Support/Admin Manager

Objective 1: Responsible for all the Finance Department in the base

• Financial responsible of the program reporting, including management of audits and other financial control mechanism implement by the donor, HQ or the Government and financial programming in coordination with the PM;
• Overall supervision of the implementation and sound financial, procurement and budgetary procedures in line with Terre des Hommes standards and procedures;
• Coordinates and supervises the financial office and its resources (including supervision of data entry in the accounting software, training of accounting system of Terre des Hommes in this task and control of their work);
• Controls, authorizes and signs all the authorization forms, bank transfers and cheques, after proper checking of all the supporting documentations;
• Monitors all the funds of projects, prepares cash-flow reports and funds requests forms from Delegation or HQ;
• Supervises and approves the bank reconciliations and cash counts for all projects;
• Participates and controls on monthly financial closure files, respecting the deadlines according to financial procedures;
• Prepares Budget Follow Up files for each projects with full coordination with PMs on a monthly basis;
• Prepares detailed calculation file for all the loans, HQ costs, OH costs, NSSF and Income tax that need to be reimbursed to Delegation or HQ bank accounts;
• Controls and authorizes all the salaries transfer lists and cheques prepared by Finance officer;
• Participates in the development of the Admin and Procedural tools at the Delegation level, when required.

Objective 2: Oversee for all the Logistics and procurement department in the base

• Administers the procurement processes in line with TDH overall country procedures and standards;
• Supports TDH Delegation in the accomplishment of the monitoring and look after of procurement and other procedures in line with TDH and other applicable standards (incl. market research, the purchasing procedures, formulation of contracts and reporting, etc.);
• Ensures all the Logistic Procedures are respected at office level.

Support and supervision of the supply chain:

• Ensure adequate coordination among programme department, administration and logistics department
• Supervision of the Procurement and Logistic officer, in coordination with the Supply Chain Manager: supervision of orders, purchasing, transport and supply
• Equipment Management:
• Support the Logistic Manager in ensuring the implementation of the country equipment policy (procurement, renewal, depreciation, use…) and ensure the adequacy of equipment to suit requirements and users
• Support the Logistic Manager in supervising the correct and documented transfer of equipment on completion of projects
• Fleet Management Support:
• Supervision, in coordination with the Logistic Manager, of fleet planning
• Support the Logistic Manager and Procurement/logistic officer in overseeing the vehicle movements of the bases
• Office Cost and expenditure analysis: 
• Control and analysis of logistical costs, support the log/procurement officer in preparing the annual budget
• Validate the monthly logistical expenditure forecast for the Office
• Oversee the Compilation of the Logs monthly reports by the Procurement and Logistic Officer

Objective 4:  Focal Point for coordination between support functions, the delegation and / or the programs, and preferred interlocutor for the support of the programs.

• Coordinates with other support managers in different TDH offices in Country;
• Contributes to the support of TDH Delegate in the Financial planning of the activities of the Foundation in the country, in reporting accordingly (initial planning, mid-year reviews, final reporting) and in supervising the implementation of the related budgets;
• Prepares and coordinates with PMs all the budget revisions/amendments files according to each Donor’s rules and templates.

Objective 5: Management of the Admin team and supervision of the Logisitic/procurement team

• Participates in the recruitment process of the team member;
• Ensures that all team members have an updated TOR and are appraised at least every year;
• Follows up on personal activity or development plans;
• Handles all the HR issues related to the team.

Objective 6: Report, Capitalization & Communication

• Supervises all filing mechanism in Admin department and ensures it is being done properly;
• Coordinates with Country Supply Chain Manager & Country Logistic Manager for all interrelated functions and tools, to enhance the work flow of TDH operations.