Solidarities International (SI) is starting activities in North-eastern Nigeria in August in the fields of Wash.
 

POSITION : Log/Admin Assistant

Team management

Train and support team members under his or her supervision
Assist in the recruitment process
Prepare shift planning for watchmen

Reporting / communication:

Participate in supervision of regulations in effect
Support his/her line-manager in relations with local administrative authorities

Activities related to Administration:
Administrative management of personnel:

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 in Monguno
Assist the administrator for the administrative management of recruitment and hiring in Monguno
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

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
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:

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
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

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)

 Profile required :
Training: Logistics, Administration, Finance, HR Management
Languages: English, Haussa, Kanuri
IT skills: Good knowledge of Office software : Excel, Word, Outlook
Professional experience: 2 year of experience in similar position (NGO/Private or Public sector)
Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player.

POSITION : Purchase Officer

Mission

The purchase officer carries out the purchases for the programs and structure for his/her assigned base.
He/she is one of the guarantors for implementing and respecting Solidarités International purchase procedures.
He/she is responsible for filing and archiving logistics documents linked to purchases

List of main activities
Knowledge and monitoring of the market:

Take part in the analysis of the local purchasing environment
Update price lists and supplier files

Implementation of purchasing process:

Receive and process requests for quotes and IOFs after verification and approval by his/her line manager
Implement purchases while respecting the rules and approval procedures established by donors and Solidarités International
Ensure that products purchased correspond to the requirements of the purchase officer's requirements in terms of quantity and quality
Ensure that the format of, and information on quotes and invoices comply with regulations
Ensure compliance with administrative procedures for the management of advances and payment of suppliers
Establish and archive purchasing files in accordance with the rules of Solidarités International and its donors
Monitor and update IOFs electronically

Reporting/Capitalization:

Ensure the compilation of price lists and suppliers
Ensure the monitoring of IOF requests and inform purchase officers of the status of their orders

ORG CHART POSITION (reporting and functional relationships)

Line manager:

Purchase Manager, logistician

Functional Manager:
Functional Report(s):

Profile required :
    Training: Logistics, Administration, Finance, HR Management
    Languages: English, Haussa, Kanuri
    IT skills: Good knowledge of Office software : Excel, Word, Outlook
    Professional experience: 2 year of experience in similar position (NGO/Private or Public sector)
    Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player.