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

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Admin Assistant at Solidarites International (SI)

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