Admin Assistant at Solidarites International

Location: Ngala, Borno
Beginning of Contract: 8/10/2018
Contract Duration: 3 months– Probation period: 1 month
Delocalization Policy: Applicable, according to SI conditions

Mission

• At his/her assigned base level, the administrative assistant supports the administrator in the processing of accounting operations as well as all tasks relating to Human Resources

List of Main Responsabilities
Administrative Management of Personnel:

• 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

Team Management:

• Train and support team members under his or her supervision
• Ensure the minimal replacement of members of the admin services in case of absence (days of, sickness etc.)

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

Reporting / Communication:

• Participate in supervision of regulations in effect
• Aid Admin Coordinator in relations with administrative authorities.

Personal Abilities
Professional Experience:

• 1 year of experience in similar position (NGO/Private or Public sector)

Languages:

• English, Kanori, Haussa, Shua (additional languages a plus)

Personal Qualities:

• Reliable
• Honest
• Very good organization
• Resistance to stress
• Very good interpersonal skills (communication)
• Team player

Technical Competences :

• Good knowledge of Office Software : Excel, Word, Outlook and working with a previous accounting software is a plus

Salary and Conditions

• In accordance with SI’s Terms of Employment; for national staff in Nigeria.