Admin Assistant Job at Premiere Urgence Internationale (PUI)

Premiere Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

The PUI Nigerian Mission has been officially opened in April 2016, with a focus on meeting urgent needs, including improving access to food commodities, primary health care and nutrition for Internally Displaced People (IDP) and host communities (HC) living in Maiduguri Metropolitan Council (MMC).

We are recruiting to fill the position below:

Job Position: Admin Assistant
Job Location: Abuja (FCT)
Employment Type: Part Time

General Objective / Summary

• The Admin Assistant supports the Logistics & Finance team in activities linked to the day-to-day management of fleets, equipment, store, premises, treasury & cash follow-up, and finance & accounting management according to PUI standards and procedures in order to maintain the Abuja office in optimal running conditions.
• He / She works under the direct supervision of the Administrative Officer.

Responsibilities and Tasks
Treasury & cash Follow-Up:

• Process receipts and invoices for cash payments
• Do daily physical inventory of the cashbox with the Deputy Fianance Coordiantor
• Control the management of the petty cash
• Ensure that the daily physical inventory of the petty cash is accurate, and report any discrepancies to the deputy finance coordinator
• Monitor due dates for payments of contracts
• Ensure the daily worker payments
• Prepare and follow up the pay-outs and cash advances, within established guidelines
• Guarantee security of the cashbox and confidentiality of information
• Follow-up with regular payments
•  Guarantee security of the cash and confidentiality of information

Finance & Accounting Management:

• Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
•  Record all expenses made through bank in the excel books on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code, etc.)
• Monitor the voucher process, and the quality of archiving of the invoices, as per the donor’s rules and regulations
• Guarantee the quality of the archiving process at coordination level
• Consolidate and check the accuracy of data of coordination accountancy
• Prepare the monthly accounting closure for the coordination
• Prepare the weekly financial forecast of the coordination, compile it, and send it to the Finance Coordinator for validation
• Responsible for monthly closing for Abuja Finance closure.
• Collect all invoices exempted from the VAT
• Issue a monthly With Holding Tax report
• Prepare the bank reconciliation at the end of each month
• Prepare the external audit visits (donor and coordination visits)

Fleet:

• Ensure that the administrative documents for all vehicles are available, filed and monitored.
• Organize the schedule of vehicle movements and drivers at Abuja office.
• Identify all car incidents, prepare the reports, and share with the Admin Officer.
• Allocation and tracking of vehicles’ movement during the weekdays and when the Head of Mission is not available during weekends and holidays.
• Update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town)
•  Liaise with the Coordination Logistics & Supply officer for cargo movements to and from Abuja.
• Ensure proper filling of log books by drivers.
• Develop drivers schedule with clear guidelines on duty handing over and taking over.
•  Organise weekly drivers meeting every Friday and share minutes of the meeting with Deputy Logistics Coordinator.
• Follow up with drivers’ payment with the vendor and vendor payment at the end of the month.

Premises:

•  Ensure the staff collective space is in good working condition (tidiness, water, equipment functioning)
• Ensure the timely repair whenever needed in the office and guesthouses.
• Ensure that all documentation for bills such as Electricity, DSTV etc are compiled and submitted to procurement for payment.
• Regular update of the asset and equipment/funitures list at the Guest House and office
• Assist in preparing the rent renewal files and payment of PUI office and guesthouses.

Store Management:

• Manage and organize the reception, storage, and dispatch of all supplies at the store.
• Ensure all requests of stock are sent and delivered to the requesters in a timely manner.
• Monitor the quality of products at the time of reception, in coordination with the Logistics Team
• Regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable)
• Support with monthly rolling stock takes and the annual stock take, reconciling inventory records with physical counts and sharing the monthly report to the Logistic Officer
•  Issue all required office items to staff.

Archiving & Record:

• Manage the electronic archival of Admin files as per the filing process at the base level and share the scan data with Abuja
• Manage the physical archival of Admin files as per the archiving process at the base level
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Requirements

• Bachelor's Degree
• 1 - 3 years of experience.

Salary
N312,000 monthly