Administrative Manager Masters Job

MISSION AND MAIN ACTIVITIES
Level 9: The Administrative Manager supervises Administrative operations of the Nigeria Mission Office and its component projects. Ensures the implementation of ALIMA policies and procedures in Administration in the Mission.

The Position holder will be visiting all ALIMA projects, Muna and ITFC in UMTH, Yobe, Owo, Katsina as well as in any other locations that ALIMA may have field operations in the future.
POST TYPOLOGY
Mission Location: Nigeria, Abuja

Report to (Direct): Human Resources Coordinator
Report to (Functional): N/A
Staff Reporting to him/Her: HR/Administration Assistants

MAIN ACTIVITIES
Processing of the monthly payroll

Update the payroll database regularly throughout the month, ensuring that all additions, deletions and changes are recorded completely and accurately and that supporting documentation is filed.
Consolidate and review mission payroll, ensuring it is accurate and complete.
Work with the Base Admins and to ensure that signed time sheets and pay slips are received, tracked and filed correctly for all staff
Control the payroll from ODOO and ensure all the backup are done and filed monthly
Ensure all the national staff are enrolled and have their pension PIN number, TIN Number and NHF and follow up with Finance for payment taxes, social security, pension, national house fund and other charges
Submit a final version of the payroll database to the HRCo on a monthly basis
Produce annually statement of taxes remittances to all coordination team and ensure some practice is done in the project

Contract Administration for National staff

Ensure that contracts and contract amendments are processed in a timely manner, communicated, and documented properly.
Ensure that administrative processes for employee separations are followed properly, and that necessary documentation and information is recorded for the processing of end of contracts.
Providing Administrative support to all projects and be able to fill project Administration Gaps.

Expats Administration

Support the HR and Administrative Assistant on all international movement and Visa request and renewal for all Expat.
Ensure all the local movement are managed properly by the HR and Administrative Assistant.
Keep record for all break documentations for Expat
Make Sure all the boarding pass are collected and photocopy and filled in expat each file

Maintain Administration Files/Records

Ensures that standard Administration data is stored appropriately, updated in timely fashion, and is available as required;
Maintaining systematic Administration databases and filing systems (incl. staff lists, leave register etc.) and technical referent of ODOO Management
Ensure that all the absences are properly monitor and ODOO is updated on all the absence and all documentations are filled properly

Reporting, Data and Communication

Coordinate the planning, monitoring of all national staff leaves and related administrative processes.
Ensure timely and correct salary payment of national staff according to national labour law and ALIMA guidelines, including timely payment of Staff Social Security, income tax or other taxes as required by labour law.
Responsible for compilation and verification of project and coordination monthly report before submission to the HR Coordinator
Contribute to the Administration Monthly Sitrep
Support the finance department and each base to prepare the Administration portion of internal and external audit.

Implementation of prevention measures against abuse of power, gender-based and sexual violence:

Ensures that his/her team, partners and community members are aware of ALIMA\'s policy and have access to information (complaint escalation mechanism, focal point...).
Contributes to creating and maintaining a nurturing and protective environment for his/her team, community members and project partners.
Work closely with the PSEA Manager.

Staff, Safety, Health And Working Environment

Ensure that obligations are met in terms of Hygiene, Safety and working conditions in compliance with the occupational health and safety policy;

EDUCATION, WORK RELATED EXPERIENCES & SKILLS
Education:

A Bachelor's degree in Administration, Business Management, or other related fields
A Master's degree in any of the above is preferable.

Experience:

Proven track record in Administration and management;
Four (4) years professional experience in Administration management with an International NGO
Knowledge Expatriate Administrative management in the Nigeria.

Skills and Competencies Required

Highly organized, detail oriented and able to work under pressure.
Disciplined, rigorous, self-motivated and able to set and meet deadlines and work autonomously
Capacity for analysis, synthesis and reporting of large amounts of information

Skills and Competencies Preferred

Proven skills in administration and management;
Demonstrated experience in applying Administration management protocols;
Excellent inter-personal skills, and a good understanding of human relationships;
Good guidance, counselling and negotiation skills, at all levels;
Good team work skills;
Adherence to ALIMA Charter.
Knowledge of ODOO is an Asset

Languages:

Professional-level competency in English orally and in writing.
Others are an asset like Hausa, Kanuri

Contract term: contract under Nigerian law, 6 months renewable.
Salary : As per ALIMA Salary grid

The Alliance for International Medical Action (ALIMA) is an international medical organization, founded in 2009. ALIMA's aim is to provide a high standard of healthcare in situations of emergency or medical disaster and to improve the practice of humanitarian medicine by developing innovative projects associated with medical research. The specific feature of the association is to base its operating methods mainly on partnership with national medical players. By pooling and capitalizing on their skills, ALIMA and its partners give as many people as possible access to a high standard of treatment.
Since its creation, the association and its partners have successfully developed in line with the increase in humanitarian medical needs, especially in Western and Central Africa: 580,000 patients treated in 2014 including over 25,000 hospitalizations, new governance between the partners of the medical NGO platform in the Sahel, new innovative approaches and operational research projects. ALIMA also responded to the Ebola emergency by opening a 40-bed Ebola treatment centre in Guinea. With operations in eight countries, 15 projects, over 1,200 employees and a budget of €19.5 million, ALIMA is a dynamic NGO, effectively deploying medical aid for the most vulnerable.