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Admin and Log Assistant at Solidarités International (SI), Friday 19, January 2018

Solidarités International (SI) is a French humanitarian organisation operating for over 35 years who is 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:  water, food and shelter.

SI has started activities in North-eastern Nigeria in August 2016 in the fields of Wash and is now intervening in 4 areas of the state for Wash and Shelter activities.

ADMIN AND LOG ASSISTANT

JOB LOCATION: Ngala

Beginning of contract: 5/2/2018

Contract duration: 3 months (renewable) – Probation period: 1 month

Salary and conditions: in accordance with SI’s Terms of Employment; for national staff in Nigeria

Deadline date for submission: 25/01/2018 at 4 pm

Job Description
Requirements

MISSION
Goal / 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 RESPONSABILITIES
Team 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 tasks

Technical competences :
Training: University degree Business Administration or similars
Work related skills : good knowledge of cash management, daily administration tasks, logistics and procurement tasks
IT skills:  very good knowledge of Office software : Excel and Word.

TO APPLY
Please submit your application (CV, cover letter, references)

By mail at job.applications@solidarites-nigeria.org

OR

By hands in a sealed envelope at Solidarites International office  No 8 Manassa Street, Behind Polo ground, Maiduguri, Borno State

Important: to be considered, you have to

In the mail,

attach the CV to an E- mail
name the CV file with your full name (and not CV or Resume)
specify in the mail subject, the position you are applying for
On the sealed envelop write your name and the position you apply for
The no respect of these rules, has the consequence of the immediate dismissal of the candidate application

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.

DUE DATE: 25 January, 2018

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