Office Administrator at Jesuit Refugee Service (JRS)

Introduction

Jesuit Refugee Service (JRS) is a work of the Jesuit Association in Nigeria to accompany, serve and defend the rights of refugees and of forcibly displaced persons.

Job Summary

• Under the supervision of the Country director, the Office Administrator must provide support to the entire national office team in terms of the material resources required for the proper functioning of the office. He/she must also provide logistical support to field teams for important services that are not feasible in the field.
• He/she must ensure that all day-to-day transactions are carried out efficiently and effectively as soon as possible in accordance with the financial and accounting policies of JRS and the various donors;
• He/she must ensure the protection of JRS assets.
• He/she must ensure that all administrative procedures for obtaining legal documents are followed and that these documents are available.

Main responsibilities

• Participate in the monitoring of daily accounting operations;
• Ensure the smooth running of other daily Finance activities in the absence of the Office Financial Administrator;
• Management of the petty cash;
• Management of the logistical administration of the office;
• Make the purchases.

General Administration

• Scan all documentary receipts and keep them in a digital file;
• Coordinate ad-hoc (in relation to specific issues) and recurrent staff meetings and prepare minutes of meetings;
• Prepare correspondence and other documents.
• Participate in the preparation of internal and external audits by preparing all necessary documents;
• Create and maintain a database of important contact for the office;

Financial Administration

• Daily Transaction Tracking
• Prepare payment requests and accounting documents related to purchases while ensuring that these transactions are completed efficiently and effectively;
• Make sure that all the expenses of the month are subject to the payment of the current month;
• Under the coordination of the Financial Administrator, prepare the cash supply requests according to procedures; make payments by prioritizing payments based on availability of cash and cash supply;
• Ensure that purchases and settlement for the coming month are approved and authorized by the line manager (Supervisor);
• Update daily the log book;
• Ensure the smooth running of other day-to-day Finance and Cash Management activities for the office
• In collaboration with of the Financial Administrator,
• Ensure that the documents submitted for payment are complete;
• Classify supporting documents and other accounting documents according to the internal procedure in place ;
• Make sure to keep the funds received (cash supply);
• Correctly reconcile cash with the financial administrator every Friday.

Logistics Administration

• Prepare the necessary documentation and material for meetings.
• If necessary, support field logistics for operations related to logistics;
• Depending on the planned activities and for the smooth running of the Bureau, the various activities shopping to do.
• Go to the scene of activities to have a clear idea of ​​the equipment to buy;
• Conduct necessary market studies to obtain the best quality / price ratio;
• Look for pro-forma invoices when required by financial procedures;
• Ensure the quality and conformity of the purchased material against the purchase order;
• Assist the Office Manager in setting specifications and supervision sites and manufacture of materials on order.
• Ensure that project and office equipment is carefully maintained,
• maintained in accordance with the guidelines whenever necessary;
• Ensure that the JRS office and houses are maintained, maintained by supervising the work of the Maintenance Agent ;
• Supervise the work of the posted guards for the security of the premises;
• Store materials, fuel, and other lubricants that are regularly used for office operation;
• Ensure humanitarian (UNHAS) / commercial flight bookings for staff travel;
• Ensure the correct inventory of the assets of the organization and items available to the Staff ;
• Ensure the correct inventory of the assets of the organization and items available to the Staff ;
• Supervise inventories of articles and countersign the receipt of said articles ;
• Ensure the proper use of rolling stock and vehicle fuel and generator of the office ;
• Be responsible for tracking all important administrative documents for vehicles, travel, visa
• Ensure any other tasks not listed but related to logistics;
• Perform all other tasks related to the responsibilities of Office Administrator at the request of the hierarchy.

Reporting

• Ensure the reporting of meetings;
• Write and submit to the Country Director the weekly and monthly reports of the activities;

Evaluation

• Participate in the identification of problems that may hinder the smooth running of activities and new opportunities;
• Propose useful actions to improve the quality of activities;
• Participate in the evaluation of the expected results.

Required profile
Skills and qualifications

• Hold at least a degree in Finance, logistic, Management or Business Administration. Training in the field of animation is an asset.
• Work experience of at least two years in a similar position
• Have a good accounting and computer knowledge. Knowledge of project management is an asset.
• Proficiency in English (read, written and spoken) and good level in French (read, written and spoken). Knowledge of a local language would be an asset.
• Attitude and professional behavior: ability to work in a team but also autonomy in the exercise of its functions, dynamism, honesty, sense of organization.
• Efficient in computer and software use: Word, Excel, accounting software and especially the « Front-End ».

Qualities

• Adhere to JRS values ​​and respect the code of conduct
• Ability to take initiatives and bring innovative ideas.
• Sense of communication and good interpersonal skills
• Sense of discretion and responsibility
• Ability to adapt to working conditions and tasks that may change with the reality of the field.
• Ability to work in a high-pressure environment

PS : This job description is not exhaustive and the Country Director reserves the right to request services related to the usual responsibilities of the position. Similarly, this job description can be modified periodically according to the needs of the moment.