Administration Manager – Katsina Project – Nigeria – M/F

THE ALIMA ASSOCIATION

ALIMA’S ETHOS: 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:

Patient First – Patient centered medical care

Revolutionizing humanitarian medicine through research

Responsibility and freedom: encourage decision-making by those closest to patients

Commitment to a dynamic of continuous quality improvement

Creating a climate of trust among colleagues

Collective intelligence

Environmental liability

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender-based 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 gender and sexual violence, the policy of prevention of corruption and fraud;

– Report any violation of the policies, framework documents and procedures to a superior, a referee

CARING – INNOVATING – TOGETHER:

Since its creation in 2009, ALIMA has treated more than 10 million patients and today deploys its operations in 12 African countries. In 2021 we developed 60 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 357 health facilities (including 45 hospitals and 312 health facilities). Whenever possible We work in partnership with local NGOs 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 currently work for ALIMA. The field teams, as close as possible to the patients, receive their support from the coordination teams generally based in the capitals of the countries of intervention. These receive support from the 4 desk teams and the emergency and opening service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working on fundraising as well as representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as medical NGOs BEFEN, ALERTE Santé, SOS Médecins / KEOOGO, AMCP, research organizations PACCI, INSERM, Universities of Bordeaux or Copenhagen, the NGO Solidarités International and many others.

COUNTRIES WHERE WE WORK IN 2022:

Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, Sudan, Mauritania, Ethiopia & Ukraine.

THE WORK WE DO

covers: Primary and Secondary Health Care, with a main focus on children and women – including treatment and prevention of acute malnutrition, maternal health, mental health, response to epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), surgery, displaced populations, and gender-based violence, Covid 19.

GOVERNANCE:

ALIMA is governed by a Board of Directors of 10 elected positions and 4 co-opted positions from representatives of West African partner NGOs.

ALIMA IN NIGERIA/KATSINA Context

Nigeria’s northwest region – particularly the State of Katsina – is facing a nutrition emergency aggravated by multiple crises. ALIMA conducted a rapid needs assessment mission in Katsina State during the month of December 2020 and 4 nutrition surveys between March to May 2022.

The very acute malnutrition prevalence found before the lean season coupled with multiple crises (violence against civilians, armed conflict, COVID consequences, and inflation leading to food insecurity and collapse of nutrition programs) in the State, makes us fear an unprecedented number of SAM cases and associated deaths among children under 5 during this 2021 year. Based on these surveys and population figures in Kaita LGA we can expect for the next 6 months nearly 10,000 children at immediate risk of death due to severe acute malnutrition, including 2,000 who will require hospitalization for intensive care. It requires an immediate surge of national and international support to Katsina State MOH before the lean season to reduce mortality through:

• Immediate scaling up of RUTF coverage (current shortage) and urgent validation of RUTF factory in Kano
• Immediate scaling up of outpatient therapeutic program to catch up on as much as SAM cases as possible in Kaita LGA
• Immediate increase of inpatient care for complicated SAM cases in Kaita LGA

ALIMA proposes to focus on the outpatient and inpatients program, in close collaboration with the Katsina ministry of health, by deploying a dedicated emergency team in the targeted areas of intervention to deliver life-saving health care during the lean season, from June 1st to September 30th.

Mission Location: Nigeria, Katsina State

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record or character reference is not available, a statement of good character will be required.

FUNCTIONAL AND HIERARCHICAL LINKS

Report to (Direct): Project Coordinator

Report to (Functional): Administration, Finance and HR

Staff Reporting to him: 3

MISSION AND MAIN ACTIVITIES

Is in charge of the program’s administration, finance and Human resources. 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 national 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 preventive 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 (complaints mechanism, focal point…).
• Facilitates the organization of training and awareness sessions.
• Applies standards relating to the prevention of abuse of power, gender-based violence, and sexual violence.
• Ensures that the members of his/her team and those of the partners involved in the project (Ministry of Health, national partners, etc.) follow the training and awareness-raising 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 partners involved in the project.

EXPERIENCE AND SKILLS

• University degree in finance, administration, and human resources preferred.
• Experience with international medical NGOs and project management desirable.
• Fluent in English, both speaking and writing; French proficiency is an asset.
• Proficient in MS Office, particularly Excel and Word.
• Minimum of 1 year of experience in finance and HR management.
• Familiarity with Saga (Finance software) and HIRS.

CONDITIONS

• Contract term: Contract under French law; contract length: 6 months, renewable.
• Position to be filled: ASAP
• Salary: depending on experience
• ALIMA pays for:
  • Travel costs between the expatriate’s country of origin and the mission location accommodation costs
  • Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee and his/her family
  • Evacuation of the employee