المنظمة الدولية للمعوقين - مدير شؤون إدارية - طرابلس

TITLE: ADMINISTRATION MANAGER

PLACE: TRIPOLI - LIBYA

This position is open to Libya national only and no double job



JOB CONTEXT



Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.



Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details about the organization: http://www.handicap-international.org/



Type of contract: FIXED TERM





GLOBAL OBJECTIVE OF THE POSITION



The Administration Manager carries out administrative, accounting and financial management of Tripoli base, in compliance with donor and Handicap International procedures.

He/she supervises accounting operations and cash management, and carries out budget follow up in conjunction with the project managers.

He/she is also one of those charged with ensuring that Handicap International’s Human Resources policy is properly implemented at Tripoli base.

He/she supports monitors and trains the members of his administrative team



RESPONSIBILITIES


Administrative management of personnel

Assist in welcoming and integrating new personnel, ensure they receive administrative briefing

Supervise the administrative management of personnel recruitment and hiring at Tripoli base

Supervise the archiving, handling and security of Handicap International personnel files

Draft employment contracts for employees at Tripoli base, and ensure that they are adhered to.

Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel

Centralise training requests from teams and set up a training plan

Assist in ordering and determining disciplinary measures

Apply the formalities provided for sanctions and for termination or breach of contract

Supervise the collection of elements needed to establish wages and monitor their proper implementation

Calculate taxes, complete returns and make statements and payments to the necessary organizations

Assist in defining Handicap International’s salary and social policies and implement them at base level

Evaluate risks linked to changes in compensation and social policies

Oversee the setting up of legal representation and consultation bodies for personnel at Tripoli base, and assist in conflict management and resolution

Conduct meetings and communication with personnel

Track the cost of living

Update the base organization chart

Human resources

Ensures that HR processes are implemented at base level by all departments and supports managers in their role in the implementation of HR cycle (recruitment, induction, performance review, identification of training needs, training planning, disciplinary measures, etc.)

Ensures all action taken at base level is in line with the legal framework of the country and HI internal policies and regulations

Coordinate the recruitment process for all departments at base level

Coordinate the implementation of the performance reviews and support managers in its implementation with their team

Support managers in the implementation of disciplinary measures

Alert the support services coordinator and the field coordinator in case of any difficulties and/or any if infringements are noticed

Team management

Define the needs of administrative personnel at Tripoli base, propose relevant adjustments to the team’s organisation and recruit according to the resources allocated

Train, support and evaluate the administrative team at his/her assignment base

Ensure each member of the team has an individual action plan and conduct performance reviews

Ensure strict application and respect of the internal regulation by the staff under your supervision, take disciplinary action when necessary in accordance with internal policy/process

Plan and direct the activities of the administrative team

Lead meetings for the administrative team

Ensure conflict resolution within your team

Cash-flow/bookkeeping

Manage Tripoli base's cash-flow and ensure that banks and cash boxes are well supplied

Manage transfers and ensure the security of funds

Formulate cash-flow forecasts with the logistics officer and the project managers

Supervise the upkeep and security of safes and cash-boxes

Manage all disbursements and commitments of expenditure, in compliance with Handicap International procedures

Supervise account keeping at Tripoli base, monitor cash balances

Monitor bank books for Tripoli base and keep the safe

Prepare and supervise the monthly closing, review and integration of the accounting for Tripoli base

Verify the accounting files before they are sent to coordination

Budgetary / financial monitoring:

Update allocation boards for Tripoli base

Update and analyse budget follow up in conjunction with logistic and project teams

Make connections between budgetary consumption and activity progress

Propose solutions if necessary

Monitor functioning costs at his/her assignment base

Oversee adherence to donor administrative procedures

Aid the administrative coordinator in formulating financial reports and carrying out audits

Assist in formulating budgets for new projects

Administrative management of the base

Verify and validate all contracts drafted at the base

Assist in selecting Handicap International premises

Ensure administrative monitoring of insurance locations, claims and contracts

Reporting/communication:

Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force

Take part in meetings relating to administrative aspects, represent Handicap International on request and/or by order

Supervise the sending of administrative files to the coordination

Ensure administrative and financial reports are made to the coordination according to the Handicap International administrative calendar


Note: The Administration Manager will be requested to remain very flexible, to respond to additional tasks or changes as identified by line management.



HIERARCHICAL AND FUNCTIONNAL RELATIONSHIPS



Line manager: Administration Coordinator

Functional Manager: Administration Coordinator

Supervision:
Administration Officer


REQUIRED PROFILE



The successful applicant must meet the following requirements:
Diploma in Finances, Management or related domain

At least 3 years of professional experience in humanitarian and/or development context

At least 2 years mandatory on a similar position

Good stress management

Resistance to pressure

Analytical capability

Organized and methodical

Reliable

Strong sense of responsibilities

Strong listening and empathy skills

Ability to adapt, manage priorities and be pragmatic

Diplomatic and with a sense of negotiation

Good communication skills

Honesty and rigor

Excellent communication skills and ability to convey positioning and values of the organization

English mandatory (oral and written) ; Arabic knowledge is a strong asset
Please send your CV and cover letter by email to recruitment@Libya.hi.org with the subject reference “ADMIN TRIPOLI”



Application with CV only will not be considered.



Application closing date is 15 August 2018.



Only short-listed candidates will be called for an interview and testing.

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