Logistics / Admin Assistant Job at Solidarites International (SI)

Solidarites International (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion, but also in the essential area of food security and livelihoods. Present in around twenty countries, SI's teams - 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting cultures.

Solidarités International (SI) is determined to prevent and fight all type of abuse – all act of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH. Solidarités International is an equitable employer committed to find all forms of discrimination. SI will never ask for any remuneration to take part in a recruitment process.

We are recruiting to fill the position below:

Job Position: Logistics / Admin Assistant

Job Location: Abuja (FCT) 
Employment Type: Full-time

Mission

• 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.

Description of the Position
Administrative management of personnel:

• Welcome and participate in the administrative briefing of new personnel.
• Give Abuja Security Memo to newcomers and ensure its signature.
• 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.
• Follow-up on visas of expatriate team for timely processing.
• Assist the administrator in the administrative management of recruitment and hiring.
• Participate in the organization of training.
• Ensure archiving and monitoring of individual dossiers and deliver all documents to the professional life of Solidarités International employees.
• Ensure the confidentiality of all HR datas.
• Calculate taxes and duties and create pay records for the relevant organizations.
• Keep an organization chart up to date for the base.
• 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 administrator.
• 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
• 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:

• Supervise the physical maintenance and safety of cash boxes.
• 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 admin 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 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 superiors.
• 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 admin coordinator in relations with administrative authorities

Logistics Management:
Management of supplies:

• Carrying out and adhering to Solidarites 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.

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 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:
Premises Management:

• Ensure all premises issues 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 Forsaken

• Education: B.Sc. Finance, Economics, Business/Public Administration or related degrees
• Professional experience: 2 years of relevant experience (NGO/Private or Public sector) and 1 year of progressive experience in an INGO
• Languages: Fluency in English compulsory - written & spoken (Hausa – Added Advantage)
• Good knowledge of the Nigerian Labour Law
  Good knowledge of archiving & file/record management.
• IT skills: Excellent knowledge of MS Office software: Excel, Word, Outlook, Power Point, Link, Basic Homere knowledge will be an asset
• Personal qualities: well organized, able to prioritize and manage important workload, good learning capacity and a fast learner, good communication, reactive, assertive, great attention to details, resistance to stress.

What We Offer
Salary + Transport & housing contribution + Leave allowance + 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

• Qualified female candidates are strongly encouraged to apply.
• Select Logistics-Admin Assistant, fill the form and attach your CV and motivation letter.
• The CV attached must be named with your first name and surname.