting, meeting with staff representatives etc…) and externally (with government authorities (CNPS, labor inspection etc…);
– He/She promotes good team spirit within the base and encourages collective activities;
– He/She monitors the social climate or the state of mind of the staff and provides advice and support to the Base coordination team concerning the measures to be taken, if necessary;
– He/She sees to the management of any interpersonal conflicts on his/her base and reports to the Foumban Field Coordinator in the event that he/she is unable to resolve the dispute alone.
– He/She is the guarantor of the image of PUI in his area of intervention and as such ensures that all the staff under his responsibility have a behavior in line with the values defended by the organization and respectful of the local culture.
3- ENSURE THE MANAGEMENT AND ADMINISTRATIVE MANAGEMENT OF PERSONNEL UNDER HIS/HER HISTORIC RESPONSIBILITY
– He/She supervises the entire administrative team of the base.
– He/She plans and organizes the activities of the administrative team of his/her base.
– He/She recruits, evaluates, develops individual action plans for the members of his team
– He/She ensures the administrative management of the personnel under his hierarchical responsibility in collaboration with his hierarchical superior.
– He/She strengthens his/her team by carrying out capacity building workshops according to identified needs.
– He/She draws up a leave schedule for his/her team according to needs.
– He/She holds weekly meetings with his team and ensures that the objectives are achieved on time.
4- PARTICIPATE IN THE FINANCIAL DIMENSIONING OF PROJECTS, IN THEIR DEVELOPMENT, IMPLEMENTATION AND CLOSURE
– He/She participates, under the supervision of the field coordinator, in the development of project proposals on the financial plan (budget setting, updating of the HR BOQ etc.) in conjunction with the project managers and the finance coordination and HR in capital
– He/She participates, under the supervision of the field coordinator, in the sizing of human resources needs in conjunction with the program and logistics teams.
– He/She alerts the program teams in conjunction with his/her line manager of potential financial and/or human resources risks in the implementation of project activities.
– He/She actively contributes to external and internal audits.
5- ENSURE REPORTING AND THE CIRCULATION OF INFORMATION
– He / She sends the internal and external reports to his / her direct superior / e respecting the internal validation deadlines (Accounting / return on Budget monitoring / cash flow forecast)
– He/She participates in internal coordination meetings of which he/she is an active member.
– He/She provides legal and tax monitoring and informs his/her direct and functional superior of any changes in regulations that may impact the organization.
Required profile:
Hold a Bacc + 3 in administrative and financial management , Bac cc + 5 and / or Bioforce training appreciated .
Ø Professional Experience :
– Experience of at least three (03) continuous years in a similar position in a company OR at least one (01) year in a similar position in an international organization. International experience appreciated.
– Mandatory knowledge and skills
– Budget monitoring and analysis
– Accounting
– Human resources
– Conflict management
– Team management
– French
– One of the languages of the areas of intervention (Nguiembo, Yemba, Bamoun, pidgin etc…)
– Office package
– HOMER
Ø Knowledge and skills appreciated
– Knowledge of institutional donor procedures (EU, OFDA, ECHO, AAP, BHA, UN agencies, etc.)
– English
– Other local languages
Terms
Ø Position based in Foumban (Western region)
Ø Fixed Term Contract.
Ø Salary defined according to the PUI salary grid.
Ø Starting position in JANUARY 2022 (subject to funding).
Ø Candidates who are nationals of the locality of recruitment and/or resident will be given priority.
Ø Female candidates are strongly encouraged.
| THE CANDIDATE MUST COMPLETE THE QUESTIONNAIRE ONLINE VIA THE LINK https://forms.office.com/Pages/ResponsePage.aspx?id=K-qPwVmLHEikU3LK3T1ufTV7SuMnUmJKmqcYFWUagBFUMEgyUENIUldWU0VNNDdFQkRQSDVBRDg4Uy4u
THEN SEND HIS FILE (ONLY LETTER OF MOTIVATION AND CV), TO THE EMAIL ADDRESS char.rh@premiere-urgence-cm r.org MENTIONING ” HIS NAME + PUI ADMIN BASE ” IN THE SUBJECT. DOSSIERS PROVIDED WILL NOT BE RETURNED TO CANDIDATES. 1- THE CANDIDATE MUST EXPLICITLY SPECIFY THE POSITION FOR WHICH HE/SHE IS APPLYING. 2- DEADLINE FOR FILING: SUNDAY NOVEMBER 20, 2022 . 3- ONLY PRE-SELECTED CANDIDATES WILL BE PERSONALLY CONTACTED. 4- THE ORIGINALS OF THE DIPLOMAS, WORK CERTIFICATE, RECOMMENDATIONS MUST BE BROUGHT BY THE CANDIDATES CONVENED FOR THE TESTS AND INTERVIEWS. |
HOW TO APPLY
WELL READ AND FOLLOW THE INSTRUCTIONS GIVEN ABOVE TO APPLY, AND NEVER SEND MONEY DURING A RECRUITMENT.
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