Admin Assistant at Premiere Urgence Internationale (PUI)

General Objective / Summary

• The Admin Assistant supports the Logistics & Finance team in activities linked to the day-to-day management of fleets, equipment, store, premises, treasury & cash follow-up, and finance & accounting management according to PUI standards and procedures in order to maintain the Abuja office in optimal running conditions.
• He / She works under the direct supervision of the Administrative Officer.

Responsibilities and Tasks
Treasury & cash Follow-Up:

• Process receipts and invoices for cash payments
• Do daily physical inventory of the cashbox with the Deputy Fianance Coordiantor
• Ensure the daily worker payments
• Prepare and follow up the pay-outs and cash advances, within established guidelines
• Guarantee security of the cashbox and confidentiality of information
• Control the management of the petty cash
• Ensure that the daily physical inventory of the petty cash is accurate, and report any discrepancies to the deputy finance coordinator
• Monitor due dates for payments of contracts
• Follow-up with regular payments
•  Guarantee security of the cash and confidentiality of information

Finance & Accounting Management:

• Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
•  Record all expenses made through bank in the excel books on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code, etc.)
• Monitor the voucher process, and the quality of archiving of the invoices, as per the donor’s rules and regulations
• Guarantee the quality of the archiving process at coordination level
• Consolidate and check the accuracy of data of coordination accountancy
• Prepare the monthly accounting closure for the coordination
• Prepare the weekly financial forecast of the coordination, compile it, and send it to the Finance Coordinator for validation
• Responsible for monthly closing for Abuja Finance closure.
• Collect all invoices exempted from the VAT
• Issue a monthly With Holding Tax report
• Prepare the bank reconciliation at the end of each month
• Prepare the external audit visits (donor and coordination visits)

Fleet:

• Ensure that the administrative documents for all vehicles are available, filed and monitored.
• Organize the schedule of vehicle movements and drivers at Abuja office.
• Identify all car incidents, prepare the reports, and share with the Admin Officer.
• Allocation and tracking of vehicles’ movement during the weekdays and when the Head of Mission is not available during weekends and holidays.
• Update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town)
•  Liaise with the Coordination Logistics & Supply officer for cargo movements to and from Abuja.
• Ensure proper filling of log books by drivers.
• Develop drivers schedule with clear guidelines on duty handing over and taking over.
•  Organise weekly drivers meeting every Friday and share minutes of the meeting with Deputy Logistics Coordinator.
• Follow up with drivers’ payment with the vendor and vendor payment at the end of the month.

Premises:

•  Ensure the staff collective space is in good working condition (tidiness, water, equipment functioning)
• Ensure the timely repair whenever needed in the office and guesthouses.
• Ensure that all documentation for bills such as Electricity, DSTV etc are compiled and submitted to procurement for payment.
• Regular update of the asset and equipment/funitures list at the Guest House and office
• Assist in preparing the rent renewal files and payment of PUI office and guesthouses.

Store Management:

• Manage and organize the reception, storage, and dispatch of all supplies at the store.
• Ensure all requests of stock are sent and delivered to the requesters in a timely manner.
• Monitor the quality of products at the time of reception, in coordination with the Logistics Team
• Regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable)
• Support with monthly rolling stock takes and the annual stock take, reconciling inventory records with physical counts and sharing the monthly report to the Logistic Officer
•  Issue all required office items to staff.

Archiving & Record:

• Manage the electronic archival of Admin files as per the filing process at the base level and share the scan data with Abuja
• Manage the physical archival of Admin files as per the archiving process at the base level
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Requirements

• Bachelor's Degree
• 1 - 3 years experience.