Logistics/ Admin Assistant
Job Description
Title: Logistics/ Admin Assistant
Company Name: Solidarites International
Vacancy: 01
Job Location: Cox's Bazar
Employment Status: Full-time
Educational Requirements:
∎ Bachelor Degree in Management studies/finance/accounting or relevant field.
Experience Requirements:
∎ At least 3 year(s)
Job Context:
∎ Goal / Purpose:
∎ The Log Admin Assistant supports cox’s bazar base in the processing of logistic, administrative and accounting operations as well as all tasks relating to Human Resources. He/she carries out the purchases, stock handling, office maintenance as well as responsible for filing and archiving logistics, accounting and HR related documents.
∎ He/she is one of the guarantors for implementing and respecting Solidarites International Logistic, Financial and HR procedures.
Job Responsibilities:
∎ •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
Additional Requirements:
∎ Both males and females are allowed to apply
∎ Minimum 3 years experience with NGOs in support department functions.
∎ Knowledge on supply/ stock management and financial management can be an added value
∎ Experience in Cox's Bazar considered as a strong asset.
∎ Good IT skills (MS Office package experience required, knowledge of accounting and HR system as asset).
∎ Good English knowledge (Written and Spoken) required.
∎ Local language considered as an asset.
Salary:
∎ Full gross salary 58,700 BDT & other benefits as per ISR of Solidarités International.
Application Deadline: December 15, 2019
Company Information:
∎ Solidarites International
∎ Address : House # 15/A, Rd # front 8, Block # F, Banani, Dhaka – 1213, Bangladesh
∎ Web : www.solidarites.org
∎ Business : SOLIDARITES 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.
Category: NGO/Development
Read Before Apply: Please do not send hard copy of CV. Only online job application will accept.
