Admin Assistant at Solidarites International (SI)
Employment Nigeria
11-Nov-2017
BORNO ,
NGO
Solidarites International (SI) a French humanitarian organisation committed to providing aid in the event of conflict and natural disasters etc.
POSITION : Logistics/Admin Assistant
Objectives
- The log-admin assistant supports his/her line-manager in processing accounting operations, following-up Human Resources issues, implementing and supervising all logistical activities.
- Lends support to carrying out urgent activities and the filing and archiving of official and/or internal documents.
- Temporarily takes on the basic tasks of the line-manager in his/her absence.
Main Task
- Assist in the recruitment process
- Evaluate the team members under his or her supervision
- Prepare shift planning for watchmen
- Reporting / communication:
- Participate in supervision of regulations in effect
- Team management
- Train and support team members under his or her supervision
- Ensure the minimal replacement of members of the admin/log services in case of absence
- Support his/her line-manager in relations with local administrative authorities
Activities related to Administration
Administrative management of personnel:
- Supervise the physical maintenance and safety of cash boxes
- Prepare monthly closing, revision and integrity of accounts for the base
- Issue vouchers, supervise archiving of records
- Participate in audits or any checks issued by partners or head office, at the base level
- Participate in the consolidation of budget follow ups and cash forecasts at the base level
- Monitor due dates for payments of contracts managed by the administrative coordinator
- List liquidity needs in concert with the admin coordinator
- Carry out pay-outs and advances, within established guidelines
- Keep the registry of cash pay-outs and the cashier’s register
- Record budgetary transfers and keep accounting codes
- Verify, before recording, that records conform to regulations and procedures of Solidarités International
- Translate accounting documents if necessary
- Exchange currencies at request of superiors
- Follow-up of visa and air ticket of expatriate team and apply on time for extension
- Organize national and international travels
- Welcome and participate in administrative briefing of new personnel
- Assist the administrator for the administrative management of recruitment and hiring
- Participate in the organization of training
- Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of Solidarités International employees
- Ensure the confidentiality of all HR datas
- Participate in the monitoring of work contracts on the base
- Collect payment details and integrate them into the Human resources management software (Homère)
- Issue pay slips and supervise payment of salaries after approval by the administrator
- Calculate taxes and duties and create pay records for the relevant organizations
- Keep an organization chart up to date for the base
- Assist the administrative in the organization and conduct of meetings with personnel representatives
- Participate in the application of policies relating to salaries and benefits for Solidarités International
- Monitor changes in the cost of living
- Treasury / accounting / management
- Verify cash balances daily and report any discrepancies to superior
- Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
- Guarantee security of the cash and confidentiality of information.
Activities related to Logistics:
- Negotiate prices, deadlines and methods of delivery
- Ensure that relationships with suppliers are monitored
- Organize and supervise all logistic aspects and documentation for good/supplies transport: way-bills, packing lists, final delivery/distribution records
- Management of vehicle fleet
- Assist in the planning and execution of service work on vehicles
- Organize the weekly movement of vehicles
- Ensure that a tool box and emergency kit are available on board all vehicles and ensure drivers check the kit is always complete
- Check that vehicle log books are in place and are used correctly
- Assist in monitoring and consolidating fuel consumption and miles travelled for all vehicles
- Prevent misappropriation of fuel and spare parts
- Monitor the administrative documents for all vehicles
- Management of equipment/telecommunications
- Management of supplies
- Update price lists and supplier databases
- Control Solidarités International purchase procedures
- Verify and process quote requests and IOFs
- Prepare and archive purchase folders
- Implement purchases, monitoring adherence to validation regulations and procedures
- Assist in installing and securing materials
- Assist in monitoring and maintaining materials
- Assist in the planning and execution of service work on generators/motor pumps
- Organize training sessions in the use of means of communication
- Management and monitoring of IT equipment
- Update antivirus software
- Provide teams with adequate means for data backup
- Ensure the maintenance and correct use of IT equipment
- Management of stock
- Supervise the maintenance and securing of warehouses
- Carry out regular stock checks and physical inventories
- Ensure/Supervise the basic maintenance of premises (office and guesthouse).
Personal Abilities
- Languages: English, (Haussa, Kanuri a plus)
- Professional experience: 1 year of experience in similar position (NGO/Private or Public sector)
- Personal qualities: reliable, honest, very good organization, good knowledge of the local market
Technical competences:
- Training: Bsc. Accounting/HND Accounting
- Microsoft Office ( Excel and Word skills).
How To Apply
Candidates should send their CV's and suitability statement as a single attachment to: job.applications@solidarites-nigeria.org with subject of the email as Position Title/Location and the CV/Suitability Statement should be saved in the applicant’s full name.
Sorry the application deadline for this job has elapsed
