Log Admin Assistant

MISSION

ROLES AND RESPONSIBILITIES:

List of principal activities:

Team management

• Train and support team members under his or her supervision.
• Ensure the minimal replacement of members of the admin/log services in case of absence.
• Assist in the recruitment process.
• Evaluate the team members under his or her supervision.
• Prepare shift planning for watchmen

Reporting / communication:

• Participate in supervision of regulations in effect.
• Support his/her line-manager in relations with local administrative authorities

Activities related to Administration:

Administrative management of personnel:

• Follow-up of visa and air ticket of expatriate team and apply on time for extension.
• Organize national and international travels.
• 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 dossiers 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.

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

Activities related to Logistics:

Management of supplies

• Update price lists and supplier databases.
• Control Solidarités International purchase procedures.
• Verify and process quote requests and IOFs.
• Prepare and archive purchase folders.
• Implement purchases, monitoring adherence to validation regulations and procedures.
• Negotiate prices, deadlines and methods of delivery.
• Ensure that relationships with suppliers are monitored.
• Organize and supervise all logistic aspects and documentation for good/supplies transport: way-bills, packing lists, final delivery/distribution records.

Management of vehicle fleet

• Assist in the planning and execution of service work on vehicles.
• Organize the weekly movement of vehicles.
• Ensure that a tool box and emergency kit are available on board all vehicles and ensure drivers check the kit is always complete.
• Check that vehicle log books are in place and are used correctly.
• Assist in monitoring and consolidating fuel consumption and miles travelled for all vehicles.
• Prevent misappropriation of fuel and spare parts.
• Monitor the administrative documents for all vehicles

Management of equipment/telecommunications

• Assist in installing and securing materials.
• Assist in monitoring and maintaining materials.
• Assist in the planning and execution of service work on generators/motor pumps.
• Organize training sessions in the use of means of communication

Management and monitoring of IT equipment

• Update antivirus software.
• Provide teams with adequate means for data backup.
• Ensure the maintenance and correct use of IT equipment

Management of stock

• Supervise the maintenance and securing of warehouses.
• Carry out regular stock checks and physical inventories.
• Ensure/Supervise the basic maintenance of premises (office and guesthouse)

ORG CHART POSITION (reporting and functional relationships)

Line manager: Support Manager

Line report(s) on base: Cook, Cleaner

Functional manager: –

Functional report(s): –