Logistic Administrative Assistants at Solidarites International (SI)

Solidarites International - For over 35 years, the humanitarian aid organization Solidarites 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.

We are recruiting to fill the position of:

Job Title: Logistic Administrative Assistant

Location: Dikwa, Borno

Responsibilities and Tasks

• 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
• 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
• Collect payment details and integrate them into the Human resources management  software
• Issue pay slips and supervise payment of salaries after approval by the administrator
• Assist the administrative in the organization and conduct of meetings with personnel representatives

Treasury / Accounting / Management:

• Supervise the physical maintenance and safety of cash boxes
• 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
• Carry out pay-outs and advances, within established guidelines
• Record budgetary transfers and keep accounting codes Guarantee security of the cash and confidentiality of information
• Guarantee security of the cash and confidentiality of information

Activities related to Logistics:

• Management of supplies
• Update price lists and supplier databases , negotiate prices, deadlines and methods of delivery
• 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
• 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

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)

Profile Required

• Training: Certificate in Business Administration, Logistics Management or any related discipline.
• Languages: English, Kanuri and/or Hausa
• Professional experience: Previous experience in relevant jobs will be appreciated.
• IT skills: Strong knowledge of MS Office tool pack (Word, Excel)
• Excellent organizational skills and ability to be flexible.

Application Closing Date
8th April, 2017.

How to Apply
Interested and qualified candidates should send their application (CV, cover letter, photocopies of diplomas, certificates of employment etc) to: [email protected]
Or
Solidarités International Office,
8, Manasa Street,
Maiduguri,
Borno State.
For the attention of Samuel KERFF, Support Logistician.