Logistics Administrator Assistant at Solidarities International Nigeria

Solidarities International is a French humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 38 years the association has focused on meeting three vital needs - water, food and shelter. Currently present in Nigeria since 2016 and is present in North-Eastern part of Nigeria. Currently, SI carries out emergency / post - emergency programs in WASH sector in North West region of Nigeria.

We are recruiting to fill the position below:

Job Title: Logistics Administrator Assistant

Location: Gusau Zamfara,
Employment Type: Full-time

Job Description

• 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

List of Main 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
• 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:

• Welcome and participate in administrative briefing of new personnel
• Assist the field Coordinator 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 field Coordinator
• 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

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 field 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:

• Organize the weekly movement of vehicles
• Ensure that a toolbox and emergency kit are available onboard all vehicles and ensure drivers check the kit is always complete
• Check that vehicle log books are in place and are used correctly
• Monitor the administrative documents for all vehicles

Management of Equipment / Telecommunications:

• Assist in the planning and execution of service work on generators/motor pumps

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)

Qualifications

• Resident of Zamfara State (position not open to delocalization)
• Minimum of Bachelor's Degree qualification.
• Minimum of one-year experience as Log/admin or in a similar role.
• Excellent knowledge of word processing tools and spreadsheets (MS Office Word, Excel etc.).
• Familiarity with electronic databases.
• Ability to deliver high-quality outputs in a timely manner.
• Fluent in spoken and written English and Hausa ability to read and write.
• A good listener, a good communicator, ability to prioritize and work with little supervision, team player, excellent interpersonal skills.

Application Closing Date
Tuesday, 22nd December, 2020.