ALIMA recrute 01 Project Administration Manager- M/F

ALIMA

South Sudan/Dakar, Sénégal

Humanitaire (ONG, Associations, …), Projet/programme de développement

Project Administration Manager – SOUTH SUDAN – M/F
Dakar, Sénégal
ALIMA IN SOUTH SUDANALIMA has been present in South Sudan since 2016. The projects in Raja and Wau in Western Bahr el Ghazal were both closed earlier in 2021 due to the end of the funding cycle for both projects. ALIMA is currently planning a new set-up in South Sudan with new projects following an explo mission in Pibor County Administrative Area. ALIMA is looking for a new coordination team to guarantee the implementation of a new project with new funding as well as revitalize representation and networking with national and local authorities (MOH, RRC, etc.), UN, donors, clusters, NGO Forum, and all other relevant stakeholders.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS
Level 2: The job holder will be in a “regulated” position (accountant, lawyer, legal executive, etc.); therefore, a criminal record check will be required.
FUNCTIONAL AND HIERARCHICAL LINKS
Work Location:● Location: South Sudan, Pibor County (location confirmation subjected to funding)

● Project: Improvement of access to maternal and child healthcare
Line Manager:● Project Coordinator

● Directly line manages Admin Assistants, also collaborates with Logistic, HR managers and National staff of the project
MISSION AND MAIN ACTIVITIESThe Project Administration Manager is in charge of the program’s administration, finance and Human resources. Together with the Program Managers, he/she is responsible for expenditure and compiles the budget tracking reports for each program. He/she also manages cash flow.

He/ She is responsible for the implementation of Human Resources policies in the project and the correct Administrative Management of all staff working in the project (National, International).
Participate in ALIMA facilitated rapid response mechanism (RRM) training, and will be part of the response team (where necessary) in the event of crisis (outbreaks and displacement).
Main responsibilities:▪ Advise Project Coordinator on set up (org chart) and together with the HR Coordinator, update the project’s organizational chart and job descriptions.

▪ In close coordination with the Project Coordinator and the HR Coordinator, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up. ▪ Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights, and preparing all mandatory tax declarations, in order to ensure legal compliance.▪ Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities.▪ Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on-time and accurate salary payments.▪ Support, in close coordination with the HR Coordinator, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals.▪ Plan and supervise, in close coordination with the HRCo, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.▪ Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment.▪ In close collaboration with the Project Coordinator and HRCo, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and ALIMA. ▪ In close collaboration with the Project Coordinator and HRCo, looks for the best options to avoid and/or solve possible labour conflicts in the project.▪ Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted.▪ Is responsible for all movements and/or accommodation of staff in the Project.▪ Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.▪ Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place.▪ Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time.▪ In close collaboration with the Project Coordinator and the Finance Coordinator, analyse and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action. ▪ Ensures all HR, Administrative and Financial reporting of the Project (Homere and SAGA monthly closure, SitReps, etc.).Implementation of prevention measures against abuse of power, gender-based and sexual violence· Participates in training and awareness-raising sessions· Implements abuse prevention standards· Ensures that team members follow training and awareness sessions and apply abuse prevention rules· Contributes to creating and maintaining a nurturing and protective environment
Experience and Skills●University degree in finance, administration, and human resources
● Minimum 2-year experience in Finance & HR management Experience with medical international NGO, an asset
●Perfect knowledge of MS Office package, especially Excel & Word
● Knowledge of Saga (Finance software) & Homere (HR software) is an asset
BEHAVIORAL SKILLS
● Strong interpersonal skills, teamwork.

● Strong communication skills
●Ability to work on own initiative and adaptable to changing needs and situations
●Flexible, patient, and adaptable to a changing environment.
●Ability to work under pressure with numerous deadlines, etc.
Languages :●English Speaking, reading, and writing, mandatory. French is an asset;

●Proficiency in a local language is an asset
ConditionsDuration and type of contract: French contract: 6 months
Starting position: 04 April 2022
Salary: according to ALIMA scale + experience + per diem
ALIMA supports:●travel expenses between the expatriate’s home country and the place of assignment

● accommodation costs
● 2.08 days off per month
● daily per diem
● medical coverage from the first day of the contract to one month after the date of departure from the country of assignment for the employee and his/her dependents
● the break policy every 3 months (for 6 months of the mission)
● evacuation for the employee.
How to applyTo apply, please send your CV and cover letter to our page before the deadline.
Applications are processed in the order in which they are received. ALIMA reserves the right to close the offer before the initial deadline if an application is accepted. Only complete applications (CV in PDF format + letter of motivation) will be considered.
Female candidates are strongly encouraged to apply.
Important remarks●Only successful applicants will be called for an interview.

●No monetary transactions, neither demands of favours in kind, nor other types of favoritism will be tolerated in the recruitment process.POSTULER