Solidarity International Administrative Coordinator Job Vacancy in Monrovia

Solidarity International is a French 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, Solidarity International’s programmes are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees. Solidarity International is currently present in Africa (Central African Republic, Southern Sudan, Kenya, Somalia, Liberia, Chad, Democratic Republic of the Congo, Republic of Cote d’Ivoire, Zimbabwe), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar) and in Haiti.

CONTEXT OF INTERVENTION
Solidarity International has been working in Liberia since December 2003 after the end of the civil war, implementing Water, Sanitation and Hygiene Promotion Programmes (since 2004) and Food Security Programmes (since 2006). The focus of the mission has progressively moved from emergency action to development in order to better support Liberian communities. Lately, with the influx of Ivorian refugees into Liberia, Solidarity International has started to implement emergency programmes at the border with Ivory Coast to respond to the basic needs of the refugees. Solidarity International’s Liberia mission consists of one Coordination Base in Monrovia (the capital of Liberia) with 4 expatriates and 20 national staff, and four

Operational Bases :
– 1 in Gbarnga : with 2 expatriates and 20 national staff
– 1 in Zwedru (opening ongoing) : with expected 4 expatriates and 32 national staff
– 1 in Harper (scaling up ongoing) : with 7 expatriates and 40 national staff
– 1 in Barclayville (sub-base of Harper) : with 1 expatriate and 20 national staff

OUTLINE OF POSITION The position of Administrative Coordinator is a key programme support position for Solidarity International in Liberia, requiring close co-operation with the two field offices as well as the Head of Mission and Logistics Coordinator in Monrovia. Administrative support includes, but is not limited to the following tasks:
• To ensure accurate and timely accounting of all bases
• To ensure accurate and timely cash flow forecast
• To ensure proper financial follow up and analysis of the programs running in Liberia
• To ensure proper and timely financial reporting
• To ensure good link with the WASH Consortium concerning all financial issues and reporting
• To establish clear taxes related policy
• To ensure proper HR management
• To ensure and support the Base Mangers (Gbarnga & Harper) of the follow-up to our Local Implementing Partners The Administrative Coordinator, based in Monrovia, will work closely with all the team members to ensure integration of all administrative systems to provide maximum programme support.

FUNCTIONS
Operational follow up & coordination:
• Overall responsibility for financial project implementation;
• Ensuring that all activities are in line with donor procedures.
• Preparation of monthly, quarterly, interim and final reports, through effective coordination with programme and finance staff;
• Works closely with the field-based support staff to ensure effective management and monitoring of programme and administrative expenditures;
• Works closely, support and follow up the Base Managers for all related Administrative, HR and Financial procedures.
• Ensures that all applicable policies (procurement, contracting, financial, and general administrative policies) are adhered to Solidarity ones.
• Ensures that all applicable policies of our local Implementing partners are adhered to Solidarity ones.
• Organise the filing of administrative documents and to ensure a regular follow up of the same
• Keep confidentiality of key administrative documents
• Manage the field office’s administrative resources to implement and reinforce regulations related to staff, finance, and programmes.
• Stay informed about national current laws and make sure Solidarity respect them
• In charge of the follow up of any dispute (with employees, landlords, providers etc..), in coordination with a lawyer if needed Budgets follow up and supervision of accounting:
• Budget follow-up of the projects implemented: preparation and follow-up, with HQ finance and administrative department, of the budget planning and of the financial reports of each project;
• Accounting supervision: follow up and verification of bills registration, accounting coding and project allocation, follow up of staff advances, follow-up of providers etc;
• Preparation of weekly report on ongoing activities to be prepared in close co-operation with project managers.
• Coordinates with the Base Managers to ensure a proper budget and accounting follow up for our Implementing Partners. Financial and administrative follow-up:
• SOLIDARITES procedures administrative and accounting follow-up on a monthly basis comprising reporting, cash flow, cost control management, as well as the management of the payments, cashier, bank signatory and payroll functions;
• Advise and support the Head of Mission on financial and administrative matters;
• Implement financial and administrative procedures within the Program Projects and develop guidelines, mainly for local partners.
• Produce accurate, regular and timely financial reports. Control monthly bookkeeping, cash requests and reconciliations. Take action when deviations occur. Human Resources:
• Ensure proper follow-up of expatriates arrivals and departures
• In charge of the administrative procedures for expatriates (visas, working permits etc.)
• In charge of the administrative briefing of new expatriates
• In charge of the administrative follow-up of expatriates HR files (breaks, sick laves, insurances, contracts…)
• In charge of the national human resources policy of Solidarités in Liberia (recruitment process, staff regulation, salary scale, warning follow-up, training plan, etc.)
• In charge of the organisation/management of work for the administrative team
• Delegate as much as possible to the national staff and control the quality of work
• Train, support and advice the national staff on financial and relevant administrative matters.
• To deal with collective work conflict
• To follow up the medical care of the national staff (Contracts with the Clinics, vouchers control from the Admin Assistant, the good use of this advantage from the staff…)

PROFILE
• Minimum two years working in humanitarian administrative management (or equivalent)
• Fluent English – speaking, reading and writing
• Demonstrated ability to manage staff
• Second level tertiary qualification in finance and administration or relevant field (desired)
• Experience with donor-specific procedures related to grant management
• Ability to prepare timely and accurate reports.
• Demonstrated ability to train national and international staff in all areas of administration and finance (suitable to staff knowledge level).
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.
• Ability to integrate and work well within multiethnic and multicultural team.
• Ability to deal with stressful situations
• Extensive experience in working with computerized accounting systems, standard spreadsheets and database programs
• Able to work under pressure in a potentially unstable security environment; and willingness and/or ability to travel to field locations
• Commitment to, and respect of Solidarites charter

STATUTS
Salaried post: from 1700 euros gross per month, according to experience, plus 10% annual leave allowance paid monthly, and a monthly Per Diem of 500 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 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 15-day period after six months spent on the mission (Solidarités will cover travel costs).

DURATION 12 months, beginning December 2011
DOCUMENTS Thanks to send your CV and cover letter to the following llink: https://emea2.recruitmentplatform.com/syndicated/private/syd_apply.cfm?I…

Closing Date: Wednesday, 21 December 2011