Status: SalariedStarting date: ASAPAvailability: 3 MonthsBase : Maiduguri, Borno stateMain responsibilitiesUnder the responsibility of the Admin Coordinator and with technical links with the logistic and medical department, the HR/Administrative Assistant is responsible for maintaining financial, accounting, administrative and personnel services in order to meet legal and MdM requirements and support to the organization operations.S/He is responsible for preparing financial statements, maintaining cash controls, preparing the payroll and personnel administration, and managing office operations.S/He works within the organization policies and procedures in order to guarantee rigorous and transparent procedures and to fulfil the objectives of the mission and to respect MdM and donors’ guidelines. Duties
Administer National staff files and records in order to ensure accurate payment of benefits and allowances
Establish and keep up to date staff files in the computerized accounting system and in hard copies
Maintain monthly the data base for staff (leave, attendance sheet, allowance and benefits, contracts, amendment…)
Prepare, verify and issue payments
Keep up to date the job description and evaluation after probationary period
Administer Expatriate files and records in order to ensure accurate payment of benefits and allowances
Establish files in the computerized accounting system
Prepare and issue per diem payment slips / advances for employees
Follow up on the date of expiry for expatriate residency permit and do the link with the appropriate person to keep up to date
Responsible for De-briefing and briefing for new Expatriates arriving to the mission regarding some administrative issues
Manage the flight tickets date for the expat staff in coordination with the AdminCo
HR staff
Support the department for the process recruitment: CV selection and organization, contacts with local employment office, interviews, tests, selection, briefing
For the admin staff, recruit, train
Training: follow up identification of training needed, local offers we can get regarding the needs
Conduct evaluation for members of admin team
Organize formal team meetings at regular intervals
If necessary, handle together with the Field Coordinator, disciplinary actions as per MDM’s terms and conditions of engagement
Reporting/Capitalization
Consolidate and submit weekly/monthly admin report and annexes to FieldCo and admin coordinator
Legal Framework and other
Support the general coordinator in securing the organization legal registration.
Prepare and verify contracts (service contracts, premises rental and vehicle rental contracts… etc.)
Manage the filing, storage and security of documents
Respond to inquiries and support the rest of the team in any administration, budgets and accounting issues
Skills required
accounting and bookkeeping skills
analytical and problem solving skills
computer skills including the ability to operate computerized accounting, Microsoft office Excel at a medium proficient level
stress management skills
time management skills
ability to work in countries under conflict and in tense situations
Human qualities
be reliable
possess cultural awareness and sensitivity
demonstrate sound work ethics
ability to work under a minimum of supervision
Team spirit
Flexibility, reactivity, anticipation, adaptability, capacity to take initiatives
Ability to classify and to manage priorities
Listening and diplomacy skills
Applicant’s profileGender Indifferent
Humanitarian Experience YesNationality IndifferentExperience in emergency mission NoExperience in coordination NoQualification BSc/HND in Accounting, business administration, finance or any other related field LanguagesFrench An assetEnglish Mandatory (oral and written)Hausa An asset
Computer knowledge Good knowledge in Excel is required (knowledge of SAGA is an asset)
Driving license; Indifferent
Interested candidates may send their CVs and Covering Lettersby clicking the Apply Now buttonMake position of the opening subject of your mailOnly the shortlisted candidates will be contacted
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