Support Manager (Administrative, Financial, HR and Logistics) in Nigeria

at  Bibliothques Sans Frontires

Founded in 2007 by the French historian Patrick Weil, Bibliothèques Sans Frontières (Libraries Without Borders) is an NGO that empowers vulnerable populations by sharing culture, education and information. It implements inclusive and innovative projects in 30+ countries, enabling people affected by crises and precarity to educate themselves, dream and (re)build their lives. Thanks to its innovative tools, library of contents and expertise in mediation, BSF and its partners tackle the major challenges of the 21st century such as education, culture, citizenship, community building, health, employment or entrepreneurship.
At BSF, decisions are only based on the applicant’s skills and qualities regarding its needs of recruitment within a respectful and inclusive process. BSF hires and employs individuals regardless of their gender identity, sexual orientation, religion, cultural or ethnic background, or disability.

QUALITIES AND QUALIFICATIONS

Prerequisites: at least 3 years in the field of experience in a similar position in an international organization or other development or emergency actor.

EDUCATION :

• Degree in Finance and Administrative Management, Logistics
• Experience in field logistics (or significant experience in headquarters) within an NGO or other development actor would be a plus
• Experience in administrative management of human resources is appreciated.

EXPECTED SKILLS:

• Knowledge of the administrative and financial rules of donors, in particular AFD
• Strong accounting knowledge
• Knowledge of the Nigerian context.
• Excellent command of read, written and spoken English (French will be a plus)
• Excellent writing and interpersonal skills,
• Knowledge and advanced use of computer tools

INTERPERSONAL SKILLS:

• Sense of rigor, organization, autonomy, natural ease in communication and teamwork,
• Adaptability and pragmatism,
• Adherence to BSF’s values,
• Enthusiasm and sense of humor.

He/she is responsible for ensuring rigorous administrative and financial management of the projects carried out in Nigeria and the related logistical issues, in compliance with the policies and procedures in force within BSF but also with donor procedures. He/she is also responsible of managing the HR but also the legal aspects of BSF Nigeria.
Its missions are as follows:

1. Accounting, Finance and budget management (50%)

• In charge of monthly follow-up and reporting of accounting to HQ
• In charge of local payments in accordance with BSF procedures
• In charge of filling proper supporting documentation of expenses, contracts and commitments in accordance with local regulations, donors’ rules and internal procedures
• Manage cash requests, transfer of funds and ensure the security of the funds in collaboration with the Country Representative
• Adapt and or develop administrative and finance procedures specific to the country of operations
• Guarantee the compliance with the administrative and financial rules of donors and internal procedures
• Monitor and analyze the allocation of HR and project materials
• Prepare administrative documents and budgets related to projects
• Ensure monthly office and projects’ budget update and monitoring in conjunction with the Finance Department of the regional office and headquarters

1. Logistics and procurement management (30%)

• Develop and implement procurement plans that are in line with the objectives of the mission, while meeting the requirements of BSF procurement procedures and donors’ standards
• Guarantee that supply chain is implemented and documented for all purchases to provide the means for programs implementation on a timely and good quality basis
• Ensure regular communication and reports to program team on the field and HQ logistics team
• Manage local call for tenders
• Train local team to BSF logistics procedures
• Ensure the good reception of international shipment in coordination with HQ logistics team and manage customs clearance locally
• Manage the equipment inventory and stock control
• Monitor the vehicle fleet and implement logbooks/fuel consumption tracking
• Ensure premises’ administrative management at base level and identification needs regarding assets and premises
• In collaboration with the country representative, monitoring the context and security situation
• In collaboration with the country representative, implementation of security management tools
• Ensure the security of the premises and the protection of fixed assets
• Ensure the office’s means of communication

1. Legal, administrative and HR management (20%)

• Ensure compliance with BSF’s legal requirements in Nigeria
• Support in the registration of BSF in Nigeria as a local NGO
• Contribute to the definition of HR policy in Nigeria, in conjunction with the support regional coordinator
• Ensuring that the HR policies defined by the association are applied and contributing to their continuous improvement
• Support local and HQ project teams in the organization of their missions and travel (transport reservations, accommodation, perdiem, possible visa applications, etc.)
• Centralising data relating to personnel management, supervising the monitoring of contracts and the payment of salaries
• Supervise recruitment and integration of new recruits
• Coordinate staff capacity building
• Listening to issues raised by teams and guaranteeing satisfactory working conditions