Administrator Assistant at Solidarites International

Location of position: Monguno (Borno State)

 Responsibilities and Tasks
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 principal activities:
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 files 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 Base in relations with administrative authorities

ORG CHART POSITION (reporting and functional relationships)

• Line manager:  Head of Base Log/Admin
• Line report(s) on base:
• Functional manager: Head of Base Log/Admin
• Functional report(s):

Profile required :

• University degree in Business and administration, diploma.
• Minimum 3 years of working  experience in HR and administration  similar activities
• Relevant experience on similar position with other NGOs will be highly appreciated
• Ability to work under pressure and emergency
• Fully computer literate,
• Good Knowledge in English and local language