Working in conjunction with program managers and the logistics specialist, the HR administrator ensures expenditure is properly allocated and budget monitoring is accurately compiled for each program carried out from the base.
He/she will also be responsible for managing cash flow in line with requirements, as well as any elements relating to the management of human resources on base: pay, recruitment, redundancy, etc. More generally, he/she will adhere to HR and financial policies promoted within the mission by the Administrative, HR and Finance Coordinator based in the capital.
In certain specific circumstances, financial/administrative and HR functions may be separated.
The HR administrator has several different responsibilities:
– Financial: he/she oversees financial, budgetary and accounting management for the base (or the mission for its coordinators) so as to ensure proper use of funds and transparency of management.
– Human Resources: he/she supervises administrative matters for expatriate personnel, helps to define the human resources management policy for national personnel and ensures this is properly followed up.
– Administration and Legal: he/she makes sure that the administrative organization in operation is coherent, that local legislation is complied with and that the legal framework is taken into account.
To qualify for this position, you will need previous professional experience and accredited training relating to the role. The successful candidate must also be thorough, open-minded, and able to listen to others and reach out to them, as well as demonstrating firmness – not rigidity – and the ability to supervise teams.
Delivers financial, budgetary and accounting management for the base or the mission
The administrative coordinator writes the operational strategic plan as a finance plan, so as to secure the mission’s financial equilibrium. This includes monitoring procedures and tools, establishing the mission’s provisional budget in conjunction with the Head of Mission and project managers, and developing the analytical accounting plan in tandem with head office.
Other key duties:
– Produce and review the dashboards required to monitor the mission’s finances.
– Put forward budget adjustment proposals.
– Set up an internal system for controlling expenses/expenditure and ensure that this is properly monitored.
– Organize the monitoring of accounts, plan expenditure and establish the cash flow forecast in conjunction with teams
– Communicate fund transfer requests to head office.
Delivers human resources management in terms of administration and management for expatriate and national personnel
The administrative coordinator defines the HR policy for SOLIDARITÉS INTERNATIONAL in the country for the entire team of national personnel: salary scales, internal regulations and procedures / social policy / drawing up of employment contracts / definition of administrative procedures / and first and foremost career management for national staff (assessment, training, promotion, mobility, etc.).
He/she will be required to develop team management support tools (recruitment and interview assessment grids, etc.) and support the recruitment process.
The HR role may be split, depending on the scale of the mission.
The HR administrator is responsible for implementing this policy and these rules at base level.
Expatriate management is more of an administrative matter, as it essentially involves registering with embassies, managing per diems and advances, and organizing travel (flights/breaks/visas, etc.).
As with all expatriate and national HR, he/she helps to promote health among national employees and ensures that proper administrative follow-up is carried out for all medical evacuations.
The HR administrator does not work in isolation.
He/she has a pivotal role with regards to the financial management of a base (or a mission for the Coordinator). By working closely with the program managers, logistics and the base coordination team, he/she will be able to build his/her reporting tools and share his/her insight on cash flow in order to ensure that projects run smoothly.
This pivotal role is also relevant for the purposes of writing the financial sections of reports sent to donors, liaising with lawyers in any legal matters concerning the mission, and making contact with local partners, authorities, banks and employee representatives, etc.
Lastly, he/she helps to draw up the contractual documentation for the mission: in conjunction with local authorities, local NGO and partners, suppliers, and lease agreements, etc.
The administrator must be able to incorporate an intercultural framework into his/her management practices, either for him/herself or in the support that he/she delivers to other field functions. His/her role is therefore to make expatriates aware of legal compliance and regulatory issues, as well as national customs, so that the program does not generate conflict in any way.
He/she also needs to be able to address the local context, taking into account the specific geopolitical situation of the country and the area in which he/she will be working.
He/she must also be able to incorporate various security aspects into their work, including helping to define procedures and tools relating to money security for missions.
ENGLISH (DEPENDING ON THE COUNTRY)
– Can be easily and unambiguously understood, both verbally and in writing.
– Easily understands the people he/she is speaking to.
– Proficient in basic IT functions (Office).
– Proficient in computerized communication tools (email, internet, communication software, etc.).
– Has excellent writing skills in French.
– Speaks fluently in public and with his/her contacts.
– They are the same as required for any field position:
– He/she must demonstrate adaptability and flexibility, reliability and firmness, as well as discernment and initiative.
– Common sense is however your key tool, along with empathy, listening skills and tpersuasiveness.
Possible career paths
ON THE GROUND
Several possible directions:
Specialist HR or Finance positions may become available depending on the size and scale of the missions, as the volume of work may be too great for just one person.
The administrative coordinator directs and coordinates the mission’s administrative, accounting and financial departments. He/she helps to define SOLIDARITÉS INTERNATIONAL’s Human Resources policy and ensures that it is properly applied. As a coordinator, he/she is responsible for the mission’s financial stability. He/she ensures that SOLIDARITÉS INTERNATIONAL’s administrative procedures are adhered to, along with its donor procedures and the laws of the country in which they are operating. He/she is the mission’s advisor for any administration-related questions, and liaises with head office.
There are also routes into logistics, as the workload for certain missions necessitates the merging of Administrative and Logistics Manager positions.
AT HEAD OFFICE
As we offer the option to swap between working on the ground and working at head office, or should your personal circumstances require you to return to France, we can offer roles at head office that are a logical extension of our field staff positions:
– Field accounting manager
– Financial Desk Manager
– Expatriate recruitment officer
– National Human Resources officer
Photos : © Vincent Tremeau / SOLIDARITÉS INTERNATIONAL – © KienVy-Lam / SOLIDARITÉS INTERNATIONAL