Administrative Manager

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation, and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty-five countries, SI's teams – more than 2400 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting culture.

Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH.

Solidarités International is an equitable employer committed to finding all forms of discrimination. SI will never ask for any remuneration to take part in a recruitment process.

MISSION

Goal/Purpose:

The Administrative Manager supports the Base Manager in processing accounting and financial transactions, as well as in all tasks and procedures associated with HR for the base. 

He/she assists the Base Manager to define and implement national HR policies at base level.

He/she is responsible for implementing and monitoring, in close collaboration with the Base Manager, administrative, financial and HR procedures on different bases.

The Administrative Manager manages the administrative teams with the support and under the supervision of the Base Manager.

He/she manages the cash processes (cash transfer, donor payment…) at mission level under the supervision of the Base Manager.

JOB

List of main activities:

Financial and budgetary management:

• Elaborate and import budget parameters in SAGA after validation of the desk financial officer
• Check the monthly projects budget follow ups according to Solidarités format
• Prepare the monthly global budget follow up document
• Prepare the financial reporting requested by authorities (government, ministries…) to be validated by the administrative coordinator and/or the HoM before submission
• Supervise the monthly closing, review and integration of the accounting for his/her mission
• Supervise the verification of the accounting files before they are sent to HQ
• Prepare for and support audits or possible inspections

Accounting management:

• Monitor enforcement of cash payment rules and accurately record transactions in Saga
• Send the monthly accountancy package to HQ after validation from the administrative coordinator and manage directly the monthly        integration at HQ level with the desk financial officer and his/her assistant
• Send all supporting documents relating to account closure to HQ as requested by the accounting manager and desk financial officer (If no    accountant is present)
• Centralize the base’s accountancy within the Saga software
• Supervise the verification of the base’s accountancy (descriptions, accounting codes, budget headings, reconciliation, monthly exchange rate)
• Supervise the physical verification of invoices and cash inventories in each Balzac
• Management of the mission bank Balzacs
• Send Saga after integration to the different bases
• Supervise vouchers and other back up documents to be sent to HQ on a 6 month basis
• Lead the semi-annual and annual accounting closure with his/her administrative team and under the supervision of the administrative coordinator and/or the desk financial officer(accrual expenses, balance of holidays, debt situation, asset purchases, donations in kind, etc.) 

Cash Management:

•  Centralize the monthly cash forecast of each base and prepare the document under the supervision of the administrative coordinator
• Process and monitor the cash transfer from HQ in Paris
•  Manage the cash-flow at mission level and ensure that banks and cash boxes are well supplied for each base
•  Monitor the security of funds and propose improvement of the internal cash transfer process at mission level to the administrative                 coordinator
• Monitor donor installment at field level (if any)

Administrative follow up

• Monitor the implementation of administrative, financial and HR rules and procedures
• Ensure that the administrative calendar is respected by the administrative team
• Follow up on the lease agreement
• Ensure completion of paper and digital filing, as well as securing administrative documents on all bases
• Supervise the back up of all files at coordination level on a regular basis and ensure the filling of these documents

Legal follow up

• Track changes in national laws and policies
• Prepare and control tax payments, (income tax, VAT…)

Implementation of the national HR policy

• Take part in the development of the national HR policy
• Participate in defining and monitoring the implementation of HR policy and social welfare on the mission
• Evaluate risks linked to changes in social policy
• Propose improvements to employee working conditions
• Ensure appropriateness and coherence between mission job descriptions and SI standard job descriptions
• Ensure the SI job matrix is applied on the mission and the recruitment process respected
• If necessary, participate in rewriting the salary matrix (benchmark...)
• Continually ensure coherence between SI HR policy and national laws

HR management for national staff

•  Ensure that declarations and payment of taxes and charges are made to relevant organizations
• Keep informed of all bills and changes associated with employment law, employment in general, and staff training. 
• Improve staff working conditions in close collaboration with the administrative coordinator
• Collect the necessary information for monitoring changes in the cost of living.
• Check the monthly salaries
• Verify the base’s salary databases and payroll processing (Balzac XX)
• Check the update at base level of the HR linked information through Homère software
• Supervise the update of all HR-related documents at mission level and filing at coordination level
• Monitor adhesion to national HR policy at mission level
• Update staff records and follow up HR deadlines
• Consolidate and update the mission organization chart 
• Supervise annual performance review deadlines, contract dates…
• Participate in creating an annual mission training plan, supervise its implementation and measure its impact
• Participate in the mission HR policy
• Check that job descriptions fit the standard job matrix and ensure that the recruitment process is respected

Expatriate HR management

• Organize the administrative briefing of expatriate employees 
• Ensure the administrative management of expatriates within the SI mission (file, visa, plane tickets, etc.)
• Supervise the filing of international staff documents

Team management

• Supervise and train base administrators 
• Conduct regular field visits to the different bases
• Supervise the admin staff at coordination level
• Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness, etc.)
•  Participate in implementing staff promotions
•  Participate in the implementation of career planning and the management of staff mobility
• Make a list of schools and training programs in the country
• Improve recruitment procedures
• Participate in recruiting in-pat executives
• Ensure relations with employee representatives, in particular by taking part in their meetings

Reporting/Communication

•  Help the administrative coordinator with creating operations proposals and drawing up financial reports
• Establish and maintain relationships with the administrative authorities at national level
•  Maintain relationships with other NGO & INGO, authorities and other partners on request
• On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up  minutes to the administrative coordinator

Education & Experience Requirements:

EDUCATION: Bachelor degree in social science, economics, business administration, or any other related field. Master degree will be given preference.

EXPERIENCE:

• Five Years of working experience with INGOs in  humanitarian sector.
• Two Years of working experience with INGOs in managerial positions.
• Experience in Southwest Afghanistan will be a key asset. 

TECHNICAL SKILLS:

• Must have strong knowledge of administrative management, office operations, and facilities management.
• Must have ability to manage budgets, cost control, and resource allocation effectively.
• Must have strong report writing, documentation, and record management skills.  
• Knowledge of SAGA and Homere is an asset.

TRANSVERSAL SKILLS:

• Autonomy/being pro-active/problem solving.
• Ability to work under pressure & adaptibility.
• Communication (both internal and external).

LANGUAGES:

• Fluent in English, Dari, and Pashto.

TECHNICITY: Practical knowledge on SI process, procedures and compliance standard will be an advantage.

ANALYSIS/STRATEGY:  Ability to analyze administrative and operational requirements, develop effective strategies, mitigate risks, and implement continuous improvements to support organizational goals and field operations.

Dear Applicant,

Solidarites International never asks job applicants for a fee, payment, or other monetary transaction. 

Please note that:

• SI is committed to a fair and transparent recruitment procedure.
• Only the HR department will contact you during the recruitment process.
• Only short-listed candidates whose application meets the criteria will be contacted & local applicants from the same province are encouraged to apply and will be given priority.
• ply for this vacancy, please submit your CV and Cover Letter in single PDF or MS Word Format in the given email address (recruitment@solidarites-afghanistan.org) and also submit your application form by using the following link.

Administrative Manager – Fill out form

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As part of your application, it is essential that you include your full name and vacancy number (full name/vacancy number) for example: (Ahmad or Mahmood/AFG-IMZ-ADM-106-2026) in the subject line, and the position title Administrative Manager -IMZ in the body of your email. Otherwise, your application will not be considered.

Please make sure that you have filled in the application form accurately and completely & at the end of the application, you have pressed the Submit button.

Email / Application Form: recruitment@solidarites-afghanistan.org