Admin - Logistics Assistant at COOPI - Cooperazione Internazionale

Location: Gashua, Bade LGA Yobe

Main Responsibilities and Tasks

• The Administrative Assistant is responsible to execute all the tasks with respect to the administrative and Human Resources activities of Gashua base.
• Under the direct supervision of the Project Administrator and Country Administrator, and in collaboration with the Head of Base and other collaborators of the projects and of the Base, he will:

Admin Task:

• Ensure the proper management of project accounting in accordance with the Coopi procedures and those of the Donors guidelines.
• Ensure the correct management of the project cash (cashbox and bank) and in particular the monthly reconciliation (physical and with our accounting software Desy) under the supervision of the Project Administrator;
• Regular update of accounting and IT instruments and project accounting (Desy, PREPPY ...)
• Process vendor payments and maintain strict control over all required documentation, including adherence to procurement procedures, reporting any discrepancies to the Project Administrator;
• Organize, file and scan all payment vouchers with related supporting documents;
• Prepare, classify and archive all accounting elements required by the Project Administrator.
• Supervise the physical maintenance and safety of cash boxes.
• 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
• Prepare monthly closing, revision and integrity of accounts for the base
• Verify cash balances daily and report any discrepancies to superior
• Archive accounting records according to COOPI’s procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information.
• Pay monthly tax and social taxes under the supervision of the Project Administrator
• Assist the Project Administrator with monthly budget forecasts and planning so that day-to-day needs, salary advances, salaries, etc. can be addressed.
• Do bank runs including transfer requests, withdrawals, and issuing/receiving letters and bank statements etc.
• Collect all the HR documents of new staff hired in Gashua base and guarantee a smooth collection of monthly payslips and any other HR documents
• Paying employees’ salaries, follow - up on staff and service providers
• Assist the Project Administrator in the administrative management of project national personnel in accordance with the country's labor code and the COOPI HR manual
• Additional responsibilities
• This job description is not intended to be all-inclusive and the employee will also perform other related tasks as required and assigned by the Finance officer, Regional Administrator and HR manager.

Logistics Task:

• Conduct routine check for Guest House, Office and Vehicles to make sure Standard Operating Procedure is in place and followed;

Management of vehicle fleet:

• Assist in the planning and execution of service work on vehicles
• Monitor the administrative documents for all 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
• Organize the weekly movement of vehicles
• Assist in monitoring and consolidating fuel consumption and miles travelled for all vehicles
• Prevent misappropriation Assist of fuel and spare parts

Management of equipment/telecommunications:

• Assist in installing and securing materials
• Ensure the maintenance and correct use of IT equipment
• 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
• Maintain calendar/time table to coordinate work-flow of Office and Guest House requirement;
• Ensure timely and quality maintenance work for office/guest house premises and equipment;
• Ensure that there is appropriate office furniture for the office including ensuring that office premise is maintained at all times and kept to acceptable standards;
• Initiating timely provision of quality services and goods for the office (water and stationery supplies)
• Ensure office security/safety, and that security procedures are implemented.
• Ensure hotel bookings or other appropriate accommodation for visitors and staff are made in a pro-active manner.
• Ensure arrangements for travel for staff and visitors.
• Initiating timely provision of quality services and goods for the office (water and stationery supplies)
• Ensure office security/safety, and that security procedures are implemented.
• This ToR shall be inclusive of any other task specifically assigned by the direct supervisor for what concerns the implementation of the program activities.

Skills and Competencies of the Candidate (Education, Training, Competences, Skills)

Minimum Requirements:

• Degree/Diploma of Post-graduate degree in Accountancy, Social Science courses, Business Management, Business Administration, Public Administration, or related subject, with previous experience working in humanitarian projects.
• and evidence of NYSC discharge certificate, with previous experience working in developmental and emergency projects especially in NGO/INGO or financialw3 sector.

Desired Competencies / Skills:

Essential:

• 2-3 years Logistic/Admin related work experience with an International NGO
• Experience in data collection, collation and archiving
• Work-related skills: good knowledge of cash management, daily administration tasks, logistics and procurement tasks
• Fluency in English and local languages.
• Ability to plan and organize work and write clear and concise reports and communicate effectively (both in writing and verbally)
• Proven ability to prioritize tasks and meet deadlines
• Excellent communication skills.
• Proven commitment to accountability
• Excellent computer skills with proficiency in MS excel.
• Strong analysis skills (qualitative and qualitative)
• Excellent interpersonal skills, written and verbal communications
• Strong cultural awareness and sensitivity
• Good understanding of complex emergencies and crisis contexts
• Demonstrated skills in management, teamwork, negotiation and consensus-building

Preferred:

• Excellent knowledge of English, with fair understanding in Hausa.
• Willing and able to be based and travel regularly within remote areas, where services are limited.
• This ToR shall be inclusive of any other task specifically assigned by the Country Admin/Project Admin, Senior Procurement Officer and direct supervisor for what concerns the coordination of the program activities.