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  • Posted: Jan 18, 2018
    Deadline: Jan 25, 2018
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    For over 35 years, the humanitarian aid organization SOLIDARITÉS INTERNATIONAL has been committed to providing aid in the event of conflict and natural disasters. Our mission is to provide aid as quickly and as efficiently as possible to endangered populations by meeting their vital needs: drinking water, food and shelter. After providing e...
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    Admin and Log Assistant

    Job Location:Ngala

    Beginning of contract: 5/2/2018 

    Contract duration: 3 months (renewable) – Probation period: 1 month

    Salary and conditions: in accordance with SI’s Terms of Employment; for national staff in Nigeria

    Deadline date for submission: 25/01/2018 at 4 pm

    Job Description

    Requirements

    MISSION

    Goal / Purpose:

    • At his/her assigned base level, the log-admin assistant supports his/her line-manager in processing accounting operations, following-up Human Resources issues, implementing and supervising all logistical activities.
    • In particular, he/she lends support to carrying out urgent activities and the filing and archiving of official and/or internal documents.
    • He/she temporarily takes on the basic tasks of the line-manager in his/her absence.

    ROLES AND RESPONSABILITIES

    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
    • Evaluate the team members under his or her supervision
    • 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
    • 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

    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

    Activities related to Logistics:

    • Management of supplies
    • Update price lists and supplier databases
    • 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
    • Negotiate prices, deadlines and methods of delivery
    • Ensure that relationships with suppliers are monitored
    • 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
    • Check that vehicle log books are in place and are used correctly
    • Assist in monitoring and consolidating fuel consumption and miles travelled for all vehicles
    • Prevent misappropriation of fuel and spare parts
    • Monitor the administrative documents for all vehicles

    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)

    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, good interpersonal skills (communication), team player, capacity to delegate and to manage, initiative and autonomy, capacity of prioritsation of tasks

    Technical competences :
    Training: University degree Business Administration or similars
    Work related skills : good knowledge of cash management, daily administration tasks, logistics and procurement tasks
    IT skills:  very good knowledge of Office software : Excel and Word.

    Method of Application

    Please submit your application (CV, cover letter, references)

    By mail at job.applications@solidarites-nigeria.org

    OR

    By hands in a sealed envelope at Solidarites International office  No 8 Manassa Street, Behind Polo ground, Maiduguri, Borno State

    Important: to be considered, you have to

    In the mail,

    • attach the CV to an E- mail
    • name the CV file with your full name (and not CV or Resume)
    • specify in the mail subject, the position you are applying for
    • On the sealed envelop write your name and the position you apply for

    The no respect of these rules, has the consequence of the immediate dismissal of the candidate application

    As position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the final date.

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