Job Opportunities at Premiere Urgence Internationale (PUI)

As Grants Officer, you will be in charge of donor deadlines related to the programs, internal and external communication on the mission and you will support the Deputy Head of Mission for Programs in his daily tasks, particularly in writing proposals.

For this purpose, you will be responsible for :

• Programs: You will support the preparation and formulation of proposals and review the content and form of donor reports.
• Communication/Information: You will elaborate internal and external communication documents and participate in communication working groups.
• Representation: You will participate in external coordination meetings.

The challenges that await you :

• Funding opportunities in Borno State tend to be rare and therefore require being very responsive to every development opportunity. PUI is in its expansion phase and needs to develop the new base of katsina. Adaptability to work remotely with some colleagues in both Abuja and Maiduguri.

What you will need to succeed 

Training 

• You hold a Master’s degree in a field related to Project Management, international development and/or social sciences.

Experience 

• You are strengthened by a previous experience in humanitarian sector, and ideally by 6 months of international solidarity project management.
• You already worked with Première Urgence Internationale? It would be a definite asset!

Skills 

• You demonstrate excellent writing skills and organisation.
• All the better if you have knowledge in regulations of the main institutional donors (ECHO, EuropeAid, UN, OFDA, etc) master the project.

Qualities 

• You are able to work independently and to take responsibility in a proactive approach.
• You demonstrate good analytical skills, organization, rigor, flexibility and the ability to manage priorities.
• You are a good communicator, both in writing and orally.
• You have a sense of diplomacy and a good resilience to stress.

Languages 

• English has no secrets for you! All the better, it is mandatory for this position. If you speak Spanish, Arabic and/or French, it would be a definite asset.

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As Monitoring, Evaluation, Accountability and Learning (MEAL) Coordinator you will be responsible for guiding the overall MEAL strategy and implementation or related activities within projects while providing timely and relevant information to stakeholders.

For this purpose, you will be responsible for :

• Strategy: You will lead the design and the roll-out of a sound and adapted-to-context MEAL strategy and operational guidance integrating cross-cutting issues (gender, protection, accountability, do-no-harm, community participation, disability, etc.).
• Training and technical support: You will provide a methodological support to all program teams on technical questions linked to MEAL and cross-cutting issues such as: design of MEAL plan, quantitative and qualitative data collection, measure of indicators, complaint response mechanism, “do no harm” analysis, terms of references of internal and external evaluations etc.)
• Monitoring and evaluation: You will look over the quality and relevance of internal monitoring and evaluation activities, recommendations and analysis produced by your department (studies, maps…).
• Accountability: You will make sure your department is cross-cutting and well integrated with all departments (functional links) as well as coherent with all coordinators and managers.
• Human Resources Management: You will support training of program teams within your fields of expertise.
• Knowledge building: You will contributes to institutional knowledge building and improvement of MEAL methods and techniques.

The challenges that await you :

• The need to improve knowledge management at the mission, this should start with a proper and sound archiving system. Review and develop new MEAL-related guidelines and SOPs. Ensure appropriate and timely assessments.

What you will need to succeed 

Training 

• You hold a Bachelor’s or Master degree in a field related to Project Management, international development and/or social sciences.

Experience 

• Strengthened by minimum 2 years of experience abroad with international NGOs, you master MEAL teams management.
• A previous experience in emergency response, in setting up a MEAL department, or in health programs monitoring would be appreciated.
• You already worked with Première Urgence Internationale? It would be a definite asset!

Skills 

• You demonstrate capacity for analysing and synthetizing comprehensive information & technical data, ability to transfer knowledge to diverse audiences through training and mentoring.
• You master data bases, kobo and other data software, and have a good knowledge in statistics and sampling methods.
• You have a detailed knowledge of donors prerequisites.
• You also have good written communication skills.

Qualities 

• You demonstrate ability to take the initiative and take responsibility in a proactive approach.
• You are a good communicator, both in writing and orally. You demonstrate good team spirit, leadership skills, trustworthiness, organisational skills, ability to be thorough and to adapt.
• You have a strong ability to resist stress and particularly in unstable circumstances.

Languages 

• English has no secrets for you! All the better, it is mandatory for this position.

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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.