Station Administrator

International Institute of Tropical Agriculture(IITA) · Antananarivo

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Position:    Station Administrator

Contract:        2 years renewable contract                              Location:  Antananarivo, Madagascar

The Station Administrator is responsible for overseeing the day-to-day operational, financial, and administrative functions of IITA's activities in Madagascar. The role manages budgets, financial reporting, procurement, payroll, and human resources administration, while ensuring compliance with IITA policies, donor requirements, and host-country regulations. The position also supports the Country Representative by coordinating with government authorities, donors, and the IITA Hub Office in Dar es Salaam to facilitate the effective implementation of Institute programmes.

DUTIES

• Supervise the day-to-day administrative and operational activities of the station to ensure efficient and effective service delivery.
• Support the financial management of projects in collaboration with the Hub Office in Dar es Salaam, ensuring compliance with Institute policies and donor requirements.
• Coordinate and process payroll requests for Nationally Recruited Staff (NRS) project personnel in a timely manner.
• Prepare and review monthly financial reports, bank reconciliation statements, and other financial records to support sound financial management.
• Oversee the preparation and monitoring of daily cash and bank reports, ensuring the accuracy and integrity of financial transactions.
• Supervise procurement activities and ensure compliance with the Institute's procurement policies, procedures, and applicable regulations.
• Ensure the timely processing and remittance of statutory obligations for NRS staff, including PAYE, pension contributions, and other mandatory deductions.
• Support the Country Representative in maintaining effective relationships with host government institutions and relevant stakeholders.
• Liaise directly with government authorities and other external agencies on matters relating to the Institute's operations in the host country.
• Coordinate and facilitate official visits by donors, project coordinators, national and international partners, and other authorized visitors to project sites and the station.
• Prepare, manage, and monitor the station's operational and capital budgets, ensuring prudent utilization of financial resources.
• Ensure the implementation of, and compliance with, IITA policies, procedures, and administrative guidelines, and recommend improvements to the Regional Administrator where appropriate.
• Liaise with Headquarters and the Regional Hub support units to coordinate the provision of administrative, financial, procurement, ICT, facilities, and other support services required by the station.
• Coordinate local and international travel arrangements for project staff in accordance with Institute travel policies and procedures.
• Establish and maintain effective workplace health, safety, security, and fire prevention measures to safeguard staff, visitors, and Institute assets.
• Oversee the maintenance of accurate and up-to-date administrative, financial, personnel, and operational records in accordance with the Institute's record management requirements.
• Perform any other official duties that may be assigned by the Supervisor in support of the Institute's objectives.

Requirements

QUALIFICATION:

Master's degree in finance, accounting, economics and management, or a related field. Minimum of seven (7) years' experience performing a similar role in a well-structured environment.

COMPETENCIES:

• Strong knowledge of accounting, budgeting, cash management, financial reporting, and project financial management, with proficiency in accounting software.
• Demonstrated experience in grant administration, donor compliance, procurement, and contract management, preferably within an international non-profit or development organization.
• Good understanding of audit processes, risk management, and quality management principles to ensure compliance and operational effectiveness.
• Strong analytical, problem-solving, and organizational skills, with a high level of accuracy and attention to detail.
• Excellent communication, interpersonal, and stakeholder management skills, with the ability to work effectively in a multicultural environment while maintaining the highest standards of integrity and professionalism.

Benefits

REMUNERATION:

We offer highly competitive salaries with equally attractive benefits and excellent working conditions in a pleasant working environment.

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