Job Location:NgalaBeginning of contract: 5/2/2018 Contract duration: 3 months (renewable) – Probation period: 1 monthSalary and conditions: in accordance with SI’s Terms of Employment; for national staff in NigeriaDeadline date for submission: 25/01/2018 at 4 pmJob DescriptionRequirementsMISSIONGoal / Purpose:
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.
ROLES AND RESPONSABILITIESTeam management
Train and support team members under his or her supervision
Ensure the minimal replacement of members of the admin/log services in case of absence
Assist in the recruitment process
Evaluate the team members under his or her supervision
Prepare shift planning for watchmen
Reporting / communication:
Participate in supervision of regulations in effect
Support his/her line-manager in relations with local administrative authorities
Activities related to Administration:Administrative management of personnel:
Follow-up of visa and air ticket of expatriate team and apply on time for extension
Organize national and international travels
Welcome and participate in administrative briefing of new personnel
Assist the administrator for the administrative management of recruitment and hiring
Participate in the organization of training
Ensure archiving and monitoring of individual dossiers and deliver all documents relative 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
Treasury / accounting / management
Supervise the physical maintenance and safety of cash boxes
Prepare monthly closing, revision and integrity of accounts for the base
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 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 superior
Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
Guarantee security of the cash and confidentiality of information
Activities related to Logistics:
Management of supplies
Update price lists and supplier databases
Control Solidarités International purchase procedures
Verify and process quote requests and IOFs
Prepare and archive purchase folders
Implement purchases, monitoring adherence to validation regulations and procedures
Negotiate prices, deadlines and methods of delivery
Ensure that relationships with suppliers are monitored
Organize and supervise all logistic aspects and documentation for good/supplies transport: way-bills, packing lists, final delivery/distribution records
Management of vehicle fleet
Assist in the planning and execution of service work on vehicles
Organize the weekly movement of vehicles
Ensure that a tool box and emergency kit are available on board all vehicles and ensure drivers check the kit is always complete
Check that vehicle log books are in place and are used correctly
Assist in monitoring and consolidating fuel consumption and miles travelled for all vehicles
Prevent misappropriation of fuel and spare parts
Monitor the administrative documents for all vehicles
Management of equipment/telecommunications
Assist in installing and securing materials
Assist in monitoring and maintaining materials
Assist in the planning and execution of service work on generators/motor pumps
Organize training sessions in the use of means of communication
Management and monitoring of IT equipment
Update antivirus software
Provide teams with adequate means for data backup
Ensure the maintenance and correct use of IT equipment
Management of stock
Supervise the maintenance and securing of warehouses
Carry out regular stock checks and physical inventories
Ensure/Supervise the basic maintenance of premises (office and guesthouse)
Personal abilities :Professional experience: 1 year of experience in similar position (NGO/Private or Public sector)Languages: English, Kanori, Haussa, Shua (additional languages a plus)Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player, capacity to delegate and to manage, initiative and autonomy, capacity of prioritsation of tasksTechnical competences :Training: University degree Business Administration or similarsWork related skills : good knowledge of cash management, daily administration tasks, logistics and procurement tasksIT skills: very good knowledge of Office software : Excel and Word.
Please submit your application (CV, cover letter, references)By mail at job.applications@solidarites-nigeria.orgORBy hands in a sealed envelope at Solidarites International office No 8 Manassa Street, Behind Polo ground, Maiduguri, Borno StateImportant: to be considered, you have toIn the mail,The no respect of these rules, has the consequence of the immediate dismissal of the candidate applicationAs position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the final date.
Apply via :
job.applications@solidarites-nigeria.orgO
