SOLIDARITES INTERNATIONAL (SI) JOB VACANCY [2 POSITIONS]

Solidarites 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. 

We are recruiting to fill the position below:

1. Job Title: Admin Assistant

Location: Monguno, Borno

Beginning of Contract: ASAP

Contract Duration: 3 months (with 

possibility of extension)

Probation Period: 1 months

Salary and Conditions: In 

accordance with SI’s Terms of Employment; for national staff in Nigeria

Delocalized Status and related benefits:Applicable

Mission

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.

Main Tasks
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

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.)

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 effectAid admin coordinator in relations with administrative authorities

REQUIREMENTS
Personal Abilities

Dynamic, organized, methodical, team player, with sound communication skills

Languages: Fluent in English and Hausa (additional languages a plus)

Personal qualities: Reliable, honest, very good organization, resistance to stress, capacity to delegate and to manage, initiative and autonomy, capacity of prioritisation of tasks, work under tight deadlines

TECHNICAL COMPETENCES:

Professional experience: At least 1 year of experience in similar position in administration, human resources and finance especially with INGOs

Bachelor Degree in Economics, management, administration, HR, social science or any related fields

IT skills : Microsoft software practice, sound Excel skills

2. JOB TITLE: Admin Manager

LOCATION: Monguno, Borno

BEGINNING OF CONTRACT: ASAP

CONTRACT DURATION: 3 months
(with possibility of extension)

PROBATION PERIOD: 1 months

DELOCALIZED STATUS AND RELATED BENEFITS: Applicable

MISSION:
Under the supervision of the administrative coordinator, the administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and SOLIDARITES International procedures.

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:

Apply the formalities provided for sanctions and for termination or breach of contract

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

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 administrative briefing

Supervise the administrative management of personnel recruitment and hiring at his/her base

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 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

TEAM MANAGEMENT:

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

Plan and direct the activities of the administrative teamLead meetings for the administrative team

CASH-FLOW /BOOKKEEPING:

Supervise account keeping at his/her base, monitor cash balances

Monitor bank books for his/her base and keep the safe

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

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

Validate all disbursements and commitments of expenditure, in compliance with Solidarités International procedures

BUDGETARY / FINANCIAL MONITORING:

Oversee adherence to donor administrative procedures

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 budget follow up in conjunction with logistic and program teams

Make connections between budgetary consumption and activity progress

Propose solutions if necessary

Monitor functioning costs at his/her assignment base

ADMINISTRATIVE MANAGEMENT OF THE MISSION:

Verify and validate all contracts drafted at the base

Assist in selecting Solidarités International premises

Ensure administrative monitoring of insurance locations, claims and contracts

REPORTING/COMMUNICATION:

Supervise the sending of administrative files to the  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

REQUIREMENTS:
Technical competences :

Professional experience: at least 2 year of experience in similar position in Administration and Finance especially with INGOs

Bachelor’s Degree in Economics, Management or any related fields

IT SKILLS: Microsoft software practice, sound Excel skills.

PERSONAL ABILITIES:

Dynamic, organized, methodical, team player, with sound communication skills

Languages: fluent in English and Hausa (additional languages a plus)

Personal qualities: Reliable, honest, very good organization, resistance to stress, capacity to delegate and to manage, initiative and autonomy, capacity of prioritisation of tasks, work under tight deadlines.

SALARY AND CONDITIONS
In accordance with SI’s Terms of Employment; for national staff in Nigeria.

HOW TO APPLY
Interested and qualified candidates should:
Click here to apply

Application Deadline: 29th March, 2019.

NOTE:
The CV attached must be named with your name and surname.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.