Administrative Supervisor 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: Administrative Supervisor

Location: Borno
Employment Type: Full-time

Mission and Objectives

• Provide administrative Support through the management of personnel files, recruitment and onboarding as well as supervision of housekeeping staff to enhance effective service delivery.

Tasks & Responsibilities

• Assigns work, provides direction to staff and ensures that assigned tasks are completed.
• Ensures effective and appropriate staff coverage.
• Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.
• Participates in the recruitment and selection of staff by performing duties such as advertising vacancies locally, screening resumes, interviewing applicants and providing input on selection.
• Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
• Performs a variety of secretarial duties such as drafting and typing routine correspondence, arranging meetings and taking minutes.
• Maintains a variety of financial records such as petty cash fund, purchase orders and cheque
• requisitions. Provides input into budget formulation.
• Maintains staff and program information using spreadsheet and/or database software.
• Performs other related duties as required.

Payroll Management:

• He captures the variable elements of the payroll in Homer
• He validates the requests of installments and records them on Homer,
• He collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Homer payroll software he/she establishes the monthly pay slips
• It publishes the ballots and verifies that each ballot is correctly established,
• He has checked and targeted salary listings by the logistician-administration or field administration manager,
• It prints the bulletins and closes the pay of the month. At the end of the contract, he establishes the balances of all accounts
• It verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software,
• He/she prints payslips and gives to staffs and files acknowledged copy
• He causes these elements to be targeted and transmitted to the employee.

Administrative and Accounting Management:

• He/she in charge of accounting management under the supervision of the logistics and
• administration manager and under the responsibility of the Accountant, in strict compliance with
• ALIMA internal procedures
• He reports the inconsistencies to the Accounting Coordinator or the Field Administration Coordinator.

Policy Implementation:

• Implementation of prevention measures against abuse of power, gender-based and sexual violence:
• Ensures that his/her team, partners and community members are aware of ALIMA's policy and have access to information (complaint escalation mechanism, focal point...).
• Facilitates the organization of training and awareness sessions
• Implements standards related to the prevention of abuse of power, gender-based violence and sexual violence.
• Ensures that team members and partners involved in the project (Ministry of Health, national partners, etc.) follow training and awareness sessions and apply the rules for preventing abuse.
• Contributes to creating and maintaining a nurturing and protective environment for his/her team, community members and project partners.

Experience and Skills
Experience:

• Degree / HND in Accounting, Business Admin or another related field.
• At least 2 years experience in administrative duties preferably with ALIMA or other INGOs

Required Skills:

• Essential computer literacy (Excel, Word, Outlook and Internet)
• Well organized with good negotiation and communication skill
• Ability to work as part of a team, a part of multi-cultural and multi-disciplinary team, in emergency and under pressure, to manage stress easily and result oriented
• Ability to work in close collaboration with MOH staff
• Can work and create teamwork, flexible, and committed to the assigned position
• Interest in and commitment to ALIMA’s activities.

Languages:

• English language
• Local language will be a plus

Conditions

• Contract term: contract under Nigerian law, 4 months renewable with 1months’ probation. Level 6.

Application Closing Date
5th January 2024.