Administrative Officer at Secours Islamique France (SIF)

Secours Islamique France (SIF), created in 1991, is an international non-governmental relief and development organization (NGO). SIF acts in strict neutrality, without distinction of origin, gender or religion, and is dedicated to alleviating the suffering of the world's most deprived populations.

We are recruiting to fill the position below:

Job Title: Administrative Officer

Location: Borno
Duration of contract: 3 month (with possible extension)  

Job Summary

• SIF is seeking to recruit a highly motivated individual for the position of Administrative Officer to work in its office in Maiduguri with travel to the bases when needed. 
• The tasks described in this job description are not exhaustive or limited. Due to the nature of the mission and the organization, the Admin Officer may be requested to perform further tasks related to his responsibilities. 

Responsibilities
Human Resources:
Objective 1: HR and Operations:
Activities: 

• Support the Administrative Coordinator for all duties related to Human Resources.  
• Assist Administrative Coordinator and department Heads in Strategic Human Resources Planning and in decision making related to HR issues.  
• Ensure all HR related policies and guidelines are fully complied with the National Labour Law and our Internal Regulations.  
• Recommend new approaches, policies and procedures to effect continual improvements in efficiency of the department and services performed.  

Objective 2: Managing Recruitment:
Activities: 

• Organize and follow up recruitments procedures including, Recruitment Request Form approval, Job Description preparation, advertising and short-listing, interviews and tests, selection, reference checks (with traceability tools). 
• Prepare contracts and organize orientation of all new employees. 
• Maintain personnel files with all necessary documents and also the database. 
• Arrange refresher sessions for all staff of HR policies when it's needed.
• Save the recruitment files of unsuccessful candidates with a data base (for future recruitment needs) 

Objective 3: Handling Grievances:
Activities: 

• Provide specific advice and guidance to employees on a variety of HR issues.  
• Identify motivational needs and advice Administrative Coordinator and Department heads.  
• Support the Administrative Coordinator to have effective coordination to provide the needed support to all Coordinators and Managers regarding staff relations, grievance and disciplinary actions.  

Objective 4: Compensation and Benefits:
Activities: 

• Process and update the monthly Salary data, edit the advance, payroll information and ensure all information are accurate.  
• Administer payroll and maintain employees’ records (soft & hard copies). 
• Support the Administrative Coordinator in organizing the annual assessment interviews and table analysis  
• Ensure end of probation/midterm/annual/end of project evaluations objectives set, appraised and proper records are available in hard and soft copies.  
• Make sure the necessary insurance coverage is in place for all employees, promote workplace safety among staff and provide advice and assistant on related issues. 
• Manage staff welfare policies including health insurance claim reimbursement. 
• Ensure employees are registered with Pension Fund, NSITF, NHF, Joint Tax Board, & monthly payments are properly made.  
• Maintain an effective HR database and filing system, with proper files maintained for each staff member, both manually and electronically while maintaining confidentiality.  
• Monitor staff attendance and maintain a leave tracking system which allows HR to effectively manage leave for all SIF staff.  
• Support the Administrative Coordinator in conducting different studies and surveys related to the mission salary scale and other benefits. 

Objective 5: Training and Development:
Activities: 

• Identify employees training needs, develop training plans and identify opportunities for trainings  
• Ensure the development of teams in coordination with the Mission Coordinators. 
• Playing an effective role in planning and conducting different team building activities. 

Objective 6: Managing budget and following exit procedures:
Activities: 

• Provide inputs in budgets preparation for HR purposes.  
• Timely submission of recruitment plans, weekly, monthly and HR Statistical report to Administrative Coordinator. 
• Be on the lookout for and anticipate the end of contracts (in accordance with local law). 
• Prepare the end of contracts documents (work certificate, annual leave pay sheet, etc.) and conduct exit interviews.  

Objective 7: Reporting:
Activities: 

• Prepare monthly HR report to be shared to Share point, including narrative of activities, recruitment reports, HR Events, organization chart.  
• Contribute to monthly Sitrep report 

Finance:
Objective 1: Cash Management:
Activities: 

• Prepare all kinds of cash payments to suppliers, partners, national staff salaries or per diems, expatriates’ payments, etc; 
• Process invoices and follow up with suppliers and partners after checking that all supporting documents are in line with SIF and donors’ rules and regulations; 
• Coordinate payment to suppliers for program activities  in collaboration with Program Management team; 
• Track cash box balances on a weekly basis, and alert the line manager in case of discrepancies and/or shortage of cash; 
• Manage the cash balances in the office, and ensure the minimum cash amount is always available as per SIF rules and regulations; 
• Prepare the Payment Follow Up Table for partners and Suppliers; 
• Validate invoices on acceptability of the expenditure according to SIF finance procedures; 
• Conduct monthly cash and bank reconciliation/ 

Objective 2: Finance and Accounting:
Activities:
To perform the day-to-day accounting functions of all activities,  including, but not limited to: 

• Maintaining Cash and Bank Books in SIF Excel format to be further submitted to Admin Co for review;  
• Maintaining of SIF Cash and bank payments, ensuring sufficient amount are available, and that security measures are in place and being followed;  
• Conducting Cash reconciliation on daily basis and Bank Reconciliation on weekly basis, and reporting to Admin Co if there are any discrepancies; 
• Collecting Bank Statement by 5th of following month and preparation of monthly Bank Reconciliation for each Bank account;  
• Processing vendor’s Invoices in accordance with SIF Procedures, ensuring that all statutory deductions are followed and paid to appropriate local government and other authorities in time; 
• Checking and processing monthly staff Payroll , ensuring that all statutory deductions are followed and paid to appropriate government authorities in time; 
• Ensuring all Payments/Financial transactions are carried out as per: a) SIF Financial and Accounting Procedures; b) Donor requirements; c) requirement of audit; d) local legislation; 
• Supporting colleagues in handling cash and financial transactions, providing guidance if required;  
• Prepare the allocation tables for the shared costs (salaries, communication, Medical covers etc.) 
• Management of proper cash transfer to the field sub-offices when  needed; 
• Maintain all Financial Systems for the SIF base and Field sub-office, and ensure full compliance with SIF financial (SOP’s); 
• In coordination with the Administrative Coordinator, participate in preparation the mission’s Budget Follow Up BFU report; 
• Preparation of accurate monthly financial report  within the agreed  timeframe, including the compilation and  finalization of monthly expenses for all cash and bank books; 
• Assisting in preparation of Treasury Forecast in coordination with HR, Logistic and Program Management team; 
• To be focal point for preparation and submission of required reports to local authorities (SCUML, Revenue Office, Pension, NHF, NSITF and others); 
• To be Focal point for processing monthly staff Payroll in timely manner including for field sub-offices  
• Preparation of required documents for internal and external financial audits, providing all information required by local legislation, donors, HQ or other bodies; 
• Conduct regular internal audit and report immediately if there’s possible fraud; 
• Participate in drafting and developing Mission and project budgets; 

Objective 3:
Administration, Coordination and Reporting:
Activities: 

• To scan monthly financial paperwork after proper checking, ensure they are completed and no any missing signature/documents;  
• Ensure all financial  transactions and  are filing and archiving is in line with SIF and donor requirements; 
• To submit to Admin Coordinator (or HQ) the monthly archiving before 10th of following month; 
• Ensure and facilitate the communication and information sharing within the team and the department where applicable, and contribute to the team responsibilities; 
• Work in close collaboration with other departments; 
• Maintain open and frequent communication concerning financial transactions where applicable, with SMT, PMT, Field staff, and HQ; 
• Ensure colleges are informed of the required financial procedures, and answer to any questions, provide coaching and guidance if needed; 
• Collaborate in the preparation of documents for financial/annual audit; 
• Support in the preparation of the yearly financial reports. 

Others: 

• Activity planning, implementation and follow-up of financial matters; 
• Undertake all other duties that may be determined by the Admin Coordinator and/or Head of Mission and that are compatible with the job; 
• Maintain up to date knowledge of and implement national government requirements and regulations related to financial matters such as income tax, Social security etc 
• Facilitate orientation of new hires to the SIF Human Recourses and  Finance procedures; 
• Ensure full confidentiality regarding HR and financial procedures, data, information; 
• Performing other HR and Finance duties assigned by line manager; 
• Perform duties of Admin Co during his/her absence;

Requirements 

• University degree in Admin, Finance, HR or any related subject from recognized University.  
• Minimum of three years of experience as HR Officer in NGOs/INGOs.  
• Good report writing, communication skills; 
• Excellent interpersonal, organizational, time management skills, planning, prioritizations of task, anticipation and to thorough. 
• Sense of confidentiality. 
• Effective under pressure, results oriented and proactive with the ability to multi-task.  
• Good problem solving, analytical skills, social skills and creative, to think of alternative solutions. 
• Ability to work as a team member and also to work independently. 
• Computer skills: excellent knowledge of Word, Power Point and Excel.  
• Knowledge of local labour & other related Laws. 
• Fluent in English, spoken and written, including correct spelling, grammar & punctuation. 
• Stress tolerance,  Team Player, Working in a multi-cultural set-up; 
• Attention to detail, Proactive and reliable, Able to work with limited supervision; 
• Willingness to travel  to remote and/or insecure locations if needed.

Application Closing Date
26th November, 2024.

Method of Application
Interested and qualified candidates should send their Cover Letter (not more than 1 page) and up-to-date CV (not more than 3 pages) to: [email protected] using "Administrative Officer" and their name (in consecutive order: 1) First name; 2) Surname; 3) Other name) as the subject of the mail.

Note

• Both Cover Letter and CV should be in one PDF file and to be NOT more than 4 pages, including your full contact details and 3 referees with their current official contacts.
• Please do NOT attach your education certificates and any other document;  we’ll request if needed.
• If the application (Cover Letter and CV) is more than 4 pages and the education certificates and other documents attached, your application will NOT be considered. 
• Candidates from Borno state are highly encouraged to apply.