المنظمة الدولية للمعوقين - مدير إدارة

 
JOB ADVERT
TITLE: ADMINISTRATION MANAGER
PLACE: TRIPOLI – LIBYA
 
 
This position is open to Libya national only and no double job
 
 
JOB CONTEXT
 
Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.
 
Handicap International is an independent and impartial aid and development organization with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.
 
For further information about the organization: www.hi.org
 
Visit https://Libyacv.com for more vacancies.
TYPE OF CONTRACT:
 
FIXED TERM
 
 
GLOBAL OBJECTIVE OF THE POSITION
 
The Administration Manager carries out administrative, accounting and financial management of HI’s operational base in Tripoli, in compliance with Handicap International and its donor’s 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 on the  base.
He/she supports, monitors and trains the members of the administrative team.
Visit https://Libyacv.com for more vacancies.
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 after consultation with the Administrative Coordinator
Ensure the payment of staff salaries according to an established schedule
Calculate taxes, complete returns and make statements and payments to the necessary organizations
Assist in conflict management and resolution on the base
Conduct meetings and communication with personnel, take part in weekly base coordination meetings
Update the base organization chart when changes occur to staffing on the base

 

Human resources

 

Ensures that HR processes are implemented at base level by all departments and support managers in their role in the implementation of the 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 Administrative Coordinator and Head of Mission 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 after consultation with the Administrative Coordinator
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 manager 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 manage 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 the Administrative Coordinator for validation

 

Budgetary / financial monitoring:

 

Update allocation boards for Tripoli base
Update and analyse budget follow up in conjunction with the logistics team and project teams
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

 

Administrative management of the base

 

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 by the Administrative Coordinator or Head of Mission
Supervise the sending of administrative files to the Administrative Coordinator
Ensure administrative and financial reports are made to the coordination team 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

PROFESSIONAL STANDARDS:
HI workers must adhere to the values and principles outlined in HI Code of conduct. In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.
 
 
 
Application should include CV and motivation letter. Incomplete motivation letters and applications received after the deadline will be disregarded.
 
Interested candidates send their CV to recruitment@Libya.hi.org with the subject reference “ADMIN TRIPOLI”
 
Application closing date is 16 July 2019.
 
Only short-listed candidates will be called for an interview and testing.
 
 
“Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities”
 
“Apply at Handicap International job offers is free of charge”
 

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