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

HR management for national staff

• Supervise all recruitment processes and integration and induction of all new employees 

• Keep informed of all bills and changes associated with employment law, employment in general, and staff training. 

• Improve staff working conditions in close collaboration with the administrative coordinator

• Collect the necessary information for monitoring changes in the cost of living.

• Supervise the monthly payroll and verify the base’s salary databases and payroll processing (Balzac XX)

• Check the update at base level of the HR linked information through Homère software

• Supervise the update of all HR-related documents at mission level and filing at coordination level

• Monitor adhesion to national HR policy at mission level

• Update staff records and follow up HR deadlines

• Consolidate and update the mission organization chart 

• Supervise annual performance review deadlines, contract dates…

• Participate in creating an annual mission training plan, supervise its implementation and measure its impact

• Participate in the review of the mission HR policy

• Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected

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

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