Job Title: Administrative Coordinator
Location: Abuja, Nigeria
Employer: Action Against Hunger | ACF Nigeria
Parent Organisation: ACF-international Network
Department: Field
Type: Contracted
Min. Experience: Experienced
The admin coordinator will work in close coordination with the other coordination team members to achieve the following objectives:
Objective 1: Mission's Finance department is properly set-up and coordinated
Activities:
• To ensure proper financial management, in liaison with the Managing HQ and CD:
• Collaborate intensively with all staff to ensure the most effective management of contracts
• Collaborate intensively with all staff to efficiently forecast the budgetary needs of the mission
• Producing monthly accounts using the accountancy program SAGA and methodology of AAH/USA
• Controlling the expenses of the mission and strictly manage the funds of the mission's donor contracts
• Provision of updates on rate of expenditure of budgets
• Controlling bank transfers, money withdrawal, 'in country' cash management, currency exchanges, etc
• Security of the money in the premises and during transfers into and within the country ensuring that a minimum of cash remains in the bases and the mission in general
• Coordinate with all staff to establish budgets (and budget amendments if necessary) for new proposals thereby requiring superior knowledge of donor policy and guidelines
• Producing interim and final financial reports for donors (and follow-up of Structure budget as necessary)
• Ensuring the correct filing of invoices of the mission's accounts
• Preparation of reports / information for Auditors (when necessary) and conduct internal audits of the mission itself
• Communicate all expatriate advances to Headquarters and ensure that they have been properly encoded in the accountancy
• Follow the mission's assets (Treasury, payables and receivables) to certify that the organization remains up-to-date
• Create and implement a mission financial plan
• To ensure proper administrative management, in liaison with PM / Field Co / Tech Co / CD
• Ensure adherence to the administrative and financial conditions of the Donor contracts
• Remain up-to-date with any changes in donor requirements and to be the reference point for donor questions for the mission
• Maintain relations (regarding administrative issues) with other NGOs / international organizations in country
• Negotiation, drafting / checking, and signature, of contracts for renting / purchases / services
• Contract management for all ongoing contracts
• Registration of Organization – ensure adherence to ongoing requirements and procedures
Objective 2: Mission's HR department is properly set-up and coordinated
Activities:
• To ensure proper national HR management
• Co-ordination and implementation of national human resources policy and procedures – to ensure fair, consistent and coherent decisions and actions regarding categories, salaries, promotions, trainings, evaluations and disciplinary sanctions
• Management of all national staff contracts, including hiring, termination, and end of contract procedures
• Payment of salaries, and taxes and social charges to the relevant authorities
• Ensure staff files are complete and updated: database, vacation follow-up, contracts, salaries, warnings, evaluations, etc.
• Producing all staff related documents: salary scale (to be updated every year with market surveys), internal regulations, evaluation forms, recruitment forms, etc.
• Providing support and guidance to all managers in human resource management including, but not limited to, warnings, dismissals, recruitment, promotion, evaluation, resolution of conflicts, and the like
• Labour legislation – ensure compliance with national legislation (employment contracts, internal regulations, records of employment taxes and contributions, insurances schemes, ...etc)
• To set-up and ensure proper international HR management
• Follow-up of expatriates' contracts in close coordination with HR in the Headquarters: renewal, insurance cover, incoming / returning formalities
• Produce monthly human resources package
• Update of administrative documents: ensure all visas are current, registration at the embassies are submitted; update expatriate record sheets
• Brief, and provide a continued point of reference, for expatriates on the administrative details of the mission and mission HR and expat policies
• Supervise travel arrangements, payment of Per Diem, advances on indemnities, and break allowances
• Responsible to manage medical evacuation (if necessary)
Objective 3: Involvement in the coordination team
Activities:
• To ensure good team work and communication with the other team members of the coordination team (Country Director, LogCo and PC)
• To replace the LogCo or the Country Director in case of absence from the mission
• To provide support to the Country Director in donor representation if necessary
• To remain aware of the programs and the technical aspects of the programs
• To manage relations with authorities and donors when related to tasks (for example: justice department, MFA, donors for financial issues, etc)
Objective 4: Training and Support
Activities:
• Plan staff development/training for the finance team
• Brief and train new staff to the Mission's administrative situation and internal processes
• Support the coordinators and PMs in providing financial analysis and guidance for making decisions
• Travel periodically to the bases to give in-field training and support as well as ensuring quality control in that policy and procedures are being followed.
Objective 5: Mission's Finance department is properly set-up and coordinated
Activities:
• To ensure proper financial management, in liaison with the Managing HQ and CD:
• Collaborate intensively with all staff to ensure the most effective management of contracts
• Collaborate intensively with all staff to efficiently forecast the budgetary needs of the mission
• Producing monthly accounts using the accountancy program SAGA and methodology of AAH/USA
• Controlling the expenses of the mission and strictly manage the funds of the mission's donor contracts
• Provision of updates on rate of expenditure of budgets
• Controlling bank transfers, money withdrawal, 'in country' cash management, currency exchanges, etc
• Security of the money in the premises and during transfers into and within the country ensuring that a minimum of cash remains in the bases and the mission in general
• Coordinate with all staff to establish budgets (and budget amendments if necessary) for new proposals thereby requiring superior knowledge of donor policy and guidelines
• Producing interim and final financial reports for donors (and follow-up of Structure budget as necessary)
• Ensuring the correct filing of invoices of the mission's accounts
• Preparation of reports / information for Auditors (when necessary) and conduct internal audits of the mission itself
• Communicate all expatriate advances to Headquarters and ensure that they have been properly encoded in the accountancy
• Follow the mission's assets (Treasury, payables and receivables) to certify that the organization remains up-to-date
• Create and implement a mission financial plan
• To ensure proper administrative management, in liaison with PM / Field Co / Tech Co / CD
• Ensure adherence to the administrative and financial conditions of the Donor contracts
• Remain up-to-date with any changes in donor requirements and to be the reference point for donor questions for the mission
• Maintain relations (regarding administrative issues) with other NGOs / international organizations in country
• Negotiation, drafting / checking, and signature, of contracts for renting / purchases / services
• Contract management for all ongoing contracts
• Registration of Organization – ensure adherence to ongoing requirements and procedures
REPORTING RESPONSIBILITIES
• Monthly Admin Report
• Admin reports for donors
• Assessment reports
POSITION REQUIREMENTS
• Strong financial background (accountancy or financial management). Ability to analyze budgets and make financial forecasts.
• Staff management experience and strong HR Management skills
• Rigorous organizational (definition of priorities, delegation, training)
• Good computer skills (Word, Excel, Accountancy packages, and system management)
QUALIFICATIONS
Level of study/specific qualifications/technical requested
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