Administrative Officer At Solidarites International

Main Objective

• Under the supervision of the Administrative Manager the Admin Officer supports in the learning and professional development of Solidarites International's workforce.
• He/She will assist in equipping SI employees with the knowledge, practical skills and motivation to carry out their work activities effectively.
• He/She will be assisting the HR management in assessing the training needs of the employees, facilitating schemes and arranging training days.
• HE/She ensures that the cash box and cash books are perfectly maintained, as well as monitoring, inputting and archiving accounting documents.
• S/He is in charge of his/her cash box security.

Activites

Employee Follow Up:

• Under the supervision of his/her Line Manager, prepares contracts, amendments, and regular ends of contract for employees of the assigned area.
• After validation and signature by HR Manager, organizes the signature of required document(s) by Employee on the due date and in compliance with donor and Solidarités International Procedures
• Updates and ensures complete and proper documentation of the HR files and of HR digital files as per Solidarites International procedures (work contract, Job Description , health benefits, leaves, personal administrative folder etc)
• Assists in ensuring compliance with donor and SI Fin/HR Policy, in the daily administration preparation of employees of his/her assigned area, including per diem, medical refunds, roving allowances, leaves requests and other employee's requirements.
• Updates the monthly employee's follow-up, records salary advance and data in the software HOMERE on weekly basis
• Payroll: checks the monthly variables for each employee according to the attendance sheets and monthly planning and employee benefits for payroll purposes (gratuity, reallocation allowances), enters the data for the monthly payroll in Homere and after validation, ensure in collaboration with the Finance department the envelopes preparation and payment for the assigned area
• Collects, compiles information and update the PD follow up on a regular basis.
• Follow up on appraisal, to update the training plan follow up and support the identification of training needs based on appraisal results.
• Plan and assess the 'Return on Investment' of any training or development programme by monitoring and reviewing the progress of trainees through questionnaires and discussions with managers.
• Participate to team building activities and events organization.

Recruitment:

• Support recruitment process liaising with manager and HR supervisor to ensure a closely follow up:
• Job Announcement Vacancies redaction
• Advertise positions according to the diffusion strategy decided by her/his line manager.
• receive and sort applications, regularly update the line manager about the progress,
• classify and file properly recruitment folders.
• Participates in interviews of candidates (A1 to B2 level) for the assigned area.
• Prepares the induction planning in collaboration with her/his line manager and head of department, orientate new recruited employees (A1 to B2 level) on SI HR Policy (Internal Staff Regulation, specific allowances, and benefits) and explain the content of SI HR documents and processes for the assigned area.

Accounting / Bookkeeping:

• Establish a statement of needs for liquid assets in consultation with the Administrator.
• Carry out withdrawals and payment of advances, in accordance with established procedures.
• Keep the advance books and cash journal.
• Record budget allocations and accounting codes of the expenses
• Before recording, check that the supporting documents complies with Solidarités International procedures.
• Ensure that accounting documenting are translated if necessary.
• Check cash balances daily and report any discrepancies to the line manager.
• Archive accounting documents in accordance with Solidarités International procedures, after a final check of supporting documentation
• Ensure cash box security and confidentiality of information.
• Collate, Verify and transfer all bank payment request from the field to regional office.
• Calculate taxes and duties and create pay records for the relevant organizations.

Reporting / Communication:

• Participate in the Internal Staff Regulation presentation and ensure refreshment sessions for the assigned area.
• Participate to the weekly meeting and weekly reporting.
• Ensure the publication of information on the information board.
• Report back all information or problems linked to his/her activity to his/her line manager.
• Report any employee concern to his/her line manager.
• Support the administration of the yearly employee's engagement survey and assist in the data analysis and in identifying key results.

Qualifications

• Studies: B.Sc./ HND in Finance, Economics, Business Administration, Public Administration or related degrees.
• Experience: 2 years' relevant experience in a similar position with other INGO.
• Good knowledge of archiving and file/record management, payroll processing, contract management, leave tracking, cash book management, monthly Hr and Finance reporting and audit experience with different donors.
• IT Skills: Excellent knowledge of MS Office software: Excel, Word, Outlook, Power Point. Good knowledge of Homere and Saga is an added advantage.
• Transversal Skills: Rigorous, organized, able to manage important workload, good learning capacity, good communication skills, reactive, team spirit, assertive, attention to details and resistance to stress. Candidate should be reliable, honest and accountable, a team player and proactive.
• Language: English is mandatory and one of the local dialects (Hausa) is an added advantage.

What we offer

• Salary + transport & housing contribution + social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government, festive bonus, Life insurance - covering death and permanent disability) etc.