Administrative Job at Solidarit├ęs 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 activitiesSolidarités International is recruiting to fill the position below: Job Title: Administrative Coordinator, AssistantLocation: Maiduguri, (Borno State) with movements inside the stateProbationary Period: 1 monthContract Duration: 5 months, subject to renewal upon available donor funding.Responsibilities and TasksThe Administrative coordinator Assistant – Finance supports the administrative coordinator in processing SI’s financial management on a mission.He/she is one of those charged with ensuring that SI rules and procedures regarding commitment and follow up of expenses are followed at the base level as well as at the coordination level.He/she offers administrative support to administrators and teams on all matters relating to finance and administrative purposeList of Principal ActivitiesTeam Management:Participate in training the administrative teamsEnsure that mission Administrative assistant, accountants and cashier are trainedTrain and supervise Financial team of coordinationSupport Log/Admin Base manager regarding financial part of their Job.Do regular field visits on the different basesFinancial and Budgetary Management:Carry out preliminary budgetary controls, consolidation of monthly Budget follow up to be forwarded to the administrator and regularisedCheck the monthly projects budget follow ups according to Solidarités formatConsolidate, update and check the Allocation boardsConsolidate, update and check the Allocation boardsManagement of the Mission’s Accounting:Ensure that lease contract sums due are paid and distribute the burden of costsCheck with the HR department that the personnel database is complete and up-to-dateCarry out a systematic monthly check of advances from each cash box (matched and unmatched)Carry out transaction matching at a mission levelCarry out physical checks of supporting documents received from the basesCheck cash box inventories and bank reconciliations for each BalzacEnsure that the monthly accounting documents are compiled and sent to the headquarters: accounting board, DATA salary, cash box inventories, bank reconciliations, HOMERE backup)Carry out the required accounting changes if necessary (reallocations etc.)Integrate the exchange rates sent by the headquarters into SAGA every monthMonitor the monthly allocation of Paris costs incurred by the headquarters within SAGASend SAGA to bases following monthly integration at the headquartersMonitor voucher creation at bases level and the monthly return of base documents to the coordinating levelVerify vouchers and other accounting documents to be sent to the headquarters every 6 monthsAllocate invoices for expenses from/for other missions (inter-mission expenses)Centralize the accounting for different bases within SAGAVerify the accounting for the different bases (description, accounting codes, analytical codes, monthly exchange rate)Supervise the semi-annual analytic closure and the annual accounting closure with the administrative team, under the supervision of the administrative coordinator or his/her deputy (expenditure incurred, analytical and budgetary allocation, leave balances, donations in kind, equipment assets etc.)Administrative HR Management:With support of HR Deputy Coordinator , Verify and carry out salary monthly paymentRegister salary in relevant Balzac (VXX)With support of HR Deputy Coordinator Ensure that Salaries taxes are paid to the authoritiesAdministrative Management of the Mission:Support Administrative Coordinator to negotiate and draw up partnership contracts with local partners and ensure that they are followed and complied with SI and Donors regulationSupervise paper and digital record-keeping, as well as ensuring the security of administrative documents and accounting documentsConduct the quarterly mailing of accounting archives to headquarters after internal inspectionCash Management:Manage the cash flows between Coordination and Bases, and ensure that bases receive suppliesEnsure that the cash box and coffers are well kept and that funds are secure at all basesTo compile weekly cash flow forecast from the bases and manage in collaboration with Admin Co and Accounting Supervisor to transfer cash to the basesCompile and monitor cash flow forecasts and forward them to Line ManagerTo prepare 3 months cash flow forecast for the mission to Admin Co to validate for headquartersMonitor the security of funds and propose improvement of the internal cash transfer process at mission level to the Administrative CoordinatorLegal Follow Up:Follow the evolution of the national laws and policiesPrepare monthly WHT calculation and PaymentEnsure that declarations and payments of taxes and contributions are made to the relevant organizations/AuthoritiesPrepare and control the tax on salaries payment (NSIF, pension Fund …) in coordination with the HR Coordinator deputy Reporting/Communication:In conjunction with the administrative coordinator, monitor whether accounting documents are consistent with interim and final financial reportsEstablish and maintain relationships with the administrative authorities at the national level. Carry out constant judicial monitoring, keep up-to-date with local employment laws, check information collected with law firms and insert it into Solidarités International’s documentationPrepare and assist with audits or possible inspections/ 

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