Graduate Admin and Log Assistant at Solidarites International (SI)

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.

We are recruiting to fill the position below:

Job Title: Admin and Log Assistant

Location: Ngala, Borno
Beginning of contract: 5/2/2018
Contract duration: 3 months (renewable) – Probation period: 1 month

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 Responsibilities
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 in Business Administration or similar.
• 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.

Salary and Conditions
In accordance with SI’s Terms of Employment; for national staff in Nigeria.Application Closing Date
25th January, 2018.

Method of Application
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 title/location and the CV/Cover Letter should be saved in the applicant’s full name.
Or
Hardcopy and the title of the related position must be written on the envelope and addressed to:
Solidarités International Office,
No 8 Manassa Street,
Behind Polo Ground,
Maiduguri,
Borno State.

Candidates should include the following 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

Note

• 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.