The main task of the Project Administrative Manager is to oversee and manage all aspects of human resources, administration, and finance for a project. This includes organizational structure, staffing, payroll, training, legal compliance, financial management, budget monitoring, and reporting. The role also focuses on fostering a supportive work environment, implementing measures to prevent abuse and violence, and ensuring adherence to organizational and local regulations for efficient project resource management.

Responsibilities

Organizational Structure & Job Descriptions :

Collaborate with the Project Coordinator and HRCO to establish and maintain the project’s organizational chart and job descriptions, ensuring alignment with project goals and staffing needs.

HR Operational Needs Assessment:

Work in close coordination with the Project Coordinator, HRCO, and FINCO to assess and calculate HR operational requirements and associated budgets to ensure efficient resource allocation and facilitate budget tracking.

Compliance with Labor Laws:

Execute hiring processes, manage employee contract amendments and terminations, archive and update personnel files, communicate employee rights, and prepare mandatory tax declarations to ensure compliance with local labor regulations.

Staff Planning & Shift Management:

Assist the Project Coordinator and team leaders in creating annual leave schedules and staff shifts to anticipate HR requirements and ensure staff availability for project activities.

Payroll Management:

Oversee and execute payroll procedures, ensuring accurate and timely processing of monthly salary calculations for national employees, including all relevant data such as leave days and bonuses.

Training Needs Assessment & Performance Evaluation:

Collaborate with the project team and line managers to identify training needs, evaluate employee performance, and support potential talent identification for capacity building and enhanced project impact.

Staff Development & Communication Processes:

Plan and manage staff recruitment, training, induction, evaluation, and communication processes in collaboration with HRCO, ensuring staff are well-equipped and knowledgeable.

Internal Communication Policies:

Support the Project Coordinator and line managers in implementing effective internal communication strategies to foster staff engagement and enhance organizational commitment.

Adherence to Memoranda of Understanding:

Work closely with the coordination team to implement administrative procedures outlined in any active Memoranda of Understanding (MoUs) with local partners, ensuring compliance and collaboration.

Conflict Prevention & Resolution:

Proactively identify strategies in collaboration with the coordination team to prevent and resolve labor disputes within the project.

Staff Movement Monitoring:

Oversee and track all staff movements and accommodation arrangements to ensure adequate support for personnel throughout the project duration.

Financial Management & Cash Flow Optimization:

Design and implement financial workflows (cash management, transfers, procurement processes, payment validations) to optimize project cash flow and ensure financial security.

Transparent Accounting Practices:

Establish and uphold transactional procedures to maintain transparent accounting practices and full traceability of financial documents according to ALIMA guidelines.

Monthly Financial Reporting:

Ensure timely and accurate monthly accounting closings, maintaining high standards of quality and adherence to deadlines.

Project Budget Monitoring:

Analyze and monitor project budgets in close collaboration with the coordination team, ensuring funds are utilized according to donor contracts and proposing necessary corrective actions.

HR, Administrative, and Financial Reporting:

Ensure detailed and accurate reporting on HR, administrative, and financial matters pertaining to the project (e.g., Homère and SAGA monthly closures, situation reports).

Prevention of Abuse and Violence:

Implement and enforce measures to prevent abuse of power, gender-based violence, and sexual violence within the project environment, ensuring a safe workplace for all.

Participation in Training Sessions:

Actively participate in training and awareness-raising sessions to stay informed and compliant with organizational standards related to abuse prevention.

Community Building & Support:

Contribute to creating and maintaining a supportive and protective environment for all team members, promoting a culture of respect and care.

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

Participate in training and awareness-raising sessions.

Implement abuse prevention standards.

Ensure that team members follow training and awareness sessions and apply abuse prevention rules.

Contribute to creating and maintaining a nurturing and protective environment.

Experience 

University degree in finance, administration, and human resources.

Minimum 2 years’ experience in Finance & HR management Experience with medical international NGO, an asset.

Perfect knowledge of MS Office packages, especially Excel & Word.

Knowledge of Saga (Finance software) & Homere (HR software) is an asset.

Strong communication skills.

Ability to work on own initiative and adaptability to changing needs and situations.

Flexible, patient, and adaptable to a changing environment.

Ability to work under pressure with numerous deadlines, etc.

A good command of oral and written English is essential.

French is an asset.