Administrative Coordinator Assistant

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: Abuja

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.
• 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 (HomÄ?re).
• 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.

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.
• 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.
• 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

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.
• Ability to work under pressure and manage personal stress.
• Strong verbal and written communication skills
• Strong knowledge of Computer applications, specifically MS XL.

ORG Chart Position (reporting and functional relationships):

• Line manager:  Administrative Coordinator
• Line report(s) on base: Functional manager