PROJECT ADMINISTRATOR MANAGER MAIDUGURI Project– Nigeria - M/F

ALIMA in NIGERIA

ALIMA has been present in Nigeria since 2016. Its actions are part of a regional response strategy to health and nutrition emergencies, with a focus on pediatric, maternal-infant, and epidemic interventions. ALIMA is present in North-East Nigeria in Borno State (MMC and Jere LGAs) and in Yobe State (Bade and Karasuwa LGAs) where it provides outpatient and inpatient healthcare and nutrition services for IDPs and host communities. In North-West Nigeria, ALIMA is in Katsina State (Kaita LGA) to respond to increased nutritional needs. ALIMA is present in the South-West, in Ondo State (Owo LGA) where teams are treating patients for Lassa fever and conducting research into improved treatment.

Since the rapid increase in Lassa Fever cases in 2018, ALIMA has been supporting the NCDC and the State Ministry of Health in Owo (Ondo State) with case management, active case detection, patient triage, public awareness campaigns, and reinforcement of the Infection Prevention and Control (IPC) measures among health workers in the different hospital structures of Ondo State. As of today, ALIMA is intervening in Owo Federal Medical Centre (Owo FMC) to support the response to the outbreak by providing free laboratory and clinical care for suspected and confirmed cases of Lassa fever and also conducting clinical research. In 2019-2020, ALIMA set up a Viral Haemorrhagic Fever laboratory in Owo to improve patients’ care by providing fast and high-quality diagnoses. ALIMA also takes on community outreach activities and has sensitized more than 6 500 people to Lassa fever.

In addition to prevention and case management, ALIMA is currently participating in the coordination of several studies to better understand the disease in order to improve case management, including an observational cohort study (LASCOPE) to describe the clinical, biological course, management and outcomes of hospitalized patients with a diagnosis of confirmed Lassa fever. With more than 1000 inclusions, the LASCOPE study enables researchers and medical experts to better understand the factors that contribute to the death of people infected with the Lassa virus. It is comprehensively documenting and analyzing the clinical and biological parameters of these patients who were admitted to the Federal Medical Centre in Owo, and more recently to the Alex Ekwueme Teaching Hospital in Abakaliki. By taking an approach that integrates research, patient care and infection prevention and control, the LASCOPE project provides valuable information for the design of future diagnostic tools, vaccines and therapeutic trials aimed at finding a more specific treatment. Following the initial results of the LASCOPE study, ALIMA, and its partners are continuing, with the consent of the patients, to collect data on people admitted to the Lassa fever ward in Owo. The study has already produced several publications, including one in The Lancet.

ALIMA is also implementing a phase II clinical trial (SAFARI) at the Federal Medical Center of Owo (FMCO) to evaluate the safety and efficacy of Favipiravir (antiviral drug). The ultimate goal is to improve specific treatment options and continue with an international phase III trial. All these ongoing and future research activities are in line with ALIMA's strategic priorities to promote research against viral haemorrhagic fevers in Africa.

POST TYPOLOGY

Mission Location : Mission Location : Nigeria, Maiduguri (Borno state)

Management lines: 

• Report to (Direct): Project Coordinator

• Staff Reporting to him: - Finance Supervisor; - HR supervisor

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS 

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record or character reference is not available, a statement of good character will be required.  

MAIN ACTIVITIES

The main task of the Project Administrative Manager is to oversee and manage all aspects of human resources, administration, and finance for a project. This includes organizational structure, staffing, payroll, training, legal compliance, financial management, budget monitoring, and reporting. The role also focuses on fostering a supportive work environment, implementing measures to prevent abuse and violence, and ensuring adherence to organizational and local regulations for efficient project resource management.

RESPONSIBILITIES

• Organizational Structure & Job Descriptions :

• Collaborate with the Project Coordinator and HRCO to establish and maintain the project's organizational chart and job descriptions, ensuring alignment with project goals and staffing needs.

• HR Operational Needs Assessment:

• Work in close coordination with the Project Coordinator, HRCO, and FINCO to assess and calculate HR operational requirements and associated budgets to ensure efficient resource allocation and facilitate budget tracking.

• Compliance with Labor Laws:

• Execute hiring processes, manage employee contract amendments and terminations, archive and update personnel files, communicate employee rights, and prepare mandatory tax declarations to ensure compliance with local labor regulations.

• Staff Planning & Shift Management:

• Assist the Project Coordinator and team leaders in creating annual leave schedules and staff shifts to anticipate HR requirements and ensure staff availability for project activities.

• Payroll Management:

• Oversee and execute payroll procedures, ensuring accurate and timely processing of monthly salary calculations for national employees, including all relevant data such as leave days and bonuses.

• Training Needs Assessment & Performance Evaluation:

• Collaborate with the project team and line managers to identify training needs, evaluate employee performance, and support potential talent identification for capacity building and enhanced project impact.

• Staff Development & Communication Processes:

• Plan and manage staff recruitment, training, induction, evaluation, and communication processes in collaboration with HRCO, ensuring staff are well-equipped and knowledgeable.

• Internal Communication Policies:

• Support the Project Coordinator and line managers in implementing effective internal communication strategies to foster staff engagement and enhance organizational commitment.

• Adherence to Memoranda of Understanding:

• Work closely with the coordination team to implement administrative procedures outlined in any active Memoranda of Understanding (MoUs) with local partners, ensuring compliance and collaboration.

• Conflict Prevention & Resolution:

• Proactively identify strategies in collaboration with the coordination team to prevent and resolve labor disputes within the project.

• Staff Movement Monitoring:

• Oversee and track all staff movements and accommodation arrangements to ensure adequate support for personnel throughout the project duration.

• Financial Management & Cash Flow Optimization:

• Design and implement financial workflows (cash management, transfers, procurement processes, payment validations) to optimize project cash flow and ensure financial security.

• Transparent Accounting Practices:

• Establish and uphold transactional procedures to maintain transparent accounting practices and full traceability of financial documents according to ALIMA guidelines.

• Monthly Financial Reporting:

• Ensure timely and accurate monthly accounting closings, maintaining high standards of quality and adherence to deadlines.

• Project Budget Monitoring:

• Analyze and monitor project budgets in close collaboration with the coordination team, ensuring funds are utilized according to donor contracts and proposing necessary corrective actions.

• HR, Administrative, and Financial Reporting:

• Ensure detailed and accurate reporting on HR, administrative, and financial matters pertaining to the project (e.g., Homère and SAGA monthly closures, situation reports).

• Prevention of Abuse and Violence:

• Implement and enforce measures to prevent abuse of power, gender-based violence, and sexual violence within the project environment, ensuring a safe workplace for all.

• Participation in Training Sessions:

• Actively participate in training and awareness-raising sessions to stay informed and compliant with organizational standards related to abuse prevention.

• Community Building & Support:

• Contribute to creating and maintaining a supportive and protective environment for all team members, promoting a culture of respect and care.

• Implementation of prevention measures against abuse of power, gender-based and sexual violence

• Participate in training and awareness-raising sessions.

• Implement abuse prevention standards.

• Ensure that team members follow training and awareness sessions and apply abuse prevention rules.

• Contribute to creating and maintaining a nurturing and protective environment.