JOB VACANCY

SOLIDARITÉS INTERNATIONAL is looking for

LOGISTIC AND ADMIN ASSISTANT

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.

Logistic and Admin Assistant
Affectation: Dhaka, Bangladesh
Start of the activities: December 01, 2018
Number of positions: 01
Duration of the contract: up to June 30, 2021 (with possibility of extension)

Responsibilities and description of tasks:

The Log Admin Assistant supports EU program team in the processing of accounting operations as well as all tasks relating to Human Resources   assistant supports the program team to run the program of European Union.
He/she carries out the purchases, stock handling, office maintenance as well as responsible for filing and archiving logistics documents linked to purchase and stocks for the program of European Union.
He/she is one of the guarantors for implementing and respecting Solidarites International Logistic procedures.

His/ her main responsibilities in below:

Administrative Management of Personnel:

  • Assist the Project for the administrative management of recruitment and hiring
  • Ensure the confidentiality of all HR datas
  • Participate in the monitoring of work at the field
  • Assist the project team in the organization and conduct of meetings with personnel representatives

 •     Treasury / accounting / management

  • Manage the physical maintenance and safety of cash boxes;
  • Prepare monthly closing, revision and integrity of accounts;
  • Issue vouchers, supervise archiving of records;
  • Support and participate whenever required  in audits or any checks issued by partners, donor or head office;
  • Participate in the consolidation of budget follow ups and cash forecasts;
  • Monitor due dates for payments of contracts;
  • Establish a statement of needs for liquid assets;
  • Carry out pay-outs and advances, within SI established guidelines;
  • Keep the registry of cash pay-outs and the cashier’s register;
  • Record budgetary transfers, allocations and keep accounting codes;
  • Verify, before recording, that records conform to regulations and procedures of Solidarités International;
  • Translate accounting documents if necessary, within SI established guidelines;
  • 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.

Logistics Management:
Knowledge and monitoring of the market:

  • Take part in the analysis of the local purchasing environment
  • Update price lists and supplier files

Supply Management:

  • Receive and process requests for quotes and IOFs after verification and approval by his/her line manager
  • Generate logistics needs for the program team and coordinate with coordination logistics for purchase.
  • Implement purchases for program and coordination while respecting the rules and approval procedures established by donors and Solidarités International
  • Ensure that products purchased correspond to the requirements of the requester in terms of quantity and quality
  • Ensure that the format of, and information on quotes and invoices comply with regulations
  • Ensure compliance with administrative procedures for the management of advances and payment of suppliers
  • Establish and archive purchasing files in accordance with the rules of Solidarités International and its donors
  • Monitor and update IOFs follow up manually and electronically
  • Archive all documents related to purchases
  • Process payment of the service provides and goods suppliers.

Stock / Storage Management

  • Record stock in and out for the program
  • Prepare stock card for every items in the Program
  • Carry out monthly stock inventory for program/coordination and reconciliation with what should be in stock
  • Prepare documents related to stock movement from Dhaka office to any project office
  • Regularly monitor the quality of products during storage. Pay special attention to expiration dates
  • Archive all documents related to stocks

Vehicle Fleet Management

  • Prepare the vehicle movement schedules every week and share with respective team members
  • Check and archive the monthly log book of car
  • Arrange local transport for the SI staffs.
  • Archive the rental vehicle administrative documents in the folder.

Premises Management

  • Identify the needs of premises both in shared office of RIC and coordination office for the Europe Aid funded project
  • Assist support services in printing documents

Reporting/Communication:

  • Participate in supervision of regulations in effect
  • Aid admin coordinator in relations with administrative authorities
  • Ensure the compilation of price lists and suppliers
  • Ensure the drafting monthly stock inventory for the coordination stock and any activity report upon request from his/her line manager
  • Immediately notify manager of any problems occurring during his/her service, in particular any loss, damage, theft or attempted break-ins.
  • Send the monthly IOF follow up, Stock inventory, fuel follow up, Responsibility follow up, Updated park statement, Contract follow up to program manager

Qualifications and Competencies: 

  • Bachelor degree in relevant field
  • Minimum 1-2 years of professional experience in relevant field
  • Both males and females are allowed to apply
  • Computer literacy in MS Office
  • Excellent verbal and written communication skills in both Bangla and English
  • Knowledge on supply/ stock management can be an added value

Salary Range: Monthly consolidated salary BDT 63,300 and other benefits as per HR policy of

SOLIDARITES INTERNATIONAL.

ORG CHART POSITION (reporting and functional relationships)
Line manager: Program Manager

Application dead line: Thursday, 8th November 2018.

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