Administrative Supervisor 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
  • Job Field Administration / Secretarial

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 alert@alima.ngo
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:

  •  Administrative Supervisor – Mission Location: Nigeria, Kastina.
  •  Project: Katsina Project
  • Management lines: Cleaners & Cook

 LINE MANAGER:

Project Coordinator
 FUNCTIONAL  MANAGER:

HR Coordinator & Finance Coordinator

MISSION AND MAIN ACTIVITIES

The Admin Supervisor is responsible for the management of the administrative files of the national staff and the administrative and accounting management of the project where he works

Function & Responsibilities

I.ADMINISTRATIVE MANAGEMENT OF PERSONNEL

  • Assigns work, provides direction to staff and ensures that assigned tasks are completed. Ensures effective and appropriate staff coverage.
  • Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.
  • Participates in the recruitment and selection of staff by performing duties such as advertising vacancies locally, screening resumes, interviewing applicants and providing input on selection.
  • Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
  • Performs a variety of secretarial duties such as drafting and typing routine correspondence, arranging meetings and taking minutes.
  • Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions. Provides input into budget formulation.
  • Maintains staff and program information using spreadsheet and/or database software.
  • Performs other related duties as required.

II.  PAYROLL MANAGEMENT

  • He captures the variable elements of the payroll in Homer
  • He validates the requests of instalments and records them on Homer,
  • He collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Homer payroll software he/she establishes the monthly pay slips
  • It publishes the ballots and verifies that each ballot is correctly established,
  • He has checked and targeted salary listings by the logistician-administration or field administration manager,
  • It prints the bulletins and closes the pay of the month. At the end of the contract, he establishes the balances of all accounts
  • It verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software,
  • He/she prints payslips and gives to staffs and files acknowledged copy
  • He causes these elements to be targeted and transmitted to the employee.

III.ADMINISTRATIVE AND ACCOUNTING MANAGEMENT

  • He/she in charge of accounting management under the supervision of the logistics and administration manager and under the responsibility of the Accountant, in strict compliance with ALIMA internal procedures
  • He reports the inconsistencies to the Accounting Coordinator or the Field Administration Coordinator.

IV.MONEY MANAGEMENT

  • He/she is responsible for the sums entrusted to him in his safe and manages them with discretion
  • Maintains follow-up workbooks (for operational advances, payroll, suppliers’ advances) and ensures that advances are delivered on time, justified by invoices and do not accumulate,
  • Ensures at least weekly that his physical inventory corresponds to the balance of his workbook in the presence of his supervisor,
  • Checks the balance of bank statements,
  • Signs any difference in cash on his notebook and his manager as soon as he finds it.
  • Plans cash demands based on daily needs during the month (payday advances, month-end pay, daily needs – operational advances and direct payment
  • Provides monthly cash flow with its supervisor and communicates it to the financial coordinator,
  • Signals with his supervisor any operational changes that may require additional funds. He shall pay the suppliers on time (direct payment / operational advances),
  • Receives invoices and receipts, ensures that they are consistent and conform, that they are validated by the purchasing officer and in accordance with the purchasing procedure in force,
  • Informs his supervisor of any difference in price and quantity detected in order to resolve or validate it,
  • Pay by the most appropriate means (cash, checks, transfers) and ensure that they are received by the recipient (stamp, signature …).

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.

You meet the following qualifications:

Education

Degree/HND in Accounting, Business Admin or other related field.

Experience

2 years experience. INGO experience is added advantage.

Languages  

Local language essential. Mission language desirable.

Knowledge

  • Essential basic mathematics and use of measuring equipment.
  • Desirable computer literacy (word, excel)
  • Desirable ability to do basic repairs.

Competences

  • Results.
  • Teamwork.
  • Flexibility.
  • Commitment.
  • Stress Management.

Method of Application

Submit online your Cover letter, CV with colour picture and qualifications with contact details to ALIMA’s recruitment email recruitment@nigeria.alima.ngo Subject: Administrative Supervisor – Katsina

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 ap

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