Admin Manager at Mines Advisory Group (MAG International)

Overview of role:

The Admin manager will be responsible for providing general management support to the MAG Maiduguri team. This will include logistics, finance, procurement, HR and general administration support

Responsibilities:

Logistics

• Support the Base Manager with procurement by completing administrative duties as directed including identifying suppliers, collecting goods dispatching goods and organising transportation where required
• Obtain quotes from local suppliers in an efficient and timely manner, adhering to MAG procurement policies
• Ensure that logistics procedures are followed at all times including programme and HQ guidelines, including collecting quotations, preparing Purchase Request Forms and Local Purchase Orders.
• Maintain logistics records and file paperwork including purchase orders, waybills, receipts etc
• Purchase and control the storage and issues of office supplies
• Organise equipment as and when required

Finance

• Review payment requests and submit for authorisation
• Prepare cash payments and routine payments upon instruction
• File financial paperwork including timesheets, purchase orders, etc
• Maintain cash balance in the safe including daily cash count and ensuring sufficient cash is available
• Prepare bank reconciliation for all MAG accounts
• Monitor any advances given
• Collate and conduct all data processing, including data entry, preparing MAG’s payroll, producing payslips, reports etc.
• Ensure MAG complies with all statutory payments requirements and deductions
• Issue staff salary payments

Human Resources

• Complete data entry for payroll on a monthly basis
• Ensure all paperwork is filed on personnel files and all HR records and systems are kept up to date
• Support recruitment administration such as posting advertisements, logging applications, coordinating interview arrangements and assisting with the new starter processes
• Draft any employee correspondence required such as new starter documentation, contractual changes etc
• Accurately collate any other information as required to assist with payroll preparation

General Administration

Providing general administrative support to the Base Manager as required including preparing written documentation as requested, arranging minutes, filing etc.

Essential requirements:

• Previous experience in an administration role, ideally in a support services role for another NGO
• Previous experience of procurement including identifying suppliers, conducting market surveys etc
• Previous experience completing logistics paperwork and record keeping
• Excellent administrative skills including ability to use MS Word and Excel
• Fluency in English, Hausa and Kanuri.