Admin Assistant at Premiere Urgence Internationale

⏲ May 18, 2024, 1:17 PM
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Premiere Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

The PUI Nigerian Mission has been officially opened in April 2016, with a focus on meeting urgent needs, including improving access to food commodities, primary health care and nutrition for Internally Displaced People (IDP) and host communities (HC) living in Maiduguri Metropolitan Council (MMC).

We are recruiting to fill the position below:

Job Title: Admin Assistant

Location: Abuja (FCT)
Employment Type: Part Time

General Objective / Summary

The Admin Assistant supports the Logistics & Finance team in activities linked to the day-to-day management of fleets, equipment, store, premises, treasury & cash follow-up, and finance & accounting management according to PUI standards and procedures in order to maintain the Abuja office in optimal running conditions.
He / She works under the direct supervision of the Administrative Officer.

Responsibilities and Tasks
Treasury & cash Follow-Up:

Process receipts and invoices for cash payments
Do daily physical inventory of the cashbox with the Deputy Fianance Coordiantor
Ensure the daily worker payments
Ensure that the daily physical inventory of the petty cash is accurate, and report any discrepancies to the deputy finance coordinator
Monitor due dates for payments of contracts
Follow-up with regular payments
Guarantee security of the cash and confidentiality of information
Prepare and follow up the pay-outs and cash advances, within established guidelines
Guarantee security of the cashbox and confidentiality of information
Control the management of the petty cash

Finance & Accounting Management:

Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
Record all expenses made through bank in the excel books on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code, etc.)
Monitor the voucher process, and the quality of archiving of the invoices, as per the donor’s rules and regulations
Responsible for monthly closing for Abuja Finance closure.
Collect all invoices exempted from the VAT
Issue a monthly With Holding Tax report
Prepare the bank reconciliation at the end of each month
Prepare the external audit visits (donor and coordination visits)
Guarantee the quality of the archiving process at coordination level
Consolidate and check the accuracy of data of coordination accountancy
Prepare the monthly accounting closure for the coordination
Prepare the weekly financial forecast of the coordination, compile it, and send it to the Finance Coordinator for validation

Fleet:

Ensure that the administrative documents for all vehicles are available, filed and monitored.
Organize the schedule of vehicle movements and drivers at Abuja office.
Liaise with the Coordination Logistics & Supply officer for cargo movements to and from Abuja.
Ensure proper filling of log books by drivers.
Develop drivers schedule with clear guidelines on duty handing over and taking over.
Organise weekly drivers meeting every Friday and share minutes of the meeting with Deputy Logistics Coordinator.
Identify all car incidents, prepare the reports, and share with the Admin Officer.
Allocation and tracking of vehicles’ movement during the weekdays and when the Head of Mission is not available during weekends and holidays.
Update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town)
Follow up with drivers’ payment with the vendor and vendor payment at the end of the month.

Premises:

Ensure the staff collective space is in good working condition (tidiness, water, equipment functioning)
Regular update of the asset and equipment/funitures list at the Guest House and office
Assist in preparing the rent renewal files and payment of PUI office and guesthouses.
Ensure the timely repair whenever needed in the office and guesthouses.
Ensure that all documentation for bills such as Electricity, DSTV etc are compiled and submitted to procurement for payment.

Store Management:

Manage and organize the reception, storage, and dispatch of all supplies at the store.
Ensure all requests of stock are sent and delivered to the requesters in a timely manner.
Monitor the quality of products at the time of reception, in coordination with the Logistics Team
Support with monthly rolling stock takes and the annual stock take, reconciling inventory records with physical counts and sharing the monthly report to the Logistic Officer
Issue all required office items to staff.
Regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable)

Archiving & Record:

Manage the electronic archival of Admin files as per the filing process at the base level and share the scan data with Abuja
Manage the physical archival of Admin files as per the archiving process at the base level
The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Requirements