VACANCY: Solidarites International is Recruiting for Logistics Assistant 452 views

Solidarites International is Recruiting for Logistics Assistant

Solidarites International is a French humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 38 years the association has focused on meeting three vital needs – water, food, and shelter. Currently present in Nigeria since 2016, SI carries out emergency / post-emergency programs in the WASH sector in the North East region.

We are recruiting to fill the position below:

Job Title: Administrative Manager

Location: Maiduguri Base, Borno

Goal / Purpose

• Under the supervision of the Fin/HR coordinator, the administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITY International
• He/she supervises accounting operations and cash management and carries out budget follow up in conjunction with the program managers.
• He/she is also one of those charged with ensuring that Solidarités International’s Human Resources policy is properly implemented at the base.
• He supports monitors and trains the members of his administrative team.

Main Tasks

Administrative Management of Personnel:

• Assist in welcoming and integrating new personnel, ensure they receive an administrative briefing
• Supervise the collection of elements needed to establish wages and monitor their proper implementation
• Calculate taxes, complete returns and make statements and payments to the necessary organizations
• Assist in defining and applying Solidarités International’s salary and social policies
• Evaluate risks linked to changes in compensation and social policies
• Oversee the setting up of legal representation and consultation bodies for personnel at his / her base, and assist in conflict management and resolution
• Supervise the archiving, handling and security of Solidarités International personnel files
• Draft employment contracts for employees at his/her base, and ensure that they are adhered to
• Ensure that performance reviews are carried out according to the defined procedure, and monitor the professional development of personnel Centralise training requests from teams and set up a training plan
• Assist in ordering and determining disciplinary measures
• Apply the formalities provided for sanctions and for termination or breach of contract
• Conduct meetings and communication with personnel
• Track the cost of living
• Update the mission organization chart
• Assist in welcoming and integrating new personnel, ensure they receive an administrative briefing
• Supervise the administrative management of personnel recruitment and hiring at his/her base

Team Management:

• Plan and direct the activities of the administrative team
• Lead meetings for the administrative team
• Define the needs of administrative personnel at his/her base, and recruit according to the resources allocated
• Train, support and evaluate the administrative team at his/her assignment base.

Cash-flow / Bookkeeping:

• Maintain account keeping at his/her base, monitor cash balances
• Maintain bank books for his/her base and keep them safe
• Manage transfers and monitor the security of funds
• Formulate cash-flow forecasts with the logistics officer and the program managers
• Supervise the upkeep and security of safes and cash-boxes
• Ensure accounting archiving (both digital & hard copy) according to SI accounting procedure.
• Prepare and supervise the monthly closing, review, and integration of the accounting for his/her base
• Verify the accounting files before they are sent to coordination
• Manage his/her base’s cash-flow and ensure that banks and cash boxes are well supplied

Budgetary / Financial Monitoring:

• Monitor functioning costs at his/her assignment base
• Oversee adherence to donor administrative procedures
• Propose solutions if necessary
• Administrative management of the mission:
• Assist in selecting Solidarités International premises
• Ensure administrative monitoring of insurance locations, claims, and contracts
• Verify and validate all contracts drafted at the base.
• Aid the administrative coordinator in formulating financial reports and carrying out audits
• Assist in formulating budgets for new projects
• Update allocation boards for his/her base
• Update and analyze Monthly budget follow up in conjunction with logistic and program teams
• Make connections between budgetary consumption and activity progress

Reporting / Communication:

• Supervise the sending of administrative files to coordination
• Ensure administrative and financial reports are made to the coordination according to the Solidarités administrative calendar
• Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force
• Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order.

Profile

• Professional experience: 3 years of experience in a similar position (NGO/Private or Public sector) and 2 years of progressive experience in an INGO
• Training / Education: B.Sc. in Finance, Economics, Business Administration or related Degrees
• Languages: English compulsory (Hausa / Kanuri – Added Advantage)
• Admin related skills: good knowledge of the project cycle, budget follow-up, recruitment, payroll, etc.
• IT skills: Good knowledge of Office software: Saga, Homere, Excel, Word, Outlook, PowerPoint.
• Personal qualities: rigorous, organized, able to manage important workload, good learning capacity, good communication, reactive, team spirit, good written and analysis capacities, resistance to stress.

Job Title: Logistics Assistant

Location: Maiduguri, Borno

Goal/Purpose

• The Logistics Assistant supports the Field Coordinator in implementing and supervising all logistical activities at his/her assigned base. In particular, he/she lends support to carrying out urgent activities, base stock management, procurement follow-up, day to day management of watchmen/ladies, filing, and archiving logistical documents.

MainTasks

Follow up of supplies:

• Receive and check all Internal Order Forms originating from Maiduguri base and forward same for validation according to the mission’s Table of Signatories
• Update base IOF follow up and share same with the base team
• Provide feedback to the base team on all procurement requests
• Follow-up the regular supply of fuel to the office and guest house for generators’ consumption
• Ensure quality check upon receipt of all supplies/services/work

Follow up of vehicle fleet:

• Liaise with the Field Coordinator to plan the base fleet needs
• Ensure that all administrative documentation is always available on the assigned fleet for Maiduguri base
• Ensure that all IPC related materials are available on the fleet at all times
• Raise and submit vehicle IOF to for validation on behalf of Maiduguri base
• Draw up and submit weekly vehicle movement request to coordination

Management of assets:

• Support Field Coordinator defines base asset needs
• Ensure the maintenance and correct use of IT equipment
• Follow and ensure data backup of all laptops for Maiduguri base
• Liaise with IT responsible to ensure access to SI’s ICT infrastructure by all concerned users
• Update asset responsibility follow up for Maiduguri base
• Update Maiduguri Base Pack statement

Management of supplies (Stock):

• Manage base stock according to SI’s stock management procedures
• Carry out the monthly stock inventory and update the Maiduguri base stock report
• Ensure proper tracking of generator fuel stock

Human resource management:

• Daily management of all watchmen/ladies in Maiduguri assigned at SI’s Guesthouse and office
• Ensure that Watchmen/ladies are implementing IPC control measures at all SI’s premises
• Ensure that adequate safety equipment and needed PPEs are available at all times for use by watchmen/ladies
• Generate schedules monthly working schedules for all watchmen/ladies
• Ensure that watchmen/ladies are properly tracking movements in and out of SI’s premises

Reports:

• Monthly Submission of Maiduguri base Park Statement to IT Responsible
• Monthly submission of Maiduguri base responsibility follow-up to IT Responsible
• Monthly submission of the updated stock report to coordination Supply Manager
• Monthly laptop backup report

Profile

• Training/Education: B.Sc. Supply, Social Science, Economics, Business Administration or related degrees
• Professional experience: 2 years of experience in a similar position (NGO/Private or Public sector) and 1 year of progressive experience in an INGO
• IT skills Good knowledge of Office software: Excel, Word, Outlook, PowerPoint.
• Personal qualities: rigorous, organized, able to manage important workload, good learning capacity, good communication, reactive, team spirit, good written and analysis capacities, resistance to stress.
• Languages: English compulsory (Hausa/Kanuri – Added Advantage)
• Logistics related skills: good knowledge of Supply chain, fleet management, store management, purchase, etc.

How to Apply

Interested and qualified candidates should apply by using the “Login as candidate” button below.

Note

• The CV attached must be named with your name and surname.
• As the position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the final date

Application Deadline  9th August 2020.