Administrative Assistant at Solidarites International (SI)

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

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Location: Monguno, Borno

List of Principal Activities
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 files 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 effect Aid admin Base in relations with administrative authorities

Application Closing Date
22nd September, 2017.

Method of Application
Interested and qualified candidates should send their CV's and suitability statement as a single attachment to: job.applications@solidarites-nigeria.org the subject of the email should be the title/location and the CV/Cover Letter should be saved in the applicant’s full name.
Or
Hardcopy and the title of the related position must be written on the envelope and addressed to:
Solidarités International Office,
No 8 Manassa Street,
Behind Polo Ground,
Maiduguri,
Borno State.
Attention: Wahab Naimi, Head of Base.

Note: Only shortlisted candidates will be contacted. Shortlisting will start as soon as we start receiving applications and deadline might be changed without prior notice.