Country: South Sudan (Republic of)
Closing date: 30 Jun 2013
MISSION
Solidarités International is an international humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programmes followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programmes are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees. Solidarités International is currently present in Africa (Central African Republic, South Sudan, Kenya, Somalia, Mali, Niger, Mauritania, Chad, Democratic Republic of the Congo, Ivory Coast), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan), in the Middle East (Syria and Lebanon) and in Haiti.
The conflict between Northern and Southern Sudan is known as the longest war in Africa, brought on by a long history of colonial policies of British and Egyptian influence, marginalization by powerful northern regimes and cultural and traditional clashes.
Six and half years after the signing of the Comprehensive Peace Agreement (CPA) signed in Nairobi in January 2005, South Sudan became the youngest country in the World on July 9th 2011. A new highlight for a country familiar with extreme figures : among others, a challenging environment with only 60 km of asphalt road in a country bigger than France, a complex social environment with more than 60 ethnic groups and dialects and a high level of illiteracy. On a humanitarian point of view, the country can be characterized by the acute needs of its population in having access to basic services, due to the lack of infrastructure, and lack of qualified persons to run these structures (hospital, schools, etc.). These needs have been compounded by massive influxes of returnees from North to South Sudan, numbering an estimated 400,000 since October 2010. This is the reason why South Sudan is considered as one of the most challenging humanitarian country in the world.
Solidarités International (SI) currently implements 2 kinds of programs:
- Rural and semi-urban WaSH activities in three states in the North East part of the country: Jonglei, Upper Nile and Unity, targeting counties prone to receiving IDPs and/or returnees and prone to natural disaster (namely flooding). SI is also deeply involved in the coordination of the WaSH actors in Unity and Upper Nile States by being the State Focal Point for the WaSH cluster. Upper Nile and North Jonglei programs are operated out of Malakal, the Upper Nile State capital, while Unity State programs are administrated from an office in Bentiu, the Unity State capital.
- Emergency WaSH interventions in the camps welcoming Sudanese refugees in Upper Nile and Unity States (Yusuf Batil & Yida). These projects started respectively in June and July 2012, following the rapid assessments made by the WaSH Emergency, Preparedness and Response (EP&R) team that is in place since September 2011.
Objectives of the Position
General objectives
- To carrie out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International procedures.
- To supervise accounting operations and cash management, and to carrie out budget follow up in conjunction with the program managers.
- To ensure that Solidarités International’s Human Resources policy is properly implemented at the base.
- To support, monitor and train the members of his administrative team.
Specifics objectives
The administrator in Yida will have to particularly focus on :
- Budget follow-up : A special focus on budget follow up is very important, be aware of the communication between program department in Yida (use OFU) and support department in Juba (gap and delete in the closing accountability with SAGA and the BFU updated); to avoid complicated situation and absence of budget consumption visibility.
- Administrative Assistant : The administrative assistant in Yida has many skills and learns quickly. Her formation has to be completed and the delegation increase to become a real support.
- Cash flow : As Yida is a remoted area, it can be challenging for the cash transfer (with UNHAS flights). The weekly volume of expenses is pretty high, and an accurate cash forecast and transfert planing very important (coordination with Juba).
MAIN TASKS
Administrative management of personnel:
- Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
- Supervise the administrative management of personnel recruitment and hiring at his/her base
- Supervise the archiving, handling and security of Solidarités International personnel files
- Draft employment contracts for employees at his/her base, and ensure that they are adhered to
- Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
- Centralise training requests from teams and set up a training plan
- Assist in ordering and determining disciplinary measures
- Apply the formalities provided for sanctions and for termination or breach of contract
- Supervise the collection of elements needed to establish wages and monitor their proper implementation
- Calculate taxes, complete returns and make statements and payments to the necessary organizations
- Assist in defining and applying Solidarités International’s salary and social policies
- Evaluate risks linked to changes in compensation and social policies
- Oversee the setting up of legal representation and consultation bodies for personnel at his/her base, and assist in conflict management and resolution
- Conduct meetings and communication with personnel
- Track the cost of living
- Update the mission organization chart
Team management
- Define the needs of administrative personnel at his/her base, and recruit according to the resources allocated
- Train, support and evaluate the administrative team at his/her assignment base
- Plan and direct the activities of the administrative team
- Lead meetings for the administrative team
Cash-flow/bookkeeping:
- Manage his/her base's cash-flow and ensure that banks and cash boxes are well supplied
- Manage transfers and monitor the security of funds
- Formulate cash-flow forecasts with the logistics officer and the program managers
- Supervise the upkeep and security of safes and cash-boxes
- Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
- Supervise account keeping at his/her base, monitor cash balances
- Monitor bank books for his/her base and keep the safe
- Prepare and supervise the monthly closing, review and integration of the accounting for his/her base
- Verify the accounting files before they are sent to coordination
Budgetary / financial monitoring:
- Update allocation boards for his/her base
- Update and analyze budget follow up in conjunction with logistic and program teams
- Make connections between budgetary consumption and activity progress
- Propose solutions if necessary
- Monitor functioning costs at his/her assignment base
- Oversee adherence to donor administrative procedures
- Aid the administrative coordinator in formulating financial reports and carrying out audits
- Assist in formulating budgets for new projects
Administrative management of the mission
- Verify and validate all contracts drafted at the base
- Assist in selecting Solidarités International premises
- Ensure administrative monitoring of insurance locations, claims and contracts
Reporting/communication:
- Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
- Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order
- Supervise the sending of administrative files to the coordination
- Ensure administrative and financial reports are made to the coordination according to the Solidarités administrative calendar
PROFILE
Qualification
Education:
- Bachelor’s degree or equivalent
Experience:
- Demonstrated knowledge of administration procedures, preferably experienced in a developing country
- Knowledge of Human Resources management
- Previous experience as Administrator with NGO
- Experience in budget management
- Experience in finance management of Solidarités Donors funded programmes
Technical skills and knowledge:
- Knowledge on SI procedures
- Strong management and training skills
- Ability to take decisions and work in autonomy
- Capacity to search information
- Strong organizational skills
- Stress management skills
- Strong capacity of adaptation, ideally from working/living in a developing country
Language
- Both fluent English and French : speaking, reading and writing skills
- Arabic is an asset
Computer skills
- Proficient in the use of MS Office (especifcly in excel)
- GIS skills an asset
- Knowledge of SAGA and Homere is an advantage
STATUS
Salaried post: According to experience from 1440 euros gross per month, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 600 USD. Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment.
- Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
- Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).
DURATION
6 mois à partir du 08/07/2013
CONTACT
Marie Beatrix Carrale
How to apply:
CV and Cover Letter
https://emea3.recruitmentplatform.com/syndicated/private/syd_apply.cfm?I...