Administrative Coordinator - Solidarités International - Myanmar

MYANMAR - Administrative Coordinator
Solidarités International
Closing date: 17 Apr 2011
Location: Myanmar - Yangon

* 6-month salaried contract, beginning 1st March *
Salaried post: from 1700 euros gross per month, according to experience.

MISSION

Solidarités International is a French humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programmes followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, Solidarités International’s programmes are implemented through the joint expertise of around 150 expatriates and 1500 local managerial staff and employees. Solidarités International is currently present in Africa (Burundi, Central African Republic, Southern Sudan, Kenya, Somalia, Liberia, Chad, Democratic Republic of the Congo, Republic of Côte d’Ivoire, Zimbabwe), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar) and in Haiti.

SOLIDARITES IN MYANMAR

Solidarités International has been in Myanmar since Cyclone Nargis struck in 2008. Our teams have since implemented over 15 projects in the Delta, focusing first on emergency relief and then on livelihoods and development assistance. In 2011, Solidarités International plans to leave the Delta area for the first time and work in the Dry Zone, Rakhine (in response to Cyclone Giri of October 2010, which affected 260,000 people), and in Chin State. Solidarités International may stay in the Delta with a small fisheries project.


Currently, there are over 60 nationals and 5 expatriates working on post-development, emergency and recovery programmes in Myanmar. There is a country office in Yangon and a regional base in Bogale, established in 2008, with two field sub-bases. The Bogale programme and the bases will be closed by the end of February. We plan to open three new regional bases in Rakhine State, the Dry Zone and Chin State. Each base will receive direct support from the coordination team in Yangon, and the Administrative Coordinator will be in direct contact with the three bases regarding issues under his or her responsibility.

OUTLINE OF THE POST

We are currently experiencing a period of accelerated growth and require immediate support from an experienced Administrative Coordinator. Currently, a Logistic and Administrative Coordinator is performing the role of Administrative Coordinator; however, the workload is not manageable, and the role will therefore be split in order to enable a smooth handover in March.

Objective: To provide immediate and highly efficient support in the ramping-up of five new projects in February and March.

The Administrative Coordinator will direct and coordinate all administrative, accounting and financial services associated with the mission.

He/she will take part in defining Solidarités International’s human resources policy, and ensure that it is followed.

As Coordinator, he/she is responsible for the mission’s financial balance.

He/she will monitor adherence to Solidarités’ administrative procedures and donor procedures as well as to Myanmar law.

He/she is the point of reference for the mission, and the link between headquarters and the mission for all administrative matters.

RESPONSIBILITIES

Analysis of the socio-economic context:
-Identify administrative partners
-Follow the development of exchange rates, prices and salary levels

HR management of expatriates and nationals:
-Participate in welcoming and administrative briefing of expatriate personnel
-Ensure that recruitment and hiring procedures are respected
-Supervise the archiving, handling and security of Solidarités International’s personnel files
-Ensure that performance reviews are conducted regularly
-Drive the implementation and improvement of Solidarités International’s training policy and monitor staff development
-In conjunction with headquarters and the Head of Mission, take part in defining Solidarités International’s salary and social policies and ensure they are implemented
-Spearhead the implementation of legal systems for representing and consulting in-country personnel and support the management and settlement of conflicts
-Conduct meetings and communication with personnel
-Ensure that any litigation is administratively monitored and represent Solidarités International before administrative and legal authorities if required
-Supervise the administrative management of expatriate human resources

Team management:
-Work with administrators to define administrative personnel needs for the mission and recruit accordingly
-Coordinate, plan and supervise the activities of the administrative team
-Train and appraise the administrative team

Financial, accounting and budgetary management:
-Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle
-Consolidate the mission’s monthly closing accounts
-Prepare, monitor and revise the mission’s financial programming
-Complete the consolidation of monthly budget follow-up and ensure that the mission remains financially stable
-Connect budgetary consumption with activity progress
-Monitor the mission’s operating costs
-Prepare and assist with possible audits or inspections
-Prepare and consolidate the financial sections of proposals
-Integrate the new donor contracts into the financial management of the mission’s projects

Cash management:
-Manage the cash flow between headquarters and the mission
-Ensure that the cash box and coffers are secure at all bases
-Compile and monitor cash flow forecasts

Administrative management of the mission:
-Negotiate and draw up partnership contracts with local partners
-Supervise paper and digital filing, as well as ensuring the security of administrative documents
-Select and contract a lawyer who will examine legal issues and limit any legal risks

Reporting/communication:
-Ensure regular financial and administrative reporting to headquarters
-Consolidate and publish financial reports, in line with donors’ administrative procedures
-Establish and maintain relationships with the administrative authorities at a national level. Carry out constant judicial monitoring, keep up-to-date with local employment laws, check information collected with law firms and insert it into mission’s documentation
-Organize and run information and coordination meetings
-Ensure that Solidarités International’s in-country registration is followed up
-Take part in meetings relating to administrative matters and represent Solidarités
-Act as a link between headquarters and the field for all administrative matters

CANDIDATE PROFILE

Education: Bachelor’s degree in accounting, administration, or related field and at least three years of proven experience in administrative and financial management.

Experience:
-Previous experience in a similar position
-Previous experience of project management in NGO / humanitarian fields
-Proven experience of team management, training and capacity-building

Technical skills:
-Knowledge of administrative and financial management
-Knowledge and previous experience of project cycle management would be preferable
-Knowledge of Solidarites International’s administrative rules and procedures (finance, accountancy, cash management) would be an advantage

Languages: Fluent written and spoken English. French would be an asset.

Computer skills:
-Excellent knowledge of Excel and strong command of the Office suite.
-Accounting software, preferably Saga
-HR software, preferably Homere

Other:
-Good analytical and writing / editing skills
-Ability to work in a humid environment
-Sense of humour

CONDITIONS

Salaried post: from 1700 euros gross per month, according to experience.

Solidarités International will cover accommodation and travel expenses from the expatriate’s home country to the site of the assignment. A monthly Per Diem of 500 USD will be provided to cover food and other expenses.

- Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.

- Vacation: During the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a break during the 3rd and the 9th month (with 500 euros allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 15-day period after six months spent on the mission (Solidarités will cover travel costs).

How to apply
Please send us a CV and cover letter, either through our website or via the following link: https://emea2.recruitmentplatform.com/syndicated/private/syd_apply.cfm?ID=PULFK026203F3VBQB6G8N8NX4&nPostingTargetID=7615.