Project Administration Manager At ALIMA


The story of ALIMA began in 2009 in Niger. While the entire medical profession witnessed an alarming peak of acute malnutrition and increasing infant mortality rates, the health structures for managing malnutrition were becoming increasingly rare. The year before, many international NGOs had been expelled from the country

  • Experience 2 years
  • Location Katsina

ALIMA’S SPIRIT: ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals. We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.
Our CHARTER defines the VALUES and PRINCIPLES of our action:

Putting the Patient First
Revolutionizing humanitarian medicine
Responsibility and freedom
Improve the quality of our actions
Placing trust
Collective intelligence

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender and sexual violence as well as towards inaction in the face of alleged or proven acts of violence. The protection of those benefiting from and impacted by our intervention is our top priority in everything we do. Everyone collaborating with ALIMA is committed to:

Respect the charter, the code of conduct, the institutional policies including the policy of protection against abuse of power and sexist and sexual violence, the policy of prevention of corruption and fraud;

Report any violation of the policies, framework documents and procedures to a superior, to a referent or to [email protected]
CARING – INNOVATING – TOGETHER:

Since its creation in 2009, ALIMA has treated more than 4 million patients and today deploys its operations in 11 African countries. In 2018 we developed 41 humanitarian medical response projects to meet the needs of populations affected by conflicts, epidemics and extreme poverty. All of these projects are carried out in support to national authorities through nearly 330 health facilities (including 28 hospitals and 300 health facilities). Whenever possible We work in partnership with local NGO’s to ensure that our patients benefit from the best and most relevant expertise wherever it is, whether within their own country or in the rest of the world. In addition, to improve the humanitarian response, we are carrying out operational and clinical research projects particularly in the field of the fight against malnutrition and viral hemorrhagic fevers

ALIMA’S TEAM: more than 2000 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from coordination teams generally based in the countries’ capitals. These receive support from the 4 desk teams and the emergency and opening team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working to raise funds and represent ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams working on behalf of other organizations such as medical NGOs BEFEN, ALERT Health, SOS Doctors / KEOOGO, AMCP, research organizations PACCI and INSERM, Bordeaux or Copenhagen Universities, the INGO Solidarités International and many others.
COUNTRIES WHERE WE WORK: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, South Sudan, Mauritania.

THE WORK WE DO covers: Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), Hospitalization, Emergencies, Gender Based Violence, Opening / Closing.

ALIMA in NIGERIA
The humanitarian crisis in Nigeria’s northeast and the Lake Chad region is one of the most severe ongoing crises in the world, now entering in its ninth year and shows no sign of abating.

In 2021, at least 8.7 million people are in need of urgent humanitarian assistance in the worst affected states of Borno, Adamawa and Yobe. Up to 5.1 million people risk being critically food insecure during the next lean season (June – August 2021), a level similar to 2016-2017 when famine was looming over Borno State

Nigeria is now facing a second wave of COVID-19 infections. Borno, Adamawa, Yobe states have recorded new cases. Aid actors are intensifying actions and prevention measures

Despite challenges including humanitarian space reduction, aid workers had already provided around 5 million people with life-saving assistance in Borno, Adamawa and Yobe states in 2020.

Conflict, explosive remnants of war and insecurity have cut people off from their main means of livelihoods-farming and fishing. This causes major food insecurity in north-east Nigeria, which COVID-19’s effects on incomes have exacerbated: despite good crop yields, food insecurity is rising. Findings of the October2020 Cadre Harmonize (CH) analysis projected that about 5.1 million people in the three states will be food-insecure in the lean season between June and August 2021 – a 19% and 34% increase on the 2020 (after COVID-19 June CH Update) and 2019 figures respectively. According to the Nutrition and Food Security Surveillance Round 9, conducted in October 2020, the level of acute malnutrition increased in all the three states compared to 2019. Global acute malnutrition (GAM) rates of 10.7% were recorded in Borno, 7.5% in Adamawa and 13.6% in Yobe. According to the survey, several LGAs had high pockets of global acute malnutrition of above the 15% threshold (emergency phase), including Gubio, Magumeri, Mobbar and Bayo in Borno State and all LGAs in northern Yobe. Movement restrictions and insecurity continue to hamper the ability of IDPs, returnees and the host communities to access basic services, livelihoods, and land for farming and grazing. This means that more people will rely on humanitarian aid to survive in 2021.

In 2017, ALIMA continued to implement projects in Muna Garage in Jere LGA, where ALIMA performs general consultations for children under 5 and provides Sexual and Reproductive Health (SRH) to pregnant and lactating women (antenatal and postnatal consultations). An Outpatient Therapeutic Feeding Program (OTP) is also available for children under 5 suffering from severe acute malnutrition (SAM) in the clinic, where women and caretakers are trained to screen their children for malnutrition using the MUAC tape.

In Maiduguri MC, where ALIMA is working in partnership with the University of Maiduguri Teaching Hospital (UMTH), the Inpatient Therapeutic Feeding Center (ITFC) manages children under 5 suffering from SAM with medical complications in a 50-bed capacity building.

In December 2020, ALIMA conducted a needs assessment survey in the north of Yobe where a high level of acute malnutrition was recorded by nutrition sector. The results of this survey prompted ALIMA to open a nutrition and health project covering the Kasasuwa LGA, one of the most affected LGAs and where there was a gap. This project started in May 2021 and fund by ECHO aim to support Karasuwa health facilities and improve access to nutrition and health services including pediatrics healthcare and reproductive health.

ALIMA also support COVID-19 vaccination in Borno and Yobe with focus on most vulnerables.

In parallel ALIMA is opening an emergency nutrition project in Katsina state and is present is Owo state since 2018 for Lassa fever response and research.

POST TYPOLOGY

Mission Location: Nigeria Katsina State

Report to (Direct): Field Coordinator

Report to (Functional ): Finance Coordinator and Human Resources Coordinator

Area: Administration, Finance and HR

MISSION AND MAIN ACTIVITIES

The Project Administration Manager 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.

Accountabilities

  • 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.).
  • 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.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE

  • University degree in finance, administration, and human resources
  • Minimum 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

Method of Application

Interested and qualified candidates should forward their CV to: [email protected] using the position as subject of email.

Important remarks

Only successful applicants will be called for interview.

No monetary transactions, neither demands of favours in kind, nor other types of favouritism will be tolerated in the recruitment process.

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.