Administrative and Logistics Officer

Description of the position

We are seeking an Administrative and Logistics Officer for the opening of our mission in Ethiopia. This role involves processing basic accounting, human resources and Logistics operations under the supervision of the Administrative Manager and the Logistics Manager.

More details below: 

Administrative management of personnel 

• Assist in the application of recruitment and hiring protocol for his/her base position and keep the recruitment follow up updated
• Prepare the hiring documentation, welcome and participate in administrative briefing of new personnel
• Draft employment contract, amendment and end of contract documentation; follow exit interview for his/her base
• Collect, review and integrate payroll variables into the human resources management software (Homère)
• Issue payslips and initiate payment of salaries after approval by the administrator
• Contribute to the training plan of the mission and participate in the organization of training
• Keep any human resources follow up updated (attendance sheet, payroll follow up, employee follow up, organizational chart…)
• 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
• Assist in the election and regular meetings with personnel representatives
• Participate in the application of policies relating to salaries and benefits for Solidarités International

Treasury / accounting / management

• Ensure the physical maintenance and safety of cash boxes
• List liquidity needs in concert with the Administrative Manager
• Initiate transfer order on the online platform of his/her assigned bank accounts
• Exchange currencies at request of superiors
• Verify cash balances daily and report any discrepancies to superior
• Carry out pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cash boxes register
• Verify, before paying, that records conform to regulations and procedures of Solidarités International
• Translate accounting documents if necessary
• Record any transactions in the different follow up tools
• Prepare monthly closing, revision and integrity of accounts for the base
• Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information
• Keep the allocation board of his/her base updated

Administration / Reporting / Communication

• Define the needs of administrative personnel, and recruit according to the resources allocated
• Train, support and evaluate the administrative team at his/her assignment base
• Plan and direct the activities of the administrative team
• Lead meetings for the administrative team

Management of supplies

• Update price lists and vendor databases
• Control Solidarités International purchase procedures
• Verify and process quote requests and IOFs
• Draft the bid analysis tables
• Compose and archive physical purchase folders
• Implement purchases, monitoring adherence to validation regulations and procedures for validation of Logistic Manager
• Negotiate prices, deadlines and methods of delivery
• Ensure that relationships with suppliers are monitored

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
• Prepare the laptops for new users
• Provide IT support to base employees.