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Solidarités International (SI) is a French humanitarian organisation operating for over 35 years who is committed to providing aid in the event of conflict and natural disasters. Our mission is to provide aid as quickly and as efficiently as possible to endangered populations by meeting their vital needs:  water, food and shelter.   SI has started activities in North-eastern Nigeria in August 2016 in the fields of Wash and is now intervening in 4 areas of the state for Wash and Shelter activities.     Method of Application   Interested candidates should submit their applications in HARDCOPY or via EMAIL.   HARDCOPY APPLICATION SUBMISSION:   Please submit your CV and suitability statement in an envelope at Solidarites International office at: No 8 Manassa Street, Behind Polo ground, Maiduguri, Borno State.   Attention: Francis Engosso.   EMAIL APPLICATION SUBMISSION:   Please submit your CV and suitability statement as a single attachment to job.applications@solidarites-nigeria.org  The subject of the email should be the POSITION TITLE/LOCATION and the CV/Suitability Statement should be saved in the applicant’s full name.   All applications should be submitted not later than Tuesday, 17th October 2017. Solidarites International is an equal opportunities employer and is committed to achieving gender balance within the organization. Only shortlisted candidates will be contacted.   NOTE: Shortlisting will start as soon as we start receiving applications and deadline might be changed without prior notice.   As position is required as soon as possible, Solidarites International reserves the right to select a candidate and finalize the recruitment before the final date.

Job Detail

Location: Borno
Experience: 1year(s)
Course of Study: Accounting
Required Grade: Any

Location: Ngala, (Borno State) with movements inside the state

 

Probationary Period: 1 month

 

Delocalized Status & Benefits: N/A

 

Contract Duration: 3 months, subject to renewal upon available donor funding.

 

Mission/Objectives: Log-Admin Assistant

 

    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.

 

Main Task :

 

    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 shift planning for watchmen

    Reporting / communication:

    Participate in supervision of regulations in effect

    Support his/her line-manager in relations with local administrative authorities

    Activities related to Administration:

 

Administrative management of personnel:

 

    Follow-up of visa and air ticket of expatriate team and apply on time for extension

    Organize national and international 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)

 

Personal abilities :

 

    Languages: English, (Haussa, Kanuri a plus)

    Professional experience: 1 year of experience in similar position (NGO/Private or Public sector) 

    Personal qualities: reliable, honest, very good organization, good knowledge of the local market

 

Technical competences: 

 

    Training: Bsc. Accounting/HND Accounting

    Microsoft Office ( Excel and Word skills).

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