One (01) Administrator

Description of the NGO and its activities in Senegal

Education / Qualifications

ENGIM is an Italian NGO specialized in the field of active vocational training in Senegal since 2017. The NGO works through projects aimed at improving food security and promoting innovation initiatives in the agricultural transformation sector, as well as institutional strengthening and support to civil society actors and the population. For more information: www.engiminternazionale.org – www.engimstartup.org – Facebook ENGIM Senegal Project description SEEDS – Governance and Innovative Agroecological Networks for Feeding the Economy in Senegal aims to contribute to strengthening food security and resilience of local food systems in Ziguinchor and Sédhiou regions, through an integrated approach combining agroecology, vocational training, entrepreneurship and territorial governance. The beneficiaries are mainly young people, women, producers, farmers, fishermen, cooperatives, EIGs, vocational training centres (CFP) and local institutions engaged in the development of agri-food sectors. Local communities will also indirectly benefit from increased food production, job creation, improved animal health and ecosystem protection.

Responsibilities

General Responsibilities and Areas of Expertise The Administrator will be responsible for supporting the project manager and the ENGIM team in organizing all components related to the administrative management of the project. He/she ensures the proper budgetary execution, the compliance of expenses, the reliability of accounting records, the quality of financial reporting and compliance with internal procedures and requirements of the lessor.

• Quotations and administrative procedures for the procurement and supply of services
• Maintenance of project accounting files
• Classification of accounting documents
• Management of the caisse Specific responsibilities Accounting
• Responsible for the day-to-day running of the caisse;
• Compiles all the information and prepares the request for supply of the caisse
• Check the conformity of purchase records, invoices and payment receipts according to ENGIM and lessor procedures;
• Pays, classes and archives files;
• Subjects itself to checks at the request of the Administrator Italy; Maintains the accounting, organizes the documents and records them according to ENGIM accounting procedures;
• Monitors the quality of accounting wording;
• Checks invoices on the basis of agreements or contracts signed with partners and suppliers;
• Performs the payment of invoices after validation by the Project Manager;
• At the request of his superior, make a photocopy or scan all accounting documents before their shipment to the coordination;
• Performs the archiving of accounting documents; Prepares the dispatch of accounting to coordination on request of its hierarchy; RH
• Prepares contracts and endorsements relating to human resources that it submits to its hierarchy for validation;
• Updates and reports any anomalies in the personnel files to the Italy Administrator;

Other information

• Gathers all the documents necessary for administrative or tax formalities, hiring, termination or termination of an employee’s employment contract (drafting of the employment contract or amendment, declaration of taxes, calculation of the balance of any account, and other similar operations);
• Manages the payment of taxes;
• Organizes the individual files of national and expatriate staff;
• Is bound by an obligation of confidentiality relating to HR information, and other information qualified as confidential by ENGIM.
• Responsible for the payroll data management of employees with the establishment of pay slips, and invoices, and tax statements and social charges, taking into account the necessary elements (absences, leave, overtime, recovery days, etc.).
• Prepares salary documents after validation by the project manager. Ensures that payment is made. The latter is made by bank transfer order or check;
• He/She may be required, as part of his/her duties, to perform other tasks at the express request of his/her supervisor. Financial and budgetary management of the project
• Monitor the overall budget execution of the project (ENGIM and partners).
• Check the eligibility of expenses in accordance with the financing contract and the management/renunciation manuals of the lessor.
• Implement and update financial monitoring tools (dashboards, cash flow forecasts, consumption rates).
• Prepare and monitor disbursement requests and the management of advances.
• Coordination and financial supervision of partners
• Support and supervise the financial/accounting teams of project partners
• Harmonize accounting and financial practices between ENGIM and partners. Check the consistency of partner accounts with the budget and project rules. Organize financial capacity building sessions if necessary. Financial Reporting and Audits
• Prepare interim and final financial reports for the project.
• Consolidate the financial reports of the partners in a single report of the consortium.
• Ensure the preparation and support of external audits.
• Respond to the observations and recommendations of auditors and the lessor. Compliance and archiving
• Ensure compliance with lessor procedures, procurement rules and traceability requirements.
• Ensure the secure physical and digital archiving of all financial documents of the project.
• Ensure compliance with contractual reporting and justification deadlines.

Candidate profile

Candidate Profile (Training, Experience, Skills, Attitudes)

• Higher degree in administrative or financial management or equivalent, obtained at least 5 years ago

Experience

• 3 years of proven experience in a similar role within an NGO,
• A perfect command of French (spoken and written)
• Mastery of computer tools: Excel, Word and Power point and Internet
• Knowledge of European PRAG procedures
• Have good managerial qualities
• Be rigorous, flexible, organized
• Good planning ability
• Êbe able to work independently and in a team
• Êbe able to work under pressure and carry out multiple tasks simultaneously

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