Logistics / Admin Assistant Job at Solidarites International (SI)

• At his/her assigned base level, the log-admin assistant supports his/her line-manager in processing accounting operations, following-up Human Resources issues, implementing and supervising all logistical activities.
• In particular, he/she lends support to carrying out urgent activities and the filing and archiving of official and/or internal documents.
• He/she temporarily takes on the basic tasks of the line-manager in his/her absence.

• Welcome and participate in the administrative briefing of new personnel.
• Give Abuja Security Memo to newcomers and ensure its signature.
• Orient new staff on where to find safety equipment (first aid kit and Fire extinguishers)
• Deliver paperwork and SI ID cards to new staff.
• Add newcomers in the Abuja movement tracking group (ABJ Casual Life – Mvmt tracking)
• Ensure SOP Airline is respected.
• Follow-up on visas of expatriate team for timely processing.
• Assist the administrator in the administrative management of recruitment and hiring.
• Participate in the organization of training.
• Ensure archiving and monitoring of individual dossiers and deliver all documents to the professional life of Solidarités International employees.
• Ensure the confidentiality of all HR datas.
• Calculate taxes and duties and create pay records for the relevant organizations.
• Keep an organization chart up to date for the base.
• 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.
• 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.)
• Evaluate team members under his or her supervision.
• Prepare shift planning for drivers.

• Supervise the physical maintenance and safety of cash boxes.
• 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 the 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 superiors.
• Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information.

• Participate in supervision of regulations in effect.
• Aid admin coordinator in relations with administrative authorities

• Carrying out and adhering to Solidarites International purchase procedures.
• Verify and process quote requests and IOFs.
• Prepare and Archive purchase folders for Abuja office.
• Implement purchases, monitor adherence to validation regulations and procedures.
• Negotiate prices, deadlines, and methods of delivery.
• Ensure that relationship with suppliers is monitored.
• Organize and supervise all logistics aspects and documentation for good/supplies transport, waybills, packing lists, final delivery/distribution records.
• Carry out regular stock checks and physical inventories count by using SI stock report on monthly basis.
• Follow up on the expiry date of first aid kit and fire extinguishers in the Office and GH and replenish them on a timely basis.

• Assist in the planning and execution of service work on vehicles.
• Organize daily movement of vehicles.
• Ensure that a toolbox and First Aid kit are available on board all vehicles and ensure drivers check that kit is always complete.
• Ensure that vehicle logbooks are in place and are used correctly.
• Monitor the administrative documents for all vehicles.
• Tracking of movement from or to the airport.
• Ensure weekly vehicle checklist template is filled by the driver(s).

• Assist in installing necessary programs as well as required update and securing materials.
• Assist in monitoring and maintaining materials.
• Assist in the planning and execution of service work on equipment.
• Ensure the maintenance of IT equipment by communicating with IT responsible.

• Ensure all premises issues and coordinate/supervise troubleshooting.
• Ensure regular maintenance of Solidarités installations/equipment/facilities, notably through a preventative maintenance plan (procedures, scheduling etc).

• Check the availability of enough consumables and materials in stock for routine repairs and ensure their management; transmit orders for stock replenishment timely.
• During the execution of work, ensure the safety and security of the premises.
• Ensure and supervise the maintenance and upkeep of premises.

• Education: B.Sc. Finance, Economics, Business/Public Administration or related degrees
• Professional experience: 2 years of relevant experience (NGO/Private or Public sector) and 1 year of progressive experience in an INGO
• Languages: Fluency in English compulsory - written & spoken (Hausa – Added Advantage)
• Good knowledge of the Nigerian Labour Law

• Personal qualities: well organized, able to prioritize and manage important workload, good learning capacity and a fast learner, good communication, reactive, assertive, great attention to details, resistance to stress.

• Qualified female candidates are strongly encouraged to apply.
• Select Logistics-Admin Assistant, fill the form and attach your CV and motivation letter.
• The CV attached must be named with your first name and surname.

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