Job Opportunities at Solidarites International (SI), 6th March, 2017
Solidarites International - For over 35 years, the humanitarian aid
organization SOLIDARITÉS INTERNATIONAL has been 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: drinking water, food and
shelter.
We are recruiting to fill the position of:
Job Title: Administrative Coordinator Assistant
Location: Maiduguri, Borno
Job Description
Goal / Purpose:
- At his/her assigned base level, the admin Co assistant supports
the administrative Coordinator in the processing of accounting
operations as well as all tasks relating to Human Resources.
Roles and Responsibilities
List of principal activities:
Administrative management of personnel:
- Welcome and participate in administrative briefing of new personnel.
- Assist the administrative Coordinator for the administrative management of recruitment and hiring .
- Participate in the organization of training.
- Collect payment details and integrate them into the Human resources management software (Homre).
- Issue pay slips and supervise payment of salaries after approval the approval of Administrative Coordinator.
- Calculate taxes and duties and create pay records for the relevant departments
- Keep an organization chart up to date for the base and mission.
- Assist the administrative Coordinator in the organization and conduct of meetings with personnel representatives
- Participate in the application of policies relating to salaries
and benefits and internal regulations for Solidarités International
- Monitor changes in the cost of living and update the food basket table on monthly basis.
- 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.
Team management:
- Train and support team members under his or her supervision or
on the other bases of Solidarites International Nigeria mission when
needed or requested.
- Ensure the minimal replacement of members of the admin services in case of absence (days of, sickness etc.)
Treasury / Accounting / Management:
- Supervise the physical maintenance and safety of cash boxes.
- Prepare monthly closing, revision and integrity of accounts for the coordination base.
- Issue vouchers, supervise archiving of records as per Solidarites International’s defined procedures.
- 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.
- Record budgetary transfers and keep accounting codes.
- Verify, before recording, that records conform to regulations and procedures of Solidarités International.
- Translate accounting documents in English 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
- List liquidity needs in concert with the administrative coordinator.
- Carry out pay-outs and advances, within established guidelines.
- Keep the registry of cash pay-outs and the cashier’s register.
Reporting / Communication:
- Participate in supervision of regulations in effect
- Assist admin coordinator in relations with administrative authorities
Requirements
Educational:
- Minimum Bachelor Degree in Finance.
- Professional Certification will be an added value.
Experience:
- Minimum 2-3 years of proven experience in relevant field of Finance and HR.
- Work Experience in Humanitarian Sector in a cross-culture setting will be of an added value.
- Previous team management experience
- Previous experience of remote management of teams.
Skills:
- Good interpersonal and conflict management skills.
- Strong verbal and written communication skills
- Strong knowledge of Computer applications, specifically MS XL.
- Ability to work under pressure and manage personal stress.
ORG Chart Position (reporting and functional relationships):
- Line manager: Administrative Coordinator
- Line report(s) on base: Functional manager
Applications not fulfilling the below criteria will not be entertained:
- Resume file should be named with applicants name.
- Applications received after the above mentioned closing date will not be entertained.
- Email Subject should be “Application for the Position of Administrative Coordinator Assistant Maiduguri”
Job Title: Logistics Coordinator Assistant
Location: Maiduguri, Borno
Objectives
Under the supervision of the Logistics Coordinator, the Assistant Logistics Coordinator will:
- Assist the Logistics Coordinator in the support of the mission logistics activities.
- In particular, he/she supports the base logisticians and supply logisticians in their tasks.
- He helps the logistics coordinator on compilation of monthly logistics reports and its analysis
- When necessary, deploy to SI bases and sub bases in Borno to carry out assigned tasks.
- Manages the logistics tasks of Abuja base and procurement processed in Abuja,
Abuja base logistics:
Act as Base logistics assistant on office and guest house management specially on:
- Ensuring a follow-up of the contracts
- Ensuring the monitoring the maintenance of all the structures related to the functioning of the base (office, guest-house).
- Planning short and long term office equipment needs
- Ensuring regular maintenance of the SI fleet and good condition of rental vehicles
- Following up driver and security-guards planning
- Office supply
- Making sure all the follow-up documents are regularly updated
(fuel, logbooks, consumption, durable equipment, stock report, IOF and
contract follow-up, etc)
Domestics travel management:
- Focal point for booking flight tickets between Abuja and Maiduguri and other states.
- Cancellation of flight tickets when required
- Communicate with department coordinators for the approval of flight request
- Cancellation of flight tickets when required
- Ensures Implementation of backup and data-protection procedures
- Following the registration of telecommunication equipment
Ensuring a follow-up of the contracts
Office Supply:
- Ensuring regular maintenance of the SI fleet and good condition of rental vehicles
- Making sure all the follow-up documents are regularly updated
(fuel, logbooks, consumption, durable equipment, stock report, IOF and
contract follow-up, etc)
Field Support:
- Participate on the setup of new or existing operational bases
- Identify and establish list of suppliers of program and office materials.
- Monthly update of price list.
- Support actively the logistician on responding to programs’ operational needs
Logistics HR:
- Build the capacity of Abuja logistics staffs, including drivers and Security guards,
- Take part in Identify training needs of national logisticians and conduct training sessions as needed,
- Ensure smooth collaboration within the team and with other departments
Reporting:
- Prepare quality and analytical input to monthly logistics pack, feedback to the bases,
- Report to the Logistics Coordinator her/his achievements and constraints,
- Report to the Logistics Coordinator of any malfunctions occurring in Abuja or at the field offices,
Requirements
Educational:
- Minimum Bachelor Degree in Finance.
- Professional Certification will be an added value.
Experience:
- Minimum 2-3 years of proven experience in relevant field of Finance and HR.
- Previous team management experience
- Previous experience of remote management of teams.
- Work Experience in Humanitarian Sector in a cross-culture setting will be of an added value.
Skills:
- Good interpersonal and conflict management skills.
- Strong verbal and written communication skills
- Strong knowledge of Computer applications, specifically MS XL.
- Ability to work under pressure and manage personal stress.
The list above is not strictly definitive; an employee working within
the framework of these tasks may carry out other tasks if asked to do so
by his/her line manager.
- Resume file should be named with applicants name.
- Applications received after the above mentioned closing date will not be entertained.
- Email Subject should be “Application for the Position of Logistics Coordinator Assistant Maiduguri”
How to Apply
Interested and qualified candidates should send their CV's to:
[email protected]
Application Deadline: 5pm, 11th March, 2017.