Ended Administrative Senior Manager
Preliminary job information
Job Title: Administrative Senior Manager
Country and Base of posting: Yemen – Sana’a
Reports hierarchically to: Administrative Coordinator
Line management: 1 HR officer, 1 Finance officer and 1 Administrative assistant
Functional management: Administrative teams in the bases
Creation / Replacement (incl. name): Creation
Contract Duration: 6 months (renewable)
Announcing Date: 29/October/2019
Announcement Closing Date: 11/November/2019
Work Starting Date: 01/December/2019
General information on the mission
Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilian victims of marginalization and exclusion, or those hit by natural disasters, wars and economic collapses by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The association leads in average 190 projects a year in the following sectors of intervention: Food Security, Health, Nutrition, Construction and Rehabilitation of infrastructures, Water, Sanitation, Hygiene and Economic Recovery. PU-AMI is providing assistance to around 5 million people in 20 countries across Africa, Asia, the Middle East, Eastern Europe and France.
Yemen is one of the 30 poorest countries in the world with 54% of the population (2014 est.) living below the poverty line on less than two dollars a day. In parallel, since 2011 and the Yemeni revolution, the State is facing major humanitarian challenges. The transitional process failed to provide sustainable peace in the region. The country is now divided in two, with northern Yemen being under severe stress to provide for its population. In March 2015, a Saudi-led coalition began airstrikes in support of southern based pro-government forces, leading to a very unstable situation and dire humanitarian needs.
The armed conflict has spread rapidly throughout much of Yemen since mid-March 2015, with devastating consequences for civilians. Two years of violence has led one of the world's poorest countries into chaos. Around 70% of the population, or 18.8 million people, now depend on humanitarian aid (OCHA); 2.8 million people are displaced; Dozens of schools and hospitals were the target of attacks; 17 million Yemenis are food insecure and 3 million children and pregnant or lactating women are acutely malnourished. The lack of access to safe drinking water and sanitation also affects 14 million people. 14.8 million people have no access to health care. A generation of Yemeni children is at risk, as nearly 2 million children do not have access to education because of conflict, poverty and discrimination. Yemen has turned into the number one humanitarian crisis in absolute numbers of people in need.
PU-AMI’s history in the country and intervention strategy
PU-AMI has been present in Yemen since 2007. From 2007 to 2011, PU-AMI supported the primary health system in Hodeidah Governorate. After a one-year stand-by in 2011 due to security reasons, the mission re-started in July 2012 with a nutrition project focusing both on emergency response and a longer term community-based approach in Hodeidah and extended its activity in Raymah Governorate.
In 2017, PU-AMI continues to concentrate its intervention in 6 districts of Hodeida and 3 districts of Raymah. The number of IDPs in those two Governorates is very large and weight consequently on a population already living in extreme precariousness. The core field of intervention for PU-AMI in these Governorates is an integrated approach on nutrition including community-based activities (OTP/SFP and community mobilization as a strong component of the program, within health facilities, but also within an outreached approach and mobile clinics).
In Hodeidah governorate, PU-AMI works to contribute to reduce the impact and severity of nutritional challenges and to improve health status of most vulnerable populations, through supplementary nutrition integrated response based upon health, hygiene and nutrition education and capacity building (Mobile Health Clinic, support to Health facilities, General Food Distributions, etc.).
In Raymah governorate, PU-AMI is responding to the ongoing nutrition crisis through the same activities as in Hodeidah (primary health care and management of acute malnutrition for children U5 and pregnant and lactating women), as well as running a Stabilization Centre for severely malnourished children with medical complications.
As part of this integrated approach in those two governorates, PU-AMI also implements food security and livelihoods activities, mostly consisting on general food distribution and some Food For Training activities (started in 01/2017). In addition, water, hygiene and sanitation will also be part of PUI intervention in the focused area, with WASH being prioritized in the rehabilitation of health facilities to manage more effectively nutrition activities.
In May 2017, PU-AMI started being a part of the Emergency Cholera Response in Hodeida and Raymah through the set up or Oral Rehydration Points and support of one Cholera Treatment Centre in Raymah.
PU-AMI will also position itself in influencing positions, through effective participation to clusters and sub-clusters (nutrition; food security and livelihoods; WASH) and working closely with relevant government departments (MOPIC; MoPHP).The mission will explore opportunities for geographical expansion through developing and clarifying expansion criteria beyond the current Governorates and District.
The Administrative Senior Manager supports the Administrative Coordinator in the management of the Administrative Department at mission level. He/She is responsible for the proper functioning of the administrative services in coordination, in compliance with the procedures of PU-AMI and donors.
Tasks and Responsibilities
- Administrative and financial support: He/She supervises accounting operations, cash management and administrative tasks at coordination level, ensuring compliance with relevant procedures.
- Budget Follow Up: He/She contributes to the financial follow up of the mission, in coordination with other departments.
- Human Resources: He/She supervises the on-site activities related to human resources management, ensuring that PU-AMI’s human resources policy is properly implemented.
- Management: He/she supports administrators and teams on all matters relating to administration, finance and HR. He/she monitors and trains members of administrative team in all bases.
Specific Goals and Related Activities
- ENSURES FINANCIAL, BUDGETARY, ACCOUNTING AND ADMINISTRATIVE MANAGEMENT
- He/She works in collaboration with the Administrative Coordinator to ensure the setting up and proper use of tools and procedures for financial, accounting, budget and cash management: accounting procedures, accounting records, SAGA, budgets follow up, allocation tables, budget projections, cash forecasts, cash management and cash security among others.
- He/She provides technical support to all bases regarding financial tools.
- He/She organizes and provides training to the administrative national staff in the mission on these tools and procedures, making sure that they are understood and properly applied.
- He/she participates in team-based budget analysis, carrying out the update and analyze of the budget follow-up in conjunction with program and logistic teams.
- He/she oversees the adherence to donor administrative procedures, is responsible for detecting anomalies and proposing adjustments to the Administrative Coordinator.
- He/She updates the allocation table for coordination.
- He/she manages coordination’s cash-flow and supervises that banks and cash boxes are well supplied.
- He/she supervises the upkeep of safes and cash-boxes, guaranteeing the security of funds at all times.
- He/she supervises the management of the secondary safe at coordination level.
- He/she is responsible for the compilation of monthly cash request from all bases and consolidation before sharing with Administrative Coordinator for approval. In the absence of the Administrative Coordinator, he/she might be in charge of the direct sending to HQ finance referent.
- Together with the Administrative Coordinator, he/she tracks the cash flow for the mission and oversees disbursements.
- He/She ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders in compliance with the donors’ guidelines and PU-AMI’s proccedures.
- He/She supervises the bookkeeping at coordination, and in that capacity makes sure that cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents.
- He/She centralizes monthly the accounting for all bases within SAGA.
- He/She carries out a monthly check of advances from each cashbox, the transaction matching at mission level and prepares the monthly calculation of the exchange rate.
- He/She carries out preliminary accounting controls (description, accounting codes, analytical codes, etc.), ensuring that the accounting entries are completed in compliance with internal rules and provides a constructive feedback to the bases before forwarding the consolidated accountancy pack to the Administrative Coordinator.
- In absence of the Administrative Coordinator, he/she is in charge of sending the monthly accounting pack to HQ guaranteeing the respect of the submission calendar.
- In the absence of the Administrative Coordinator, he/she monitors the monthly allocation of Paris costs incurred by HQ.
- He/She sends validated SAGA to all bases following monthly integration at the headquarters.
- He/She monitors voucher creation for all bases at coordination level.
- He/she verifies the accounting files to be sent to the headquarters on a yearly basis.
- Upon request of his/her line supervisor, he/she participates to the annual accounting closure with the administrative team, under the supervision of the Administrative coordinator.
- Upon request of his/her line supervisor, he/she contributes to the preparation of proposals.
- ENSURES HUMAN RESOURCES MANAGEMENT FOR LOCAL STAFF AT COORDINATION LEVEL
- He/She works in collaboration with the Administrative coordinator to set up HR procedures and management tools in compliance with labor regulations of the country of intervention, PU-AMI’s HR policy and the donors’ guidelines. He/she monitors changes on social and compensation policies, evaluates the risks associated and suggests possible updates.
- He/She implements and ensures compliance of HR rules, procedures and tools at coordination level. This includes HR regulations, recruitment, local staff contractual follow-up, payroll operations, HR archiving and any other matter related to HR. He/She monitors the administrative team at coordination level and provides the necessary support to perform the service.
- He/She contributes to the organization of recruitment for all departments at coordination level, monitors and supports the HR team involved in the process.
- He/She participates in the hiring process, as well as in any decisions related to the termination of employment contracts of local personnel at coordination level.
- He/She guarantees the adequate integration of any new employees at the site, ensuring that security, logistic, administrative, HR and finance procedures are explained by the concerned departments and well understood by the new employee.
- He/She is responsible for an adequate administrative follow up of national staff at mission level by supervising payroll operations, calculation of taxes and monitoring of absences and leaves. He/she compiles and checks the database of all bases before sharing with the Administrative Coordinator for validation.
- He/She monitors that all national employees are subject to a written evaluation at least once per contract period and per year.
- He/She handles the management of interpersonal conflicts that arise at coordination level, and refers the matter to the Administrative coordinator, in the event that he/she is not able to resolve dispute.
- He/She ensures a follow up of employees’ career development for the national staff, in collaboration with the employees’ managers and the Administrative Coordinator.
- He/She supervises the archiving (physical and electronic), handling and security of PU-AMI’s personnel files kept at coordination level.
- He/She compiles and checks the monthly HR pack for all bases, provides feedback and shares with the Admin Coordinator.
- He/She ensures that employees at coordination level display behavior consistent with the values upheld by PU-AMI, with full respect for the local culture.
- ENSURES ADMINISTRATIVE MANAGEMENT RELATED TO EXPATRIATE STAFF AT MISSION LEVEL
- He/She organizes the administrative briefing for new expatriate employees.
- He/she ensures the administrative management of expatriates (personal filing, visa, etc.) together with the HoM assistant and provides the necessary support to the member of the administrative team involved in the process.
- He/She is responsible for the adequate implementation of the boarding pass procedure at mission level.
- He/She keeps up-to-date on all documents and developments relating to the right to work and employment in general.
- ENSURES REPORTING AND DISSEMINATION OF INFORMATION
- He/She ensures efficient flow of information to the Administrative Coordinator, and, if necessary, to the operational, program and logistics team in the mission and to the finance and HR teams at HQ level.
- He/She sends the internal and external reports to his/her immediate supervisor, while meeting internal deadlines for endorsement (monthly accountancy and HR packs, cash-glow forecast, tax declarations, donor reports, etc.).
- As per request of his/her supervisor, he/she drafts or participates in the drafting of reports on internal operations in all matters concerning financial, budgetary, accounting and HR management of the mission.
- He/She can be called to participate in financial reporting to donors.
- He/she participates on the organization of audits at mission level, under supervision of the Administrative Coordinator.
- He/She supports the managers at coordination in the performance of their administrative activities, in a functional, not hierarchical, relationship (if applicable).
- In absence of Administrative Coordinator, he/she attends internal coordination meetings and participates actively.
- If necessary, and under his/her supervisor validation, he/she represents the association with partners, local authorities and various actors involved in the financial, administrative, legal and human resource aspects of the mission.
- ENSURES THE MANAGEMENT OF THE ADMINISTRATIVE DEPARTMENT
- He/She ensures the direct supervision and management of HR, finance and administrative officers and assistants in coordination, and indirect supervision of the cooks and cleaners.
- He/She ensures the setting of objectives to be achieved by the administrative department and tracks their realization, leading the mid-term and final appraisal of the members he/she directly manages.
- He/She contributes to the decision making process regarding any hiring or termination of employment of the administrative team in coordination.
- He/She is responsible or delegates responsibility for the integration of new staff within the administrative department, ensuring the relevant tools, procedures and PU-AMI policies are well understood.
- He/She ensures minimum staffing levels for the administrative service during periods of absence (vacation, illness, etc.).
- He/She provides and endorses necessary training for the development of the administrative teams of all bases.
- He/She provides technical support to the administrative teams in the bases and commits to carry-out regular field visits.
- He/She migh be requested to cover for gaps of administrative managers at base level.
- He/She assist his/her direct supervisor in any other task related to his/her field of action that he/she might be requested to take part in.
General Organization of the work
- Line management: 1 HR officer, 1 Finance officer and 1 Administrative Assistant
- Functional management: Administrative teams in the bases if no Base Administrator
- Directly Reports to: Administrative Coordinator
Required knowledge and skills
Bachelor/Master in Administration/Finance or related fields
Any official diploma or training in HR and/or management
3Y experience in a similar position
Experience in humanitarian sector
Experience in both finance and HR
Experience in audits
knowledge and skills
Strong knowledge of the Yemeni labour legal framework
Familiar with donor guidelines
Proficiency in Excel
Required Personal Characteristics (fitting into the team, suitability for the job and assignment)
- Strong humanitarian commitment
- Trustworthiness and honesty
- Independence and autonomy
- Strong sense of responsibility
- Ability to make suggestions and take initiatives
- Good listener and communicator
- Sense of diplomacy and negotiation
- Adaptability to changing priorities
- Good resistance to stress
- Good analysis and discernment capacities
- Pragmatism, objectivity, an ability to take a step back and analyze
- Organization and priority skills
- Rigour but able to be flexible when needed
- Capacity to delegate and to supervise the work of a multidisciplinary team
- Mobility, able to travel around the country and internationaly
If you believe that you have the qualifications and skills to excel in this position, please send a one page cover letter and a CV in English as well as relevant diploma and other certificates by email to email@example.com no later than 11/November/2019. The subject of the email should be heading « Administrative Senior Manager ».
Only applications respecting these criteria will be considered. Do not apply unless you meet minimum application requirements or you will not be considered.
Only short-listed candidates will be contacted.