SOLIDARITÉS INTERNATIONAL is an international humanitarian organization based in Paris, France, which provides aid and assistance to victims of war and natural disasters. For the past 35 years, the organization’s vocation has been to meet the three vital needs - drinking, eating and sheltering – of vulnerable populations around the world. Our programs mainly focus on emergency relief actions related to water and sanitation but also related to food security as well as shelter and infrastructure rehabilitation and reconstruction.

Log-Admin Assistant

Affectation: Bandarban
Start of the activities: As soon as possible
Number of positions: 01
Duration of the contract: 6 months

Responsibilities and Description of Tasks:

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.
• 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 monthly duty roster for watchmen team

Reporting / communication:

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

Activities related to Administration:

• Organize national and expat 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)

Qualifications and Competencies: 

• Master or Bachelor Degree in Commerce, HR, Finance and/or Logistic or any relevant discipline
• Minimum of 2 years professional experience in humanitarian and/or development programs
• Interest in and enthusiasm for learning & not afraid of working hard to complete task
• Minimum fluency in English required
• Good communication skills, with good written and spoken English.
• Computer literacy in Microsoft Office
• Proficiency on local language can be an added value

Salary Range: Monthly consolidated salary BDT 51300 and other benefits as per HR policy of SOLIDARITES INTERNATIONAL.

ORG CHART POSITION (reporting and functional relationships):
Line manager: Base Administrator-Logistician

Application dead line: Sunday, 31st December 2017

Only short listed candidates will be invited for test and interview.
“SOLIDARITÉS INTERNATIONAL promotes diversity in its workforce”