Administrative Officer at Solidarites International

Mission

• Under the supervision of the deputy Admin manager the Admin Officer supports the learning and professional development of Solidarites International’s workforce. He/She will assist in equipping SI employees with the knowledge, practical skills and motivation to carry out their work activities effectively.
• He/She will be assisting the HR management in assessing the training needs of the employees, facilitating schemes and arranging training days.
• He/She ensures that the cash box and cash books are perfectly maintained, as well as monitoring, inputting and archiving accounting documents.
• S/He is in charge of his/her cash box security.

Responsibilities 

• Under the supervision of his/her Line Manager, prepares contracts, amendments, and regular ends of contract for employees of the assigned area.
• After validation and signature by HR Manager, organizes the signature of required document(s) by Employee on the due date and in compliance with donor and Solidarités International Procedures
• Updates and ensures complete and proper documentation of the HR files and of HR digital files as per Solidarites International procedures (work contract, job description, health benefits, leaves, personal administrative folder etc…)
• Assists in ensuring compliance with donor and SI Fin/HR Policy, in the daily administration preparation of employees of his/her assigned area, including per diem, medical refunds, roving allowances, leaves requests and other employee’s requirements.
• Updates the monthly employee’s follow-up, records salary advances and data in the software HOMERE on weekly basis
• Payroll: checks the monthly variables for each employee according to the attendance sheets and monthly planning and employee benefits for payroll purposes (gratuity, reallocation allowances…), enters the data for the monthly payroll in Homere and after validation, ensure in collaboration with the Finance department the envelopes preparation and payment for the assigned area
• Compiles market price information collected from the cook and update the COLA monthly.
• Collect, compiles information and update the PD follow up on a regular basis.
• Under the supervision of his/her Line Manager, support in updating the training plan follow up and support the identification of training needs based on appraisal results.
• Plan and assess the 'Return on Investment' of any training or development programme by monitoring and reviewing the progress of trainees through questionnaires and discussions with managers..
• Participate in team building activities and events organization.

Requirements

• Support recruitment process liaising with manager and HR supervisor to ensure a close follow-up:
• Job Announcement Vacancies redaction
• Advertise positions according to the diffusion strategy decided by her/his line manager.
• Receive and sort applications, regularly update the line manager about the progress, classify and file properly recruitment folders.
• Participates in interviews of candidates (A1 to B2 level) for the assigned area.
• Prepares the induction planning in collaboration with her/his line manager and head of department, orientate new recruited employees (A1 to B2 level) on SI HR Policy (Internal Staff Regulation, specific allowances, and benefits…) and explain the content of SI HR documents and processes for the assigned area.

Accounting / Bookkeeping:

• Establish a statement of needs for liquid assets in consultation with the Administrator.
• Carry out withdrawals and payment of advances, in accordance with established procedures.
• Keep the advance books and cash journal.
• Record budget allocations and accounting codes of the expenses
• Before recording, check that the supporting documents comply with Solidarités International procedures.
• Ensure that accounting documents are translated if necessary.
• Check cash balances daily and report any discrepancies to the line manager.
• Archive accounting documents in accordance with Solidarités International procedures, after a final check of supporting documentation.
• Ensure cash box security and confidentiality of information.
• Collate, Verify and transfer all bank payment request from the field to regional office.

Reporting / Communication:

• Participate in the Internal Staff Regulation presentation and ensure refreshment sessions for the assigned area.
• Participate in the weekly meeting and weekly reporting.
• Ensure the publication of information on the information board.
• Report back all information or problems linked to his/her activity to his/her line manager.
• Report any employee concern to his/her line manager.
• Support the administration of the yearly employee engagement survey and assist in the data analysis and in identifying key results.

Team Management:

• Welcome and brief new employees or volunteers working under his/her responsibility
• Implement training activities in accordance with operational requirements and the identified training needs.
• Serve as an intermediary between team leaders
• Manage and support the team under his/her responsibility

Profile

• Professional experience: 2 years of relevant experience (NGO/Private or Public sector) and 2 years of progressive experience in an INGO preferably in Finance and HR Administration
• Education: Bachelor’s degree or equivalent in relevant courses, master’s degree will be an added advantage
• Languages: English compulsory (Hausa – Added Advantage)
• Technical skills: Good knowledge of Finance tools, and experience in Cash management
• IT skills: Good knowledge in Saga, Homere, or similar applications, Excellent knowledge of MS Office packages; Excel, Word, Outlook, PowerPoint
• Personal qualities: Rigorous, organized, able to manage important workload, good learning capacity, good communication, attention to detail, integrity, reactive, team spirit, assertive, resistance to stress.