Administrative Officer at Solidarites International

Location: Monguno, Borno

Main Task
Employee Follow-up:

• 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.
• Collects, compiles information and updates the PD follow up on a regular basis.
• Liaising with the HR officer in charge of appraisal, to update 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.

Recruitment:

• Support recruitment process liaising with manager and HR supervisor to ensure a close follow-up:
  • Job Announcement
  • 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.
• Participate in interviews with candidates for the assigned area.
• Prepares the induction planning in collaboration with her/his line manager and head of department, orientate new recruited employees 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 / Bookeeping:

• 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.

Requirements

• Education: Minimum of B.Sc./HND in Finance, Economics, Business Administration, Public Administration or related degrees.
• Experience: Candidate must possess 2 years of practical work experience in similar roles in (NGO, Private or Public sector). Previous experience with Solidarités International is highly desirable. Good knowledge of archiving and file/record management, payroll processing, contract management, leave tracking, cash book management, monthly Hr and Finance reporting and audit experience with different donors.
• Languages: Strong communication skills are essential, fluency in English is mandatory. Knowledge of Hausa is an added advantage.
• Personal Qualities: Rigorous, organized, able to manage important workload, good learning capacity, good communication skills, reactive, team spirit, assertive, attention to details and resistance to stress. Candidate should be reliable, honest and accountable, a team player and proactive.
• Computer Skills: Excellent knowledge of MS Office Software (excel, Outlook, PowerPoint etc.), Some knowledge of Homere & SAGA is desirable.

What we offer
Salary + transport + housing + leave allowance + social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, festive bonus, Health Insurance full coverage, Life insurance - covering death and permanent disability) etc.