Job Vacancies @ AISPO (Italian Association for Solidarity Among People) – 2 Positions

AISPO (Italian Association for Solidarity Among People) is recruiting to fill the following positions:

1.) Logistics Assistant/Driver
2.) Finance and Administration Assistant

See job details and how to apply below.

1.) Logistics Assistant/Driver

Job Description

ORGANIZATION BACKGROUND:

AISPO, Italian Association for Solidarity Among People, is a Non-Governmental Organisation (NGO – nonprofit entity) founded by a group of operators at the Scientific Institute San Raffaele Hospital of Milan. The Italian Ministry of Foreign Affairs formally recognized AISPO in 1985 as an organization suited to implement international cooperation activities in the health sector. AISPO operates in many developing countries and crisis areas: to date it is present in the Autonomous Region of Kurdistan (Iraq), Sudan, South Sudan, Egypt, Vietnam, Sierra Leone, Lebanon, Mozambique, Madagascar and Colombia.

We are dedicated and health transforming Organization since inception.

AISPO partnering with Ministry of Health and Sanitation (MoHS) is implementing a 3 years project called “Support to Blood Transfusion System – Phase II” in Sierra Leone Western and Northern Regions. The project aims to contribute to reduction in maternal and child mortality by increased access to safe blood and blood products in the country.

AISPO is currently looking for legible, enthusiastic, hardworking and self-motivated persons to fill in the below Positions to support the effective delivery of the organization’s mission.




Job Title: Logistics Assistant/Driver (02 Positions) – One to be based in Freetown and One to be based in Makeni.

Department/Project: Logistics

Report to: Finance and Administration Officer

Location: Freetown & Makeni – Sierra Leone

Job Summary

Under the supervision of the Finance and Administrative Officer (FAO), the Logistics Assistant is tasked with managing the motor vehicles, assets and mails of the organization.

The position’s main responsibilities and tasks are:

Vehicle management

• Routinely oversee the Vehicle’s mechanical conditions and servicing periods;
• Responsible for the management of the motor vehicle Log Book;
• Coordinate with suppliers for car maintenance and refueling;
• Drive AISPO staff within Sierra Leone and the inner country for professional purpose.
• Responsible to communicate expiring of insurance, road license,
• Will support some project’s activities (participation in blood collection, drive M&E NSBS staff in their field visits, etc.)

Office routine supports 

• Provide logistical support to Freetown based activities; generator running, water pumps and parking.
• Development of staff transport plans for field activities (identifying the service providers, contracting, security checks etc.);

Safety and security

• Ensure security & safety of assets and staff within and outside Sierra Leone
• Ensure the full respect of Sierra Leonean laws and regulation related to driving especially related to speeds limits and when driving in populated areas.

Job Requirements 

– Secondary education/ Certificate/ diploma

– Minimum of 12/15 years of experience in driving, including at least 1 year in a similar role preferably with an INGO

– Experience related to administration or logistics

– Driving license and ability to drive manual cars

– Intermediary level of computer literacy (Excel, Word)

– English required, working knowledge

– Good capacity and experience in documentation

– Excellent inter-personal skills and multi-tasking ability

– Good understanding of humanitarian work

– Desire to take on new challenges

– Motivation to integrate a multi-cultural and international organization

– Availability to respond to projects need

How to apply

Please submit your cover letter, CV, and three work references (names and contact information only) to [email protected] by Friday 26th August 2022 not later than 17:00hrs. In the subject line of the email, indicate the position you are applying for and the location.

This position will commence immediately and if you do not hear from us by 30th August 2022, consider your application unsuccessful.

Please Indicate the Location you are applying from .

2.) Finance and Administration Assistant

Job Description

EXTERNAL VACANCY ANNOUNCEMENT- August 15TH, 2022

ORGANIZATION BACKGROUND:

AISPO, Italian Association for Solidarity Among People, is a Non-Governmental Organisation (NGO – non-profit entity) founded by a group of operators at the Scientific Institute of San Raffaele Hospital of Milan. The Italian Ministry of Foreign Affairs formally recognized AISPO in 1985 as an organisation suited to implement international cooperation activities in the health sector. AISPO operates in many developing countries and crisis areas: to date it is present in the autonomous region of Kurdistan (Iraq), Sudan, South Sudan, Egypt, Vietnam, Sierra Leone, Lebanon, Mozambique, Madagascar and Colombia.

We are a dedicated and health transforming Organization since inception.

AISPO partnering with Ministry of Health and Sanitation (MoHS) is implementing a 3 years project called “Support to Blood Transfusion System – Phase II” in Sierra Leone Western and Northern Regions. The project aims to contribute to reduction in maternal and child mortality by increased access to safe blood and blood products in the country.

AISPO is currently looking for legible, enthusiastic, hardworking and self-motivated persons to fill in the below positions to support the effective delivery of the organization’s mission.

Job Title: Finance and Administration Assistant (1 position) to be based in Makeni 

Department/Project: Administration

Report to: Finance and Administration Officer/ Project Coordinator

Location: Makeni

Supervisees (Logistic Assistant/Driver, office Assistant)

Job Summary

The Finance and Administration Assistant (FAA) contributes to the work of finance and administration department of Italian Association for Solidarity Among People (AISPO). The Position holder is responsible for the overall financial planning, financial monitoring and reporting, maintaining financial, administrative services and support operations of the organization in Makeni. In addition, the FAA oversees the general administration of AISPO Makeni office; ensures compliance to finance policies and procedures, supports capacity building of other staff on all matters of finance and administration of AISPO. The FAA shall align financial management and reporting to established international standards, policies and protocol in compliance with AISPO Finance and Administration guidelines. The position reports to the Finance and Administration Officer (FAO), in close collaboration with Programs Coordinator and Coordinates externally with the NRA/Banks/ Immigration/NSBS Program, etc in Sierra Leone. The FAA will base in AISPO Office in Makeni and maybe required to travel to Freetown and other towns in the country whenever need arises.

Roles and key responsibilities :

1.1. Financial Planning and Management 

• Compiles quarterly projections of expenditure and cash flow for the organisation and running projects to ensure that sufficient funds are available for project activities according to established procedures
• Maintains an accurate database of project funding, including contracts, project budgets and donor-specific procedures and regulations

1.2. Monitoring and managing expenditures

• Ensures that all expenditures are made in accordance with established procedures, standards and requirements including verification of supporting documents
• Ensures that expenditure posted is correct, and is assigned to the correct project code, fund/grant and account codes, and where problems are found ensures that these are resolved with the appropriate staff
• Prepares and submits payment to relevant bodies like utilities companies, NRA and familiar with NRA systems
• Ensures complete accounting records are maintained including vouchers, authorizations and reconciliations, in both paper and electronic records.
• Supervises regular petty cash counts out on a weekly basis
• Ensures proper tracking of project activities advances to staff, ensuring that advances are accounted for in a timely and quality manner according to AISPO procedures, and that an accurate balance sheet is kept of each staff member’s outstanding advances.

1.3. Reporting

• Ensures efficient financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, ensuring production of appropriate financial reports for internal and external clients)
• Prepares and submit accounting and reporting on all project expenditures according to AISPO established procedures and deadlines to FAO.
• In consultation with the FAO and the Project Coordinator, ensures communication, reporting and administrative/compliancy requirements of HQ are met. (Mastrino, scanning)

1.4. Staff Administration

• Supports FAO in the evaluations of current staff levels and competence and assist in training and recruiting of new staff.
• Monitors leave taken by staff, ensure all leave is approved by supervisors and track leave taken by each staff on an annual basis.
• Oversees staff administration and logistics (Driving, ridding permits, mileage log, Perdiems and travel scheduled)

1.5. General administration and logistics

• Oversees the management of sub offices including payment of rent, procurement of office supplies, furniture and equipment, security arrangements, and supervision of maintenance and cleaning
• Oversees management of the project vehicle (registration, insurance, repairs and maintenance, and trip scheduling); ensure that vehicles are used according to AISPO vehicle regulations, and that fuel use is properly monitored
• Maintain and update all AISPO inventories and assets;
• Reports to the FAO on the Status of Assets (i.e. needs for servicing, damaged and obsolete)
• Assist the international expertise in orienting and processing their work as schedules according to their need

1.7. Capacity Building

• Promotes the relevance of the Finance and Administration policies to the programs and departments.
• Trains and builds capacity of all staff in matters of Finance and Administration procedures for easier administration.
• Participating in project activities (Prepare Report, doc. for training, act as a bridge to facilitate project activities between expert and local partner)

Job Requirements :

• A University degree in Commerce, Statistics, Economics or related field is required. Masters is an added advantage.
• At least 4 years work experience in managing budgets and the corresponding International NGO’s acceptable reporting formats.
• Strong experience in existing and applicable laws and statutory obligations of Sierra Leone
• Generally accepted accounting principles and fund accounting
• Strong written and verbal communication skills
• Strong interpersonal, communication and organizational skills as well as good judgment and vision.
• Sound coordination skills and a demonstrated ability to multi-task.
• Demonstrated proactive leadership ability, as well as supervisory and personnel management experience.
• Demonstrates diplomacy, flexibility, and resourcefulness
• Work on own initiative with minimum supervision and to stay on task.
• Work under pressure and meet tight deadlines
• Fluency in written and spoken English
• Team builder and player
• Innovative and Self-driven

How to apply:

Please submit cover letter, CV and three work references (names and contact information only) to [email protected] by Friday 26th August, 2022 not later than 17:00hrs. In the subject line of the email, indicate the position you are applying for. This position will commence immediately and if you do not hear from us by 30th August, 2022, consider your application unsuccessful.