Log Admin Supervisor This job has ended. You cannot apply anymore.

Solidarites Int'l Logo
Administration
Posted on 11 May, 2021
Closing on 31 May, 2021

Job Description

JOB ADVERTISMENT

Solidarités International seeks to recruit:

Log Admin Supervisor  

Location of position: Alkhokha

I. Presentation of organization

Solidarités International (SI) is a French humanitarian organization, which has been committed to provide aid in the event of conflicts and natural disasters. SI’s mission is to provide aid as quickly and as efficiently as possible to endangered populations by meeting their vital needs: drinking water, food and shelter.

SI has opened a mission in Yemen in 2017 and it has an operational base in Al Mokha with a sub-office in Al Khokha. The mission currently consists of an emergency and post-emergency program with a WASH-focused approach in the districts of the West coast, in Taiz and Hudaydah governorates.

The position will be based in Alkhokha.

The staff will be requested to work around 1 day per week in Almokha for stock management.

II. Responsibilities and Tasks:

Goal/purpose:

At his/her assigned base level, the log-admin supervisor 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.

List of main tasks:

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)

ORG CHART POSITION (reporting and functional relationships)

Line manager:  Administrator-Logistician Manager

III. Profile Required:

Job Requirements:

  • At least 1 year of experience in logistics department in sub-office of INGO
  • Minimum BA in technical field (computer sciences, business administration, engineering, etc.)
  • Demonstrated experience in procurement, supply chain management
  • Excellent IT skills (MS Office compulsory : Excel, Outlook, Word) and good knowledge on IT in general (soft and hardware)
  • Native Arabic - Excellent written and spoken English
  • Ability to deal with heavy work pressure, and to the challenging conditions in West Coast\

Other requirements:

  • Holder of a valid Yemeni driving license (since minimum 1 year)
  • Highly motivated, eager to learn and hard worker
  • Strong team spirit, comfortable in a multi-cultural environment
  • Excellent analytical skills, observation and analysis capacity
  • Attention to detail and structured way of approaching tasks
  • Ability to plan ahead and output oriented
  • Able to ensure quick quality delivery in stressful environment
  • Very strong interpersonal skills: strong communication and diplomatic skills
  • Practical and problem-solver, capacity to adapt

How to Apply

How to apply has been removed becuase this job has ended. If this is a special case, please contact us and we will help. By the way, copying this and pasting it was a smart move ;)

Important Notes / مقترحات هامة

Following the instructions on How to apply will always increase your chances of getting your application looked at.
إتباع تعليمات التقديم المذكورة في كل إعلان ستزيد من فرصة النظر لسيرتك الذاتية من قبل الجهة المعلنة
If you’re applying by email, make sure you mention the job title in the “Subject” field of your message
تذكر أن تكتب إسم الوظيفة و موقعها في عنوان البريد عندما يكون التقديم عبر الإيميل