Assistant Account Manager

CTG overview:

• CTG staff and support humanitarian projects in fragile and conflict-affected countries around the world, providing a rapid and cost-effective service for development and humanitarian missions. With past performance in 17 countries – from the Middle East, Africa, Europe, and Asia, we have placed more than 20,000 staff all over the world since operations began in 2006.
• CTG recruits, deploys and manages the right people with the right skills to implement humanitarian and development projects, from cleaners to obstetricians, and mechanics to infection specialists, we’re skilled in emergency response to crises such as the Ebola outbreak in West Africa. Key to successful project delivery is the ability to mobilise at speed; CTG can source and deploy anyone, anywhere, in less than 2 weeks and have done so in 48 hours on a number of occasions.
• Through our efficient and agile HR, logistical and operational services, CTG saves multilateral organisations time and money. We handle all our clients’ HR related issues, so they are free to focus on their core services.
• Visit www.ctg.org to find out more

Overview of position:

• CTG West Africa operations is looking for a dynamic Assistant Account Manager (A-AM)who can support the Account Manager (AM) with contractors’ recruitment, onboarding, mobilization & ensure the Duty of Care (DOC) for our staff, incident management & reporting.

Role objectives:

• The selected candidate is expected to assist the AM & the Country Director. Specific responsibilities will include but not be limited to:

HR management:

• Support & coordinate the mobilization of contractors & ensure the smooth start up of new projects, s / he will be responsible for ensuring deployment plans & agenda, coordinating with the client’s Program Manager; filing all administrative documents, ensuring that the system and personnel management Standard Operating Procedures (SOP’s) are in place, compiled & updated.
• Under the supervision of the AM, s / he will control / perform payroll procedures ensuring that all data related to the monthly salary calculation are correctly entered (days off, unpaid leaves, sick leaves, overtime, salary advance, CTO, etc.), to ensure on time & accurate salary payments.
• Maintain, keep track of & update payments records received by contractors, generate & submit payslips to contractors.
• Assist the AM in ensuring the invoices are correctly & timely submitted to the clients.
• Ensure clients are regularly updated & client expectations are met under agreed time frames.
• Explain all contract arrangements to consultants & ensure that contractual obligations are adhered to.
• In close collaboration with the AM, looks for the best options to avoid & / or solve possible labour conflicts in the project.

DOC / Security:

• Provide support to CTG international contractors to organize their deployment in their new duty station.
• Gather any necessary information for all CTG contractors at field level such as utilities, medical service provider & health claim issues & liaise with th AM.
• After relevant personnel training, the A-AM must ensure that TAYO portal is updated at all times.
• Support Field Security Officer (FSO) with bi weekly headcount & provide security guidance & advice to our contractors, both internationals & locals alike.
• Act as a focal point between insurers & contractors / emergency liaison persons in medevac.
• Support documentation collection in case of an accident & liaise with the AM & insurers.
• Review consultant’s performance timely under client’s requirements.

Administrative tasks:

• Establish central filing system with guidance from the AM.
• Ensure SOP’s are in place & complied.
• Translate documents (French to English & vice versa) upon request.
• Provide administrative support to staff & visitors.
• Manage timely & accurate response to client orders, information, documents & letters related to CTG’s activities in line with AM / Country Manager (CM) approval.
• Schedule in house events, town halls with CTG AM’s & management.
• Take minutes at all meetings & share minutes.
• Prepare correspondence, memos, reports, presentations & emails to CTG WA concerning the field office operations.
• Ensure inventory is kept at the office level & periodic verification of existence is carried out.
• Provide inputs / recommendations to CTG senior management for planned missions at a local level.
• Make logistic arrangements, including flights reservations, accommodation & follow up with travel permits for project staff & visitors.
• Keep abreast & monitor of policies & procedure developments in relevant United Nations (UN) bodies & regularly internally share summaries & / or updates.
• Attend coordination meetings on behalf of the CM or AM’s when instructed.
• Update the project’s organizational chart & job descriptions.
• Assist with ensuring compliance with local labour law.

Other general responsibilities:

• Produce weekly reports to the CM.

Project reporting:

• The A-AM will directly report to the AM & Operations Manager (OM).

Key competencies:

• Bachelor’s degree in Business Administration, Human Resources (HR) or Admin related field.
• Minimum of 2 years of demonstrable HR experience.
• Fluency in English & French is essential.
• Relevant local language skills are desirable.

CTG values:

• Excellence: We deliver with quality, speed & value. Excellence represents the importance we place on delivering an exceptionally high quality & cost effective service to our clients in addition to our ability to mobilise at speed. We are obsessive about customer service & it comes through in everything we do. We will always go the extra mile for our clients & consultants.
• Professionalism: We are lawful, ethical & reliable. At CTG we strive to act in a professional manner at all times, we adhere to laws & we are ethical in our conduct & because of the above we are a reliable implementation partner & a reliable employer for our staff & consultants.
• Integrity: We are moral, honest & accountable. We do what is right. We uphold moral principles & we are honest & transparent. With that we are also accountable for our actions & our impacts.
• Commitment: We promote inclusion, prosperity & peace. Commitment represents that we are committed to our people & our local communities & we do what we can to include, promote prosperity through decent work & also promote peace. This one is also built upon our commitment to SDGs 5, 8 & 16 too.

Team management:

• This role has no team management responsibility.

Further information:

• Qualified female candidates are encouraged to apply for this role.