Admin Manager

Goal/Purpose

The Administrative Manager supports the administrative coordinator in processing accounting and financial transactions, as well as in all tasks and procedures associated with HR.
He/she assists the administrative coordinator to define and implement national HR policies at mission level.
He/she is responsible for implementing and monitoring, in close collaboration with the administrative coordinator, administrative, financial and HR procedures on the different bases.
The Administrative Manager manages the administrative teams with the support and under the supervision of the administrative coordinator.
He/she manages the cash processes (cash transfer, donor payment…) at mission level under the supervision of the administrative coordinator.
He/she takes on the functions of the administrative coordinator in case of absence.
List of Main Activities
Financial and budgetary management:

Elaborate and import budget parameters in SAGA after validation of the desk financial officer
Check the monthly projects budget follow ups according to Solidarities format
Prepare the monthly global budget follow up document
Prepare the financial reporting requested by authorities (government, ministries…) to be validated by the administrative coordinator and/or the HoM before submission
Supervise the monthly closing, review and integration of the accounting for his/her mission
Supervise the verification of the accounting files before they are sent to HQ
Prepare for and support audits or possible inspections
Accounting management:

Monitor enforcement of cash payment rules and accurately record transactions in Saga
Send the monthly accountancy package to HQ after validation from the administrative coordinator and manage directly the monthly integration at HQ level with the desk financial officer and his/her assistant
Send all supporting documents relating to account closure to HQ as requested by the accounting manager and desk financial officer (If no accountant is present)
Centralize the base’s accountancy within the Saga software
Supervise the verification of the base’s accountancy (descriptions, accounting codes, budget headings, reconciliation, monthly exchange rate)
Supervise the physical verification of invoices and cash inventories in each Balzac
Management of the mission bank Balzacs
Send Saga after integration to the different bases
Supervise vouchers and other back up documents to be sent to HQ on a 6 month basis
Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the administrative coordinator and/or the desk financial officer (accrual expenses, balance of holidays, debt situation, asset purchases, donations in kind, etc.)