Logistics / Administrator Assistant

Description

Solidarites International (SI) 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, SI carries out emergency / post-emergency programs in WASH sector in North East region.

We are recruiting to fill the position below:

Job Position: Logistics / Administrator Assistant

Job Location: Abuja
Job Type: Full Time

Mission

• The Logistics/Administrator assistant supports the coordinatorsin the processing of accounting operations as well as all tasks relating to Human Resources and logistics by processing accounting operations, following-up Human Resources issues, implementing and supervising all logistical activities.
• Additionally, he/she lends support to carrying out urgent activities and the filing and archiving of official and/or internal documents.

Main Tasks
Administrative management of personnel:

• Welcome and participate in the administrative briefing of new personnel.
• Give Abuja Security Memo to newcomers and ensure its signature.
• Follow-up on visas of expatriate team for timely processing.
• Assist the HR 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.
• Orient new staff on where to find safety equipment (first aid kit and Fire extinguishers)
• Deliver paperwork and SI ID cards to new staff.
• Add newcomers in the Abuja movement tracking group (ABJ Casual Life – Mvmt tracking)
• Ensure SOP Airline is respected.
• 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 Coordinator.
• Calculate taxes and duties and create pay records for the relevant organizations.
• Keep the organization chart up to date for the base.
• Assist the coordinator 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.

Team management:

• Train and support team members under his or her supervision
• Ensure the minimal replacement of members of the admin services in case of absence (days of, sickness etc.)
• Evaluate team members under his or her supervision.
• Prepare shift planning for drivers.

Treasury / Accounting / Management:

• Conduct weekly/monthly cash inventory and ensure safety of cash boxes and safe for the base.
• Prepare monthly accountancy closing, revision, and integrity of accounts system for the base.
• Follow up with the bank for cash withdrawal and payments.
• List liquidity needs in concert with the Finance coordinator.
• Uploading payments on the online banking platform for further validation
• Carry out pay-outs and advances, within established guidelines.
• Keep the registry of cash pay-outs and the cashier’s register.
• Filling, voucherization of vouchers, supervising 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 coordinator.
• Record budgetary transfers and keep accounting codes.
• Verify, before recording, that records conform to the 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.

Reporting / Communication:

• Participate in supervision of regulations in effect.
• Aid FIN/HR/LOG Coordinators in relations with administrative authorities.

Logistics Management:
Management of supplies:

• Carrying out and adhere to Solidarités International purchase procedures.
• Verify and process quote requests and IOFs.
• Prepare and Archive purchase folders for Abuja office.
• Implement purchases, monitor adherence to validation regulations and procedures.
• Negotiate prices, deadlines, and methods of delivery.
• Ensure that relationship with suppliers is monitored.
• Organize and supervise all logistics aspects and documentation for good/supplies transport, waybills, packing lists, final delivery/distribution records.
• Carry out regular stock checks and physical inventories count by using SI stock report on monthly basis.
• Follow up on the expiry date of first aid kit and fire extinguishers in the Office and GH and replenish them on a timely basis.

Flight Booking:

• Managing the booking of fixed wings flights.

Management of Vehicle:

• Assist in the planning and execution of service work on vehicles.
• Organize daily movement of vehicles.
• Ensure that a toolbox and First Aid kit are available on board all vehicles and ensure drivers check that kit is always complete.
• Ensure that vehicle logbooks are in place and are used correctly.
• Monitor the administrative documents for all vehicles.
• Tracking of movement from or to the airport.
• Ensure weekly vehicle checklist template is filled by the driver(s).

Management of IT equipment/Telecommunications:

• Assist in installing necessary programs as well as required update and securing materials.
• Assist in monitoring and maintaining of materials.
• Assist in the planning and execution of service work on equipment.
• Ensure the maintenance of IT equipment by communicating with IT responsible.

Management of Office and GH:
Accommodation &Premises Management:

• Manage room allocations to staff in the Guesthouse.
• Manage hotel bookings when Guesthouse rooms and fully occupied.
• Ensure all premises issues are addressed and coordinate/supervise troubleshooting.
• Ensure regular maintenance of Solidarités installations/equipment/facilities, notably through a preventative maintenance plan (procedures, scheduling etc.).
• Check the availability of enough consumables and materials in stock for routine repairs and ensure their management; transmit orders for stock replenishment timely.
• During the execution of work, ensure the safety and security of the premises.
• Ensure and supervise the maintenance and upkeep of premises.

Profile

• Education: B.Sc Degree in Administration, Accounting, Finance, or other related field from a reputable institution.
• Professional experience: Minimum 2 years of experience and at least one year with an INGO.
• Languages: English compulsory
• Technical Competencies:Proficiency in Saga application is required with strong excel skills, Strong attention to detail and good analytical skills, High level of integrity and confidentiality, Ability to critically analyze, follow up strategically and solution driven, Sensitive to security information and actions.
• IT skills: Computer proficiency in the use of MS Excel, Word, PowerPoint& Internet applications. Use of Saga& Homere Software is required.
• Personal Qualities:Excellent Leadership and Interpersonal skills, details oriented and ability to work with little or no supervision, Excellent planning, team player, Commitment to work, integrity, Team spirit, Ethical behavior, Time consciousness.

What we offer
Salary + food & housing contribution + social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government, festive bonus, Life insurance - covering death and permanent disability) etc.

Note

• Select Logistic / Administrator Assistant, fill in the form and attach your CV and motivation letter.
• The CV attached must be named with your first name and surname.