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Contract |
Yobe |
Posted 2 years ago |
Job Title: Administrative Supervisor
Location: Yobe
Project: Yobe Project
Management Lines: Cleaners & Cook
Line Manager: Project Coordinator
Functional Manager: HR Coordinator & Finance Coordinator
Mission and Main Activities
- The Admin Supervisor is responsible for the management of the administrative files of the national staff and the administrative and accounting management of the project where he works.
Function & Responsibilities
Administrative Management of Personnel:
- Assigns work, provides direction to staff and ensures that assigned tasks are completed. Ensures effective and appropriate staff coverage.
- Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.
- Participates in the recruitment and selection of staff by performing duties such as advertising vacancies locally, screening resumes, interviewing applicants and providing input on selection.
- Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
- Performs a variety of secretarial duties such as drafting and typing routine correspondence, arranging meetings and taking minutes.
- Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions. Provides input into budget formulation.
- Maintains staff and program information using spreadsheet and/or database software.
- Performs other related duties as required.
Payroll Management:
- He captures the variable elements of the payroll in Homer
- He validates the requests of instalments and records them on Homer,
- He collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Homer payroll software he/she establishes the monthly pay slips
- It publishes the ballots and verifies that each ballot is correctly established,
- He has checked and targeted salary listings by the logistician-administration or field administration manager,
- It prints the bulletins and closes the pay of the month. At the end of the contract, he establishes the balances of all accounts
- It verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software,
- He/she prints payslips and gives to staffs and files acknowledged copy
- He causes these elements to be targeted and transmitted to the employee.
Administrative and Accounting Management:
- He/she in charge of accounting management under the supervision of the logistics and administration manager and under the responsibility of the Accountant, in strict compliance with ALIMA internal procedures
- He reports the inconsistencies to the Accounting Coordinator or the Field Administration Coordinator.
Money Management:
- He/she is responsible for the sums entrusted to him in his safe and manages them with discretion
- Maintains follow-up workbooks (for operational advances, payroll, suppliers’ advances) and ensures that advances are delivered on time, justified by invoices and do not accumulate,
- Ensures at least weekly that his physical inventory corresponds to the balance of his workbook in the presence of his supervisor,
- Checks the balance of bank statements,
- Signs any difference in cash on his notebook and his manager as soon as he finds it.
- Plans cash demands based on daily needs during the month (payday advances, month-end pay, daily needs – operational advances and direct payment
- Provides monthly cash flow with its supervisor and communicates it to the financial coordinator,
- Signals with his supervisor any operational changes that may require additional funds. He shall pay the suppliers on time (direct payment / operational advances),
- Receives invoices and receipts, ensures that they are consistent and conform, that they are validated by the purchasing officer and in accordance with the purchasing procedure in force,
- Informs his supervisor of any difference in price and quantity detected in order to resolve or validate it,
- Pay by the most appropriate means (cash, checks, transfers) and ensure that they are received by the recipient (stamp, signature …).
- Implementation of prevention measures against abuse of power, gender-based and sexual violence:
- Ensures that his/her team, partners and community members are aware of ALIMA’s policy and have access to information (complaint escalation mechanism, focal point…).
- Facilitates the organization of training and awareness sessions
- Implements standards related to the prevention of abuse of power, gender-based violence and sexual violence.
- Ensures that team members and partners involved in the project (Ministry of Health, national partners, etc.) follow training and awareness sessions and apply the rules for preventing abuse.
- Contributes to creating and maintaining a nurturing and protective environment for his/her team, community members and project partners.
Qualifications
- Education: Degree / HND in Accounting, Business Admin or other related field.
- Experience: 2 years experience. INGO experience is added advantage.
Language:
- Local language essential. Mission language desirable.
Knowledge:
- Essential basic mathematics and use of measuring equipment.
- Desirable computer literacy (word, excel)
- Desirable ability to do basic repairs.
Competences:
- Results.
- Teamwork.
- Flexibility.
- Commitment.
- Stress Management.
HOW TO APPLY
Interested and qualified candidates should send their Cover Letter, CV with Colour Picture and Credentials as a single document with contact details to: [email protected] using “Administrative Supervisor – Yobe” as the subject of the mail.
Important Remarks
- Only successful applicants will be called for interview.
- No monetary transactions, neither demands of favours in kind, nor other types of favouritism will be tolerated in the recruitment process.
- Applications are processed in the order of arrival and we reserve the right to close the offer before the term initially indicated if a good application is successful. Only full applications will be taken into account. Only accepted applications will be contacted.
- Female candidates are strongly encouraged to apply.
Deadline: March 21, 2023
Job Features
Job Category | Administration/ Office/ Operations |