Recruitment notice: AN ADMINISTRATOR BASED FOR KOUSSERI AND MAROUA
Overall objective:
Under the functional supervision of the Financial Coordinator, the Administrator is responsible for the good financial, accounting and budgetary management of the base as well as the management of human resources, administrative and legal files of the basis in compliance with PUI and lessor procedures. He/She works under the hierarchical supervision of the Field Coordinator.
Responsibilities and fields of action
- Financial, budgetary and accounting management : He /She supervises financial, accounting and budgetary management on the base and ensures compliance with the relevant procedures, with the functional support of the Mission’s Financial Coordinator. .
- Human resources management : He/She supervises administrative human resources management activities on the base with the functional support of the HR Coordinator of the mission or the Administrative and Financial Coordinator failing that.
- Administrative management : He/She supervises administrative management on the base and ensures compliance with the related procedures, with the functional support of the Mission’s Financial Coordinator.
- Coordination, Reporting and Representation : He/She centralizes and disseminates information within the base for everything relating to financial, administrative, legal and human resources areas and participates in internal and external reporting in these same areas. He/She represents the association with partners, authorities and various local stakeholders involved in the financial, administrative, legal and human resources areas of the base.
- Team management : He/She supervises the administrative and financial team at his/her base.
Specific objectives and associated activities
1- ENSURE GOOD FINANCIAL, BUDGETARY AND ACCOUNTING MANAGEMENT OF THE BASE
– He/She ensures that the accounts are entered according to internal rules and communicated to the Financial Coordinator according to the established schedule, after validation by the Field Coordinator.
– He/She is responsible for maintaining the accounts and ensures that cash and bank account balances are always fully supported by the appropriate accounting documents.
– He/She ensures the proper maintenance and archiving of accounting and HR documents (journals, accounting receipts, bank reconciliations, physical inventories, bank statements, HR files, etc.).
– He/She prepares the Finance and HR documents to submit to the Financial Coordinator for an audit.
– With the Financial Coordinator and the Field Coordinator, he/she monitors the base’s cash flow, supervises payments and is the bank’s contact for the base.
– He/she ensures compliance with the expenditure commitment procedure and participates in the validation of purchasing files.
– With the Financial Coordinator and the Base Manager, he/she ensures that an internal control system is in place on his/her base.
– He/She participates in the drafting of donor financial reports with the support of the Finance Coordinator.
– He/She develops project budgets as part of operational proposals (inc. budgetary narrative) in compliance with the procedures of each donor, in coordination with the base team.
– He/She supports the base Project Managers in updating their operational monitoring.
– He/She co-leads the collective analysis (technical, administration and logistics) of budget monitoring, detects discrepancies and proposes adjustments to the Base Manager and the Financial Coordinator.
– He/She is responsible for cost optimization, he/she uses budget monitoring and the cost allocation table for this purpose.
2- ENSURE THE GOOD MANAGEMENT OF NATIONAL HUMAN RESOURCES OF THE BASE
– He/She is responsible for the recruitment processes on the base (validation of job descriptions, recruitment requests, selection grid, etc.).
– He/She participates in the decision on disciplinary sanctions or the end of the employment contract in conjunction with the Field Coordinator.
– He/She participates in the integration of all new employees on the base, carries out their financial induction and ensures in particular that administrative, HR and financial procedures are explained and understood.
– He/She ensures compliance with the PUI Internal Regulations on its basis.
– He/She supervises the administrative management of national staff, in particular contractual management, monitoring of attendance and absences, the creation and updating of staff files as well as their archiving.
– He/She is responsible for validating the database and payroll operations.
– He/She is responsible for the calculation and declaration of taxes and duties and supervises the declaration and payments to the organizations concerned for the employees of his/her base. He/She ensures that good working conditions are respected for employees of the base and works in collaboration with legal employee representation and consultation bodies.
– He/She follows the organization chart, the training plan for the national staff of the base and offers training in his/her field (Human Resources, Management, Finance aspects, etc.) if necessary.
– He/She participates in and ensures the definition and application of PUI’s HR policies (evaluates changes, monitors changes in the cost of living, etc.) and refers them to the Administrative and Financial Coordinator.
3- ENSURING THE ADMINISTRATIVE MANAGEMENT OF THE BASE
– He/She participates in the development by the Administrative and Financial Coordinator of partnership agreements with local NGOs as part of the projects. He/She provides them with support and technical training on financial tools and procedures and monitors their financial reports monthly.
– He/She checks and validates all contracts drawn up on the base.
– He/She ensures the administrative monitoring of rentals, claims and insurance contracts.
4- PARTICIPATE IN COORDINATION ON THE BASIS, REPORTING AND CIRCULATION OF INFORMATION
– He/She sends internal and external reports to the Field Coordinator, the Financial Coordinator, HR Coordinator, respecting the internal validation deadlines (HR Database / HR Pack / Accounting / Budget monitoring / cash flow forecast).
– He/She participates in basic and internal coordination meetings of which he/she is an active member.
– He/She ensures efficient circulation of Finance and Human Resources information to the base teams and the capital.
– Externally, he/she represents PUI to administrative authorities for all HR and Finance matters (Bank, ACFPE, Labor Inspectorate, etc.) at grassroots level.
– He/She participates in regional regulatory monitoring and reports to coordination.
5- SUPERVISE AND MANAGE THE “ADMINS” TEAMS
– He/She supervises and organizes the work of the entire Finance and HR team, directly or indirectly.
– He/She writes job profiles for his/her team, carries out or delegates recruitment interviews.
– He/She implements individual action plans for his/her team members, carries out training and annual evaluations.
Required profile:
Hold a Bacc+3 in financial management or any other equivalent diploma. Training in Human Resources Management and/or Project Management appreciated .
Ø Professional Experience :
– At least 2 years of experience in a similar position
– Humanitarian Experience
Ø Mandatory knowledge and skills
– Accounting management
– Financial management
– Human Resources Management
– Team management
– Knowledge of administration and management
– French
– Office Pack (Office 365)
-SAGA _
– HOMERE
Ø Knowledge and skills appreciated
– Knowledge of institutional donor procedures (EU, ECHO, BHA, CIAA, UN agencies, etc.)
– English
– Other local languages
Terms
Ø Position based in Maroua or Kousseri (Far North region)
Ø Fixed-Term Contract.
Ø Salary defined according to the PUI salary scale.
Ø Starting position in OCTOBER 2023.
Ø Candidates who are nationals of the recruiting locality and/or residents will be prioritized.
Ø Female applications are strongly encouraged.
| THE CANDIDATE MUST COMPLETE THE QUESTIONNAIRE ONLINE VIA THE LINK https://forms.office.com/e/K6uQTFRc9T PUBLISHED ON THE MINAJOBS JOB ADVERTISING SITE THEN SEND THEIR FILE (LETTER ONLY MOTIVATION AND CV), TO THE EMAIL ADDRESS recruitment@premiere-urgence-cm r.org MENTIONING “ THIS NAME + PUI ADMIN BASE ” IN THE SUBJECT.
THE FILES PROVIDED WILL NOT BE RETURNED TO CANDIDATES. 1- THE CANDIDATE MUST EXPLICITLY SPECIFY THE POSITION FOR WHICH THEY ARE APPLYING. 2- DEADLINE FOR SUBMITTING FILES: THURSDAY, SEPTEMBER 21, 2023 . 3- ONLY PRESELECTED CANDIDATES WILL BE CONTACTED PERSONALLY. 4- ORIGINAL DIPLOMAS, WORK CERTIFICATE, RECOMMENDATIONS MUST BE BROUGHT BY CANDIDATES CALLED FOR TESTS AND INTERVIEWS. |
HOW TO APPLY
READ AND FOLLOW THE INSTRUCTIONS GIVEN ABOVE TO APPLY, AND NEVER SEND MONEY DURING RECRUITMENT.
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