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  • Field Office Administrator at International NGO Safety Organisation

  • Posted on: 27 June, 2019 Deadline: 12 July, 2019
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  • The International NGO Safety Organisation (INSO), is a global charity dedicated exclusively to issues of humanitarian safety and to the operation of NGO Safety Offices (NSO) in volatile or insecure contexts. INSO Nigeria aims to support safety awareness and safety management capabilities amongst NGOs within Nigeria.

    Field Office Administrator

     

    Details:

    Job Summary

    The role of the Field Office Administrator will be to oversee and regulate the financial, human resources administrative, and logistical functioning of INSO Nigeria in Maiduguri. S/he will report directly to the INSO Safety Advisor – Maiduguri. S/he will work closely with the Finance, Logistics and HR team in Abuja. S/he will supervise two drivers and cleaners. The post is based in Maiduguri and is offered on a one-year contract basis.

    Major Responsibilities:

    To maintain and control the cashbooks and ledger

    • Ensure that 100% of expenses are accurately entered on excel cashbooks daily
    • Ensure that 100% of entries to the cashbooks are supported by valid purchase request invoices and receipts
    • Deduct accurate WHT before payment

    To assist the Safety Advisor in the HR national staff administration

    •  Assist the Safety Advisor to file in a consistent and accessible manner all auditable documents (CVs, leave records, disciplinary notes, hire notes…)

    To assist the Safety Advisor in the HR international staff administration

    • Assist the Safety Advisor in all administrative process for visas, residency papers, work permits, and other documents requested by the government for field international staff
    • Assist the Safety Advisor with travel and accommodation arrangement from around the North East and North West region

    Provide office support services in order to ensure efficiency and effectiveness within the INSO office

    • Maintain service contracts in coherent and accessible manner
    • Supervise the domestic support staff to ensure the office is always clean
    • Ensure the office premises is in good shape and properly maintained (Plumber, electricity, minor works, etc)
    • Oversee the activities of drivers in the Maiduguri office and ensure no downtime of all office vehicles
    • Assist the Safety Advisor in maintaining an adequate inventory of office supplies, sundry and consumable items
    • Ensure that any asset assigned to staff or Maiduguri office are documented and recorded as such
    • Ensure all office administration is carried out on time
    • Ensure all bills/invoices are acquired and presented for payment on time
    • Assist the Safety Advisor in all other administrative, financial and procurement/logistical requirements
    • Any other tasks that may be assigned to you

    Qualifications and Experience

    • Admin/HR/Finance educational background and working experience
    • Staff management experience
    • Mandatory INGO experience – 2 years
    • Knowledge of administrative, HR and logistical processes
    • Computer literate
    • Fluent in English (spoken and written)
    • Fluent in Hausa (spoken)

    Preferred Characteristics

    • Existing (relevant) local information networks and contracts
    • Previous exposure to North East Nigeria
    • Organized and structured personality

    Key Personal Competences:

    • Attention to detail
    • Excellent analytic skills
    • Creativity and proactive attitude
    • Excellent interpersonal and communication skills and ability to work in a multi-cultural environment
    • High level of confidentiality and integrity
    • Strong organizational skills, ability to handle multiple priorities in an autonomous manner
    • Ability to work in a fast paced, multi-cultural and close-knit team to deliver tangible results on a deadline

    Method of Application

    Interested persons are requested to send the following to (jobs@nga.ngosafety.org) and ensure to reference ‘INSO – Field Office Administrator - Maiduguri in the subject line of your email. Only shortlisted candidates will be contacted after the closing date - Friday, 12th July 2019.

    • Cover Letter specifying how you meet the mandatory requirements, your motivation in applying and what you hope to bring to INSO (2 page maximum)
    • Up to date CV (3 page maximum)

    Please do not send any additional information (certificates, other writing samples, etc.) and keep the total size of your application under 2MB if possible.

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