The Deputy Admin Manager supports the Administrative manager in all tasks and procedures involving Finance and Human Resources. He/she guarantees the correct implementation of HR and he/she is in charge of ensuring that Solidarités International regulations and procedures are followed regarding expenditures commitment and follow-up. List of main activities – to be conducted in accordance with the established internal SI policies is:
TECHNICAL FUNCTIONS :
- Financial, accounting and budgetary management:
- Monitor the monthly closing of base accounts ensuring the correct accounting code, budget contract and line.
- Participate in updating the Accounting pack.
- Verify the accounting files regularly.
- Organise meetings with the Head of Departments for the update of OFUs and LFU.
- Participate in the update of budget follow-up.
- Participate in the follow-up of BOQs and budget development during the proposal period.
- Upload financial documents for validation.
- Ensure the preparation of weekly MTA requests and relevant follow-up.
Implementation of the national HR policy:
- Take part in the development of HR sizing.
- Participate in the implementation of HR policy.
- Propose improvements to employee working conditions.
- Participate in the verification of base job description and other recruitment documents.
- Support the line Manager to ensure the SI functions Grid is applied on the base.
- Support to ensure coherence between SI HR policy and national laws.
- HR management of national staff:
- Support the Administrative Manager to ensure that HR procedures are respected.
- Ensure that personnel files are kept up to date and deadlines respected.
- Monitor the department’s work to review implementation of payroll process.
- Participate in the necessary steps with authorities if required (registering personnel, submitting documents…)
- Participate in the recruitment interviews of B3+ positions.
- Participate in disciplinary measure processes, if requested by the Admin Manager.
- Support the Manager to supervise annual performance reviews at base level.
- Support the Manager to put in place an annual training program, supervise its implementation and monitor its impact in collaboration with coordination.
- Consolidate and update the base organization chart.
- Support the Manager to collect information to compile a monthly statistical report for coordination.
- Conduct the quarterly mailing of HR archives to coordination Internal Department.
- Participate in attendance and leave management of the base.
Team management:
- Support the Manager to provide capacity building trainings for Admin team.
- Support the Supervisor to guarantee minimum administrative services during periods of absence.
- Participate in recruiting staff (Admin department or others).
- Overall support the Admin Manager in ensuring all admin tasks are properly conducted by the admin department and within the deadline.
- Take part in base inductions and trainings and conduct trainings when requested.
- Prepare for and support audits or possible inspections.
- Other tasks as per required by the line manager that fall within the Admin department
