Logistic Administrative Assistant at Solidarites International

Location of position: Dikwa, Borno State

Responsibilities and Tasks:

• 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
• Assist in the recruitment process
• Prepare shift planning for watchmen

Reporting / communication:

• Participate in supervision of regulations in effect
• Support his/her line-manager in relations with local administrative authorities

Activities related to Administration:
Administrative management of personnel:

• 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
• Collect payment details and integrate them into the Human resources management  software
• Issue pay slips and supervise payment of salaries after approval by the administrator
• Assist the administrative in the organization and conduct of meetings with personnel representatives

Treasury / accounting / management

• Supervise the physical maintenance and safety of cash boxes
• 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
• Carry out pay-outs and advances, within established guidelines
• Record budgetary transfers and keep accounting codes Guarantee security of the cash and confidentiality of information
• Guarantee security of the cash and confidentiality of information

Activities related to Logistics:

• Management of supplies
• Update price lists and supplier databases , negotiate prices, deadlines and methods of delivery
• 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
• 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

Management of equipment/telecommunications

• 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)

Profile required:

• Training: Certificate in Business Administration, Logistics Management or any related discipline.
• Languages: English, Kanuri and/or Hausa
• Professional experience: Previous experience in relevant jobs will be appreciated.
• IT skills: Strong knowledge of MS Office tool pack (Word, Excel)
• Excellent organizational skills and ability to be flexible.

Deadline

Monday 8th April, 2017