Graduate Logistics/Admin Assistant at Solidarites International (SI)

Solidarites 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.

We are recruiting to fill the position below:

Job Title: Logistics/Admin Assistant

Location: Ngala, (Borno State) with movements inside the state
Probationary Period: 1 month
Delocalized Status & Benefits: N/A
Contract Duration: 3 months, subject to renewal upon available donor funding.

Mission/Objectives

• 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.

Main Task

• 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

• Languages: English, (Haussa, Kanuri a plus)
• Professional experience: 1 year 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).

Application Closing Date
17th October, 2017.

How to Apply
Interested and qualified candidates should send their CV's and suitability statement as a single attachment to: [email protected] 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.
Or
Submit your CV and suitability statement in an envelope at Solidarites International office at:
No 8 Manassa Street,
Behind Polo ground,
Maiduguri,
Borno State.

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