Solidarités International (SI) a French humanitarian organisation that started activities in North-eastern Nigeria in August 2016 in the fields of Wash 

POSITION : Administrative Coordinator, Assistant

Responsibilities 

• Supports the administrative coordinator in processing SI's financial management on a mission.
• Charged with ensuring that SI rules and procedures regarding commitment and follow up of expenses are followed at the base level as well as at the coordination level.
• Offers administrative support to administrators and teams on all matters relating to finance and administrative purpose

Team Management:

• Participate in training the administrative teams
• Ensure that mission Administrative assistant, accountants and cashier are trained
• Train and supervise Financial team of coordination
• Support Log/Admin Base manager regarding financial part of their Job.
• Do regular field visits on the different bases

Financial and Budgetary Management:

• Carry out preliminary budgetary controls, consolidation of monthly Budget follow up to be forwarded to the administrator and regularised
• Check the monthly projects budget follow ups according to Solidarités format
• Consolidate, update and check the Allocation boards
• Consolidate, update and check the Allocation boards

Management of the Mission’s Accounting:

• Send SAGA to bases following monthly integration at the headquarters
• Monitor voucher creation at bases level and the monthly return of base documents to the coordinating level
• Verify vouchers and other accounting documents to be sent to the headquarters every 6 months
• Supervise the semi-annual analytic closure and the annual accounting closure with the administrative team, under the supervision of the administrative coordinator or his/her deputy (expenditure incurred, analytical and budgetary allocation, leave balances, donations in kind, equipment assets etc.)
• Ensure that lease contract sums due are paid and distribute the burden of costs
• Check with the HR department that the personnel database is complete and up-to-date
• Allocate invoices for expenses from/for other missions (inter-mission expenses)
• Centralize the accounting for different bases within SAGA
• Verify the accounting for the different bases (description, accounting codes, analytical codes, monthly exchange rate)
• Carry out a systematic monthly check of advances from each cash box (matched and unmatched)
• Carry out transaction matching at a mission level
• Carry out physical checks of supporting documents received from the bases
• Check cash box inventories and bank reconciliations for each Balzac
• Ensure that the monthly accounting documents are compiled and sent to the headquarters: accounting board, DATA salary, cash box inventories, bank reconciliations, HOMERE backup)
• Carry out the required accounting changes if necessary (reallocations etc.)
• Integrate the exchange rates sent by the headquarters into SAGA every month
• Monitor the monthly allocation of Paris costs incurred by the headquarters within SAGA

Administrative HR Management:

• With support of HR Deputy Coordinator , Verify and carry out salary monthly payment
• Register salary in relevant Balzac (VXX)
• With support of HR Deputy Coordinator Ensure that Salaries taxes are paid to the authorities

Administrative Management of the Mission:

• Supervise paper and digital record-keeping, as well as ensuring the security of administrative documents and accounting documents
• Conduct the quarterly mailing of accounting archives to headquarters after internal inspection
• Support Administrative Coordinator to negotiate and draw up partnership contracts with local partners and ensure that they are followed and complied with SI and Donors regulation

Cash Management:

• Compile weekly cash flow forecast from the bases and manage in collaboration with Admin Co and Accounting Supervisor to transfer cash to the bases
• Compile and monitor cash flow forecasts and forward them to Line Manager
• Prepare 3 months cash flow forecast for the mission to Admin Co to validate for headquarters
• Manage the cash flows between Coordination and Bases, and ensure that bases receive supplies
• Ensure that the cash box and coffers are well kept and that funds are secure at all bases
• Monitor the security of funds and propose improvement of the internal cash transfer process at mission level to the Administrative Coordinator

Legal Follow Up:

• Prepare monthly WHT calculation and Payment
• Ensure that declarations and payments of taxes and contributions are made to the relevant organizations/Authorities
• Follow the evolution of the national laws and policies
• Prepare and control the tax on salaries payment (NSIF, pension Fund …) in coordination with the HR Coordinator deputy

Reporting/Communication:

• Coordinator, monitor whether accounting documents are consistent with interim and final financial reports
• Establish and maintain relationships with the administrative authorities at the national level. Carry out constant judicial monitoring, keep up-to-date with local employment laws, check information collected with law firms and insert it into Solidarités International’s documentation
• Prepare and assist with audits or possible inspections/

Requirements

•  2 years of experience in similar position. (NGO/Private or Public sector)
• Personal qualities: rigorous, organized, able to manage important workload, good learning capacity, good communication, reactive, team spirit, good written and analyses capacities, resistance to stress.
• Training/education: Finance/ Accounting/Business Management / Administrative management diploma
• Languages: English compulsory
• Finance related skills : accounting, tax calculation, administrative management, Finance management related local authorities networking
• Good knowledge of Office software : Excel, Word, Outlook, Power Point, SAGA or other accounting software is a plus.

How To Apply
Candidates should send their CV's and cover letter as a single attachment to: job.applications@solidarites-nigeria.org  with the position and location a the subject and the CV/Cover Letter should be saved in the applicant’s full name.