Location: Abuja (FCT)
Mission
- At his/her assigned base level, the log-admin assistant supports his/her line-manager in processing accounting operations, following-up Human Resources issues, implementing and supervising all logistical activities.
- In particular, he/she lends support to carrying out urgent activities and the filing and archiving of official and/or internal documents.
- He/she temporarily takes on the basic tasks of the line-manager in his/her absence.
Description of the Position
Administrative management of personnel:
- Welcome and participate in the administrative briefing of new personnel.
- Give Abuja Security Memo to newcomers and ensure its signature.
- Orient new staff on where to find safety equipment (first aid kit and Fire extinguishers)
- Deliver paperwork and SI ID cards to new staff.
- Add newcomers in the Abuja movement tracking group (ABJ Casual Life – Mvmt tracking)
- Ensure SOP Airline is respected.
- Follow-up on visas of expatriate team for timely processing.
- Assist the administrator in the administrative management of recruitment and hiring.
- Participate in the organization of training.
- Ensure archiving and monitoring of individual dossiers and deliver all documents to the professional life of Solidarités International employees.
- Ensure the confidentiality of all HR datas.
- Participate in the monitoring of work contracts on the base.
- Collect payment details and integrate them into the Human resources management software (Homère)
- Issue pay slips and supervise payment of salaries after approval by the administrator.
- Calculate taxes and duties and create pay records for the relevant organizations.
- Keep an organization chart up to date for the base.
- Assist the administrative in the organization and conduct of meetings with personnel representatives.
- Participate in the application of policies relating to salaries and benefits for Solidarités International
- Monitor changes in the cost of living
Team management:
- Train and support team members under his or her supervision
- Ensure the minimal replacement of members of the admin services in case of absence (days of, sickness etc.)
- Evaluate team members under his or her supervision.
- Prepare shift planning for drivers.
Treasury / accounting / management:
- Supervise the physical maintenance and safety of cash boxes.
- Issue vouchers, supervise archiving of records.
- 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.
- Verify, before recording, that records conform to the regulations and procedures of Solidarités International.
- Translate accounting documents if necessary.
- Exchange currencies at request of superiors
- Verify cash balances daily and report any discrepancies to superiors.
- Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
- Guarantee security of the cash and confidentiality of information.
Reporting / communication:
- Participate in supervision of regulations in effect.
- Aid admin coordinator in relations with administrative authorities
Logistics Management:
Management of supplies:
- Carrying out and adhering to Solidarites International purchase procedures.
- Verify and process quote requests and IOFs.
- Prepare and Archive purchase folders for Abuja office.
- Implement purchases, monitor adherence to validation regulations and procedures.
- Negotiate prices, deadlines, and methods of delivery.
- Ensure that relationship with suppliers is monitored.
- Organize and supervise all logistics aspects and documentation for good/supplies transport, waybills, packing lists, final delivery/distribution records.
- Carry out regular stock checks and physical inventories count by using SI stock report on monthly basis.
- Follow up on the expiry date of first aid kit and fire extinguishers in the Office and GH and replenish them on a timely basis.
Management of Vehicle:
- Assist in the planning and execution of service work on vehicles.
- Organize daily movement of vehicles.
- Ensure that a toolbox and First Aid kit are available on board all vehicles and ensure drivers check that kit is always complete.
- Ensure that vehicle logbooks are in place and are used correctly.
- Monitor the administrative documents for all vehicles.
- Tracking of movement from or to the airport.
- Ensure weekly vehicle checklist template is filled by the driver(s).
Management of IT equipment/Telecommunications:
- Assist in installing necessary programs as well as required update and securing materials.
- Assist in monitoring and maintaining materials.
- Assist in the planning and execution of service work on equipment.
- Ensure the maintenance of IT equipment by communicating with IT responsible.
Management of Office and GH:
Premises Management:
- Ensure all premises issues and coordinate/supervise troubleshooting.
- Ensure regular maintenance of Solidarités installations/equipment/facilities, notably through a preventative maintenance plan (procedures, scheduling etc).
- Check the availability of enough consumables and materials in stock for routine repairs and ensure their management; transmit orders for stock replenishment timely.
- During the execution of work, ensure the safety and security of the premises.
- Ensure and supervise the maintenance and upkeep of premises.
Profile Forsaken
- Education: B.Sc. Finance, Economics, Business/Public Administration or related degrees
- Professional experience: 2 years of relevant experience (NGO/Private or Public sector) and 1 year of progressive experience in an INGO
- Languages: Fluency in English compulsory - written & spoken (Hausa – Added Advantage)
- Good knowledge of the Nigerian Labour Law
Good knowledge of archiving & file/record management.
- IT skills: Excellent knowledge of MS Office software: Excel, Word, Outlook, Power Point, Link, Basic Homere knowledge will be an asset
- Personal qualities: well organized, able to prioritize and manage important workload, good learning capacity and a fast learner, good communication, reactive, assertive, great attention to details, resistance to stress.
What We Offer
Salary + Transport & housing contribution + Leave allowance + social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government, festive bonus, Life insurance - covering death and permanent disability) etc.
Application Closing Date
11th August, 2025.
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Mission / Objectives
- Under the direct supervision of the WASH Activity Manager, the WatSan Team Leader Will be responsible for leading the planning, implementation, and management of all WatSan-related activities in Maiduguri.
- This includes conducting needs assessments, overseeing activity implementation, monitoring progress, and evaluating the impact of the project.
- The WatSan Team Leader will ensure that all interventions are effectively carried out in accordance with project objectives, while adhering to Solidarités International’s standards and guidelines.
List of main tasks
Setting up the activities /control and supervision:
- Plan the weekly activities for his/her team and have them approved by his/her Line Manager:
- Plan human resources need (daily workers and contractors)
- plan tool and material needs (request from stock)
- anticipate administrative issues (requests in advance)
- Anticipate logistics issues (transport, communication means)
- Organize and carry out, with his/her team, tasks assigned by his/her Line Manager
- Supervise and monitor each stage of activity. Ensure that standards and instructions given by his/her Line Manager, as well as Solidarités procedures, are followed
- Respect schedules and deadlines agreed upon with his/her Line Manager
- Report back any problems and constraints encountered during the activities and suggest operational solutions.
Logistics and Administration:
- When recruiting daily workers, follow procedures and directives outlined by his/her Line manager and the administrative service
- Train his/her team members to use and maintain the available tools correctly
- Track usage with monitoring tools provided
- Enforce safety procedures
- Ensure that safety procedures are followed by members of his/her team
- Monitor the quality and quantity of material delivered to working sites
- Ensure the receipt and storage of material and equipment necessary for his/her work to be carried out on site.
Reporting/communication:
- Take part in weekly program meetings and clusters on request
- Keep his/her monitoring tools and files archived in the Solidarités office, accessible to his/her line manager
- Draw up and submit a weekly task report (which should include progress made by the team) to his/her line manager
- Take part in the drafting of the monthly program pack
- Establish and maintain good relations with local participants and communities (populations) in the operational fields
- Listen to the populations and local participants in the field and report to his/her line manager any non-technical or safety-related issues which could affect the activities or safety of Solidarités International teams.
Profile Forsaken
- Studies: B.Sc. / HND in Civil Engineering, Water, Sanitation, hydrogeology or related fields.
- Experience: 2 years relevant experience in similar role, experience in deep borehole drilling, shelter construction and development will be highly appreciated.
- Languages: Strong communication skills are essential, with fluency in English mandatory. Proficiency in Hausa (additional local languages a plus)
- Personal Qualities: candidate should be reliable, honest, accountable, resistant to stress and good in prioritization of tasks.
- IT Skills: Good knowledge of office software; word, excel, outlook, design, AutoCAD, data collection and analysis software is a plus.
- Project Related Skills: good knowledge of Project Cycle, Project implementation, Project Follow UP and reporting.
What we offer
Salary + transport + housing allowance + social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government, festive bonus, Life insurance - covering death and permanent disability) etc.
Application Closing Date
6th August, 2025
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