Admin Assistant at Solidarites International
Closing Date: 21 September, 2018
Experience: 1 year
Solidarités International (SI) is a French humanitarian organisation operating for over 35 years who is 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: water, food and shelter.
SI has started activities in North-eastern Nigeria in August 2016 in the fields of Wash and is now intervening in 4 areas of the state for Wash and Shelter activities.
At his/her assigned base level, the administrative assistant supports the administrator in the processing of accounting operations as well as all tasks relating to Human Resources
List of Main Responsabilities Administrative Management of Personnel:
Welcome and participate in administrative briefing of new personnel
Assist the administrator 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 (Homère)
Issue pay slips and supervise payment of salaries after approval by the administrator
Calculate taxes and duties and create pay records for the relevant organizations
Keep an organization chart up to date for the base
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
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.)
Treasury / Accounting / Management:
Supervise the physical maintenance and safety of cash boxes
Prepare monthly closing, revision and integrity of accounts for the base
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 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 Admin Coordinator in relations with administrative authorities.
Personal Abilities Professional Experience:
1 year of experience in similar position (NGO/Private or Public sector)
English, Kanori, Haussa, Shua (additional languages a plus)
Very good organization
Resistance to stress
Very good interpersonal skills (communication)
Technical Competences :
Good knowledge of Office Software : Excel, Word, Outlook and working with a previous accounting software is a plus
Salary and Conditions
In accordance with SI’s Terms of Employment; for national staff in Nigeria.
Method of Application
Interested and qualified candidates should send their Applications (CV, Cover Letter, References) in a single file to: email@example.com The subject of the e-mail must be "Ngala Wash Assistant"
Please name the file with your name and surname. Files with generic names will be immediately deleted
As position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the final date.