29 Jun 2020

ADMIN COORDINATOR

Job Description

South Sudan Jobs ( southsudanJobs.com )

 

Start date: ASAP

Duration: 12 months (possibility to renew upon funding)

Location: Juba with travel to the field

ABOUT THE MISSION

SI has started to implement its humanitarian response in South Sudan in 2006. Its long lasting presence has contributed to build a wealth of experience in WASH and FSL assessments, implementation and accountability to beneficiaries. In December 2013, SI became a key WASH actor for IDPs in the PoC of Malakal and implemented construction and maintenance of sanitation facilities, waste management and hygiene promotion activities. Following the displacement from Wau Shilluk, SI is also present in Aburoc since 2017 and was one of the very first actors on the ground to implement WaSH activities, and is currently the WaSH site focal point for the cluster.

SI has also implemented food security activities in South Sudan; piloting large-scale unconditional cash transfers amongst IDPs and host communities in Upper Nile State, as well as seeds distribution in Malakal.

In 2017, SI opened a base in Raja, Western Bahr el Ghazal, where SI has been implementing WASH in Health as well as Food Security and Livelihoods programmes in partnership with ALIMA, notably under OFDA, GIZ and SSHF grants. Thanks to these interventions, SI has managed to reach some of the remote locations in Raja such as Timsaha and Boro Medina, giving a good experience in dealing with the different actors in the area.

Furthermore, since October 2018, SI is implementing a WaSH response for Ebola and Cholera preparedness in Nimule and Juba, especially through IPC WASH and WaSH in Health interventions.

Finally, SI is implementing RRM programs since 2012 in many different settings with various interventions, allowing SI to develop deep knowledge and understanding of the different challenges South Sudan is facing.

The 2020 strategy is to continue along the same angles and it is oriented towards the following 2 axes:

  1. Ensure access to emergency WaSH and shelter services for vulnerable and acutely vulnerable populations (EP&R team: all around the country)
  2. Provide the conflict-affected populations of South Sudan with durable and sustainable WASH and FSL support (Raja, Upper Nile, Nyirol county)

The overall budget of the South Sudan mission is circa 2 million USD.

SI coordination is located in Juba and there are 3 operational bases. In total, there are currently 12 expats in the all missions

  • Coordination: currently 7 persons in the coordination team and 1 is under recruitment
  • Raja team: currently 3 expats, 1 FC, 1 PM WAsh and 1 log/admin and 1 PM FSL under recruitment.
  • Fashoda: currently 1 expat RDB Log/admin, 1 PM WASH is under recruitment.

ABOUT THE JOB

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 strategy in South Sudan, 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 the laws of the country in which the intervention is taking place.
He/she is the point of reference for the mission, and the link between headquarters and the mission for all administrative matters.

Key components of the job :

1. Human Resource Management:

  • Build and maintain a team dynamic which enables the objectives of Solidarités International to be carried out in his/her mission
  • Promote the ethics and values of Solidarités International
  • Monitor the implementation of Solidarités International’s human resources policy and procedures (recruitment, EAP, etc.)
  • Monitor the personal and professional stability of Solidarités International employees and ensure that an adequate living and working environment is maintained
  • Verify mission recruitment needs, post profiles and contracts
  • Drive the implementation and improvement of Solidarités International’s training policy and monitor staff development
  • In conjunction with headquarters and HoM, define Solidarités International salary and social policies and ensure they are implemented. Evaluate risks linked to changes in compensation and social policies
  • Drive the implementation of legal systems for representing and consulting in-country personnel and support the management and settlement of conflicts
  • Update the rules of procedure and the HR manual to follow the developing legal framework or any changes in the understanding of this framework
  • Ensure that any litigation is administratively monitored and represent Solidarités International before administrative and legal authorities if required
  • Ensure the implementation and follow-up of the annual mission HR plan in all bases

2. Financial, accounting and budgetary management

  • Define expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle
  • Verify the accounts before they are sent to headquarters
  • Consolidate and check the Allocation boards
  • 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. Propose changes if necessary
  • Monitor the mission’s operating costs
  • Train the mission’s senior staff in how to use the budget follow up tools
  • 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 a mission’s projects, adhering to Solidarités procedures

Specific Challenges:

  1. Fund reception complicated: imagination to find solutions needed
  2. Financial Mission coverage weak, budget flexibility and manipulation knowledge needed
  3. Reactivity to submit new proposals to reach full financial coverage of the mission
  4. Implementation of SOP with remote support due to difficult access to the field offices
  5. Strong capacity building skills needed to support the field offices

YOUR PROFILE

Education and Experience

  • Master’s Degree or equivalent in finance, accounting and business administration
  • Previous experience in human resources and financial management for an international NGO (at least two years).
  • Previous experience in unstable environment (conflict / post conflict country)
  • Experience of team management
  • Experience of both Administration and Finance management
  • Multi-project support experience
  • Previous experience in South Sudan is a strong asset

Knowledge and technical skills

  • Successful experience in management of multicultural teams
  • Knowledge of Solidarites’ rules, tools and procedures is an asset
  • Excellent organizational and prioritization skills and the ability to multi-task and support and/or fill multiple positions at one time,
  • Demonstrates adaptability and flexibility, reliability and solidity, discernment and initiative.
  • Strong resilience and resistance to stress, difficult living and working conditions,
  • Ability to set up and orientate coordination mechanism in an operational way
  • Ability to prioritize tasks and manage a large scope of work

Language

  • Fluent English (written, spoken and read), essential for writing reports and for external coordination.
  • Knowledge of French and/or Arabic is an asset

Computer skills

  • Knowledge of Saga and Homere softwares
  • General computer literacy
  • Proficiency in Microsoft Office Suite, working knowledge of spread sheet and database management.

SI WILL OFFER YOU

Salaried position: According to experiences, salary starts from 2640 euros gross per month (2400 euros base salary + 10% annual leave allowance paid monthly) and a monthly Per Diem of 700 USD.

SI also covers accommodation costs (SI guesthouse) and travel expenses between the expatriate’s country of origin and the place of assignment.

R&R: During the assignment, a system of alternation between work and time off is implemented at the rate of on 7 working days every three months. For a one-year assignment, the expatriate will have a 7 working days break at 3/6 and 9 months (with 850 USD allocated by SI). To these break periods, it is necessary to add the granting of 1 additional rest day per month worked (i.e. 12 days in addition for a 1-year contract)

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.

LIVING CONDITIONS AND SECURITY :

General environement and living conditions

Juba is the State capital, situated just north of the equator and is subject to very hot and humid weather. During the hot season (November to May), temperatures can reach up to the late forties. The rainy season lasts about 5 months from May to October, but temperatures remain quite high.

In Juba: There are three large markets and some supermarkets that cater for most needs with quality meat, vegetables and cheese now being available. However, it is important to bear in mind that the cost of food in Juba is very expensive and eating out can be expensive with prices ranging from $8-30 for a main meal. The variety of restaurants is excellent with every taste being catered for. There are many riverside bars on the banks of the Nile. There’s numerous NGOs based in Juba and the social life is very lively, with sport sessions, movies, parties, etc.

Office and GH are in the same compound but separated (2 linked compounds). There is 1 guest house with 9 bedrooms and internet access, in GH, there is a kitchen (with fridge) and dining/common area with DSTV. Bathrooms are basic (hot water) but comfortable, with real toilets and AC when generator is running (which is not the case in the field). When city power is not available we rely on generators (until 12 AM) or backup batteries system for power so that energy is available (24/7).

Security

There is an internal curfew from 10:30 PM till 9:00 AM in Juba. In certain areas of Juba, this curfew is from 7:30 PM till 9:00 AM. Beside the current security risks associated to a potential attack of Juba by rebel groups, the main security risk in Juba is robbery and police checks at night. It is possible to walk in the streets during the day, providing avoiding some places in town. There’s a night driver for movements out of office hours.

How to apply

If you are committed, dedicated, solutions-oriented and willing to contribute to our programs in South Sudan, we would be happy to hear from you!

Please send us your CV and Cover letter in English via this link: https://emea3.recruitmentplatform.com/syndicated/private/syd_apply.cfm?i…. CV only applications will not be considered.

NB: The vacancy may close before the deadline. Thank you for your understanding.

For further information about Solidarités International, please check our website: http://www.solidarites.org/en/

southsudanJobs.com is the place for jobseekers to find the job of their dreams and for recruiters to advertise their vacancies to find/reach the right candidates.

 

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