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  • Posted: Nov 16, 2017
    Deadline: Nov 23, 2017
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    For over 35 years, the humanitarian aid organization SOLIDARITÉS INTERNATIONAL has been committed to providing aid in the event of conflict and natural disasters. Our mission is to provide aid as quickly and as efficiently as possible to endangered populations by meeting their vital needs: drinking water, food and shelter. After providing e...
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    Administrator

    Location: Dikwa, Ngala (Borno State) with movements inside the state

    Probationary Period: 6 months

    Delocalized Status & Benefits: Applicable

    Contract Duration: 6 months, subject to renewal upon available donor funding.

    Goal/Purpose:

    • Under the supervision of the administrative coordinator, the administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International procedures.
    • He/she supervises accounting operations and cash management, and carries out budget follow up  in conjunction with the program managers.
    • He/she is also one of those charged with ensuring that Solidarités International’s Human Resources policy is properly implemented at the base.
    • He supports monitors and trains the members of his administrative team.

    JOB

    List of main activities:

    Administrative management of personnel:

    • Assist in welcoming and integrating new personnel, ensure they receive administrative briefing
    • Supervise the administrative management of personnel recruitment and hiring at his/her base
    • Supervise the archiving, handling and security of Solidarités International personnel files
    • Draft employment contracts for employees at his/her base, and ensure that they are adhered to
    • Ensure that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
    • Centralise training requests from teams and set up a training plan
    • Assist in ordering and determining disciplinary measures
    • Apply the formalities provided for sanctions and for termination or breach of contract
    • Supervise the collection of elements needed to establish wages and monitor their proper implementation
    • Calculate taxes, complete returns and make statements and payments to the necessary organizations
    • Assist in defining and applying Solidarités International’s salary and social policies
    • Evaluate risks linked to changes in compensation and social policies
    • Oversee the setting up of legal representation and consultation bodies for personnel at his/her base, and assist in conflict management and resolution
    • Conduct meetings and communication with personnel
    • Track the cost of living
    • Update the mission organization chart
    • Team management
    • Define the needs of administrative personnel at his/her base, and recruit according to the resources allocated
    • Train, support and evaluate the administrative team at his/her assignment base
    • Plan and direct the activities of the administrative team
    • Lead meetings for the administrative team

    Cash-flow/bookkeeping:

    • Manage his/her base's cash-flow and ensure that banks and cash boxes are well supplied.
    • Manage transfers and monitor the security of funds
    • Formulate cash-flow forecasts with the logistics officer and the program managers
    • Supervise the upkeep and security of safes and cash-boxes
    • Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures
    • Supervise account keeping at his/her base, monitor cash balances
    • Monitor bank books for his/her base and keep the safe
    • Prepare and supervise the monthly closing, review and integration of the accounting for his/her base
    • Verify the accounting files before they are sent to  coordination

    Budgetary / financial monitoring:

    • Update allocation boards for his/her base
    • Update and analyze budget follow up in conjunction with logistic and program teams
    • Make connections between budgetary consumption and activity progress
    • Propose solutions if necessary
    • Monitor functioning costs at his/her assignment base
    • Oversee adherence to donor administrative procedures
    • Aid the administrative coordinator in formulating financial reports and carrying out audits
    • Assist in formulating budgets for new projects
    • Administrative management of the mission
    • Verify and validate all contracts drafted at the base
    • Assist in selecting Solidarités International premises
    • Ensure administrative monitoring of insurance locations, claims and contracts.

    Reporting/communication:

    • Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
    • Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order
    • Supervise the sending of administrative files to the  coordination
    • Ensure administrative and financial reports are made to the coordination according to the Solidarités administrative calendar.

    Personal abilities : 

    • Languages: English, (Hausa, Kanuri a plus)
    • Professional experience: 3 - 5 years of experience in similar position (NGO/Private or Public sector)
    • Personal qualities: reliable, honest, very good organization, good knowledge of the local market.  

    Technical competences :  

    • Training: Bsc. Accounting/HND Accounting
    • Microsoft Office ( Excel and Word skills).
    • Familiarization with Accounting Software - SAGA, Quickbooks etc.

    go to method of application ยป

    Logistician

    • Job Type
    • Qualification
    • Experience 3 - 5 years
    • Location Borno
    • Job Field Logistics 

    Location: Ngala, (Borno State) with movements inside the state

    Probationary Period: 2 months

    Delocalized Status & Benefits: Applicable

    Contract Duration: 6 months, subject to renewal upon available donor funding.

    Goal/Purpose:

    •  The Logistician will implement and supervise all logistics operations at his/her assigned base.
    • He/she will organize logistic support for programs, in keeping with Solidarités International procedures.
    • He/she will assist the Base Manager or the field coordinator in the implementation of safety rules.

    JOB

    List of Main Tasks:

    • Supply Management
    • Carry out a purchasing environment analysis at the local level
    • Supervise the update of price lists and supplier files
    • Manage the Solidarités International purchasing procedures and those from donors funding the programs.
    • Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
    • Receive, approve and process requests for quotes and internal order forms
    • Ensure that budgetary lines related to logistics are monitored and observed
    • Supervise the preparation of purchasing documents and draft the contracts
    • Participate in the drafting the call for tenders
    • Supervise purchasing, ensuring that approval rules and procedures are observed
    • Select suppliers and negotiate prices, deadlines and delivery methods
    • Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
    • Ensure that dealings with suppliers are monitored
    •  Vehicle Fleet Management
    • Negotiate vehicle rental contracts
    • Supervise the planning and execution of maintenance and repair work on mission vehicles
    • Establish vehicle movement schedules
    • Ensure that a complete breakdown kit is available on board all vehicles
    • Permanently ensure that all drivers have received general training and carry out regular testing
    • Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
    • Check that vehicle log books are in place and are used correctly
    • Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
    • Prevent the misappropriation of fuel and spare parts
    • Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored
    • Equipment/Telecommunications Management
    • Update inventory in real time
    • Optimize distribution of materials according to task needs
    • Organize the installation, safe-guarding and monitoring of materials
    • Install communication means and ensure that they are regularly maintained.
    • Train teams in the use of these communication means
    •  Management and Monitoring of IT Equipment
    • Update antivirus software
    • Implement backup and data-protection procedures
    • Ensure the maintenance and correct use of IT equipment
    • Provide technical assistance to teams and organize training sessions

    Supplies Management

    • Select storage locations and create a plan for the development and security of these sites
    • Ensure material is stored under suitable conditions and monitor expiration dates
    • Ensure procedures are followed as stock is checked in and out
    • See that all documentation linked to stock is complete and correct
    • Supervise monthly physical stock inventory

    Human Resource Management

    • Analyse and quantify logistics personnel needs
    • Recruit, train and supervise the logistics team
    • Conduct performance reviews for members of the logistics team
    • Organize formal team meetings at regular intervals

    Security

    • Implement team safety measures as determined by the coordination team
    • Train teams in safety rules and procedures
    • Pass on any security-related information to his/her line manager

    Reporting/Capitalization

    • Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
    • Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
    • Consolidate logistics packs monthly and pass on to the logistics coordinator
    • Provide the logistics coordinator with all information needed to draft intermediary and final reports
    • Pass on purchasing reports for closed programs to the coordinators at the established frequency.

    Personal abilities: 

    • Languages: English, (Hausa, Kanuri a plus)
    • Professional experience: 3 - 5 years of experience in similar position (NGO/Private or Public sector)
    • Personal qualities: reliable, honest, very good organization, good knowledge of the local market.  

    Technical competences:  

    • Eduacation: Business Administration, Logistics or Social Sciences degree.
    • Microsoft Office ( Excel and Word skills).

    Method of Application

    Interested candidates should submit their applications in HARDCOPY or via EMAIL.

    HARDCOPY APPLICATION SUBMISSION:

    Please submit your CV and suitability statement in an envelope at Solidarites International office at: No 8 Manassa Street, Behind Polo ground, Maiduguri, Borno State.

    Attention: Khairul Islam.

    EMAIL APPLICATION SUBMISSION:

    Please submit your CV and suitability statement as a single attachment to job.applications@solidarites-nigeria.org The subject of the email should be the POSITION TITLE/LOCATION and the CV/Suitability Statement should be saved in the applicant’s full name.

     Solidarites International is an equal opportunities employer and is committed to achieving gender balance within the organization. Only shortlisted candidates will be contacted.

    NOTE: Shortlisting will start as soon as we start receiving applications and deadline might be changed without prior notice.

    As position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the final date.

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