Project Administration Manager at the Alliance for International Medical Action (ALIMA)

The Alliance for International Medical Action (ALIMA) is an independent humanitarian medical NGO that was created in 2009 by professionals of humanitarian medicine. ALIMA’s mission is to provide medical care in emergency situations or medical catastrophes.

We are recruiting to fill the position below:

Job Title: Project Administration Manager

Location: Yobe
Report to (Direct): Project Coordinator
Report to (Functional): Finance Coordinator and Human Resources Coordinator
Area: Administration, Finance and HR

The Alima Association

• ALIMA has been present in Nigeria since 2016. Its actions are part of a regional response strategy to health and nutrition emergencies, with a focus on pediatric, maternal-infant and epidemic interventions. ALIMA is present in North-East Nigeria in Borno State (MMC and Jere LGAs) and in Yobe State (Bade and Karasuwa LGAs) where it provides outpatient and inpatient healthcare and nutrition services for IDPs and host communities. In North-West Nigeria, ALIMA is in Katsina State (Kaita LGA) to respond to increased nutritional needs. ALIMA is also present in the South-West, in Ondo State (Owo LGA) where teams are treating patients for Lassa fever and conducting research into improved treatment.
• In Yobe state, ALIMA ensures since May 2021 outpatient access to nutrition and health care, and hospitalization for children under five. In Karashuwa LGA, ALIMA currently delivers outpatient health care (emergency primary health care, Mental Health and Psychosocial Support -MHPSS, clinical management of sexual and gender-based violence, deliveries, antenatal and postnatal care, etc.) and supports ambulatory management and referral of Severe Acute Malnutrition (SAM) cases in 5 Primary Health Care Centers (PHCCs): Waro, Jajeri, Jajimaji, K. Garun Guna and K. Galu. ALIMA also provides inpatient care for SAM cases with complications within its 45 beds stabilization center located in Gashua General Hospital, Bade LGA. In order to improve the early detection of SAM cases among communities, ALIMA provides for MUAC and edema training to mothers, as well as Infant and Young Child Feeding (IYCF) training, both at the ITFC and community level through a trained network of community nutrition counselors and community health workers. ALIMA additionally supports these health facilities through the supply of medicines and medical equipment, as well as building the capacity of the Ministry of Health (MoH) staff. 
• ALIMA ensures access to water and sanitation in health centers through the rehabilitation of latrines, as well as solid and medical waste management. Hygiene promotion activities within communities are also conducted. ALIMA also regularly undertakes epidemic emergency responses in the state, such as its response to a cholera outbreak in Yobe at the end of 2021 as well as a 3 months measles outbreak response from the beginning of April 2022.
• Since the start of the Yobe project in May 2021 until September 2022, ALIMA conducted 1,065 MHPSS consultations and 2,309 deliveries, and trained 52,723 mothers and caregivers on MUAC and edema detection. Treatment of SAM cases with complications at the ITFC level started in May 2022 and ALIMA has until September 2022 admitted 519 cases.

Mission and Main Activities

• Is in charge of the program's administration, finance and Human resource. Together with the Program Managers, he/she is responsible for expenditure and compiles the budget tracking reports for each program. He/she also manages cash flow.
• Is responsible for the implementation of Human Resources policies in the project and the correct Administrative Management of all staff working in the project.
• Advise Project Coordinator on set up (org chart) and together with the HR Coordinator, update the project’s organizational chart and job descriptions.
• In close coordination with the Project Coordinator and the HR Coordinator, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget following-up.
• Ensure hiring, carry out amendments and contract termination formalities for employees at project level, according to labour local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance.
• Assist the Project Coordinator, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities.
• Supervise/perform payroll procedures, ensuring that all data related to monthly salary calculation of national employees of the project are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments.
• Support, in close coordination with the HR Coordinator, the project line managers in detecting training needs, in properly evaluating people performance and in potential identification, in order to improve people capabilities, and their end results contribution to mission goals.
• Plan and supervise, in close coordination with the HRCo, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.
• Together with the Project Coordinator, support the line managers in implementing the internal communication policies in order to boost staff active participation and ALIMA commitment.
• In close collaboration with the Project Coordinator and HRCo, applies the administrative procedures part of any Memorandum of Understanding (MoU) in force between local partners (eg. Ministry of Health, etc.) and ALIMA. 
• In close collaboration with the Project Coordinator and HRCo, looks for the best options to avoid and/or solve possible labour conflicts in the project.
• Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted.
• Is responsible for all movements and/or accommodation of staff in the Project.
• Implement circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank conciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
• Implement and supervise transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following ALIMA guidelines and rules, and using the respective software in place.
• Ensures that monthly accountancy closure is taking place and controlled, with due quality and on due time.
• In close collaboration with the Project Coordinator and the Finance Coordinator, analyse and follow up the project budget, in order to ensure that funds are used according to funding contracts and to proposing corrective action. 
• Ensures all HR, Administrative and Financial reporting of the Project (Homere and SAGA monthly closure, SitReps, etc.).

Experience And Skills
Experience

• University Degree in Finance, Administration, and Human Resources
• Minimum of 1 year experience in Finance & HR management Experience with medical international NGO, an asset Team management and supervision skills  Perfect knowledge of MS Office package, especially Excel & Word Knowledge of Saga (Finance software) & Homere (HR software) is highly appreciated Rigorous, stress resistant and good adaptation capacity.

 Applicant qualities:

•  Sense of organization, method and autonomy Adaptable and diplomatic Used to working in a team in multicultural contexts Skills in training and support

 Languages:

•  English is mandatory (written, read, spoken), Hausa is an asset.

Application Closing Date
7th April, 2023.

Method of Application
Interested and qualified candidates should send their CV, Cover letter and Credentials as a single document to: [email protected] using "Project Administration Manager - Yobe" as the subject of the mail.

Note

• Applications are processed in the order of arrival and we reserve the right to close the offer before the term initially indicated if a good application is successful.
• Only full applications will be taken into account.
• Only accepted applications will be contacted.
• Female candidates are strongly encouraged to apply.