🇸🇱 Job Vacancy @ Solthis Sierra Leone – Administrative/HR Assistant
Job Description: Administrative/HR Assistant
About NGO
Solthis is an international medical NGO which contributes to the strengthening of health systems to improve the access to quality care in countries with limited resources and/or with vulnerable populations. Solthis is registered and has been operating in Sierra Leone since 2011 where our teams have been providing comprehensive technical support at both health facility, national and community levels to improve quality of Sexual Reproductive Health and Rights, HIV, and TB care.
To complete our team based in Freetown, Sierra Leone, we are looking for a:
Administrative/Human Resources (HR) Assistant
Contract duration: 1-year fixed-term contract (renewable)
Duty station: Freetown, Sierra Leone
Availability: On or before 03/02/2025
Assignment
Based in Freetown, the Administrative/Human Resources (HR) Assistant will assist the Administrative & Finance Officer (AFO) in his administrative and HR activities.
Tasks and responsibilities
- Administration
Support the National Logistician on admin-log report, by double-checking fuel receipts/Tom Cards and logbooks before submission to the AFO for encoding.
Supports the AFO in organizing training, i.e., creating an attendance list and distributing DSA, transportation expenses, etc.
Scans and archives all partners’ administrative, contractual, and financial documents, (receipts, invoices, vouchers, etc.,) and save them on SharePoint.
Assists the National Logistician in the request of visas, work and resident permits, driving licenses, and monitoring expiring dates for renewal.
- Audits
- Assists the AFO in the collection, verification, and archiving of accounting vouchers and documents required for audits carried out in the field and/or at HQs
- Assists in the follow-up of the audits’ recommendations.
3-Mission accounting
- Supports the AFO in the daily input of accounting data into Excel and archiving of accounting vouchers.
- Ensures payments in cash or by cheque i.e., preparation of cheques, delivery to suppliers, bank transfer forms, etc.
- Ensures the payment of taxes and contributions on staff salaries to the various authorities (NRA and NASSIT) to the bank.
- Makes the accounting documents related to the various accounts available.
4-Control & compliance
- Verifies the completeness of all accounting vouchers and documents according to Solthis’ Administrative & Financial Procedures before archiving.
5- Human Resources
Supports the advertisement of vacant positions, the preparation, and coordination of the interview process ;
Supports the pre-arrival and onboarding process for new employees ; and the preparation of welcome pack (Business cards, phone, modem, etc.) for newly hired. Ensures all national staff share leave applications by the end of every month ; keeps track of their leaves i.e. annual, casual, sick, compensatory, special leave, etc.; and updates a leave record and submits the monthly record to the Admin & Finance Manager.
Follow up with the National logistician on drivers’ overtime to ensure accuracy and timely submission.
Any other tasks or responsibilities based on organizational, and programming need as assigned by line Managers.
Qualifications (KNOW HOW)
Education/Training
- Bachelor’s degree in business administration and finance
Experience
- Minimum 3 years of similar professional experience in a similar position with an INGOs or UN agencies
Technical skills
- Excellent communication, presentation and interpersonal skills in English
- MS Office proficiency and working knowledge of SAGA and HR related software
- Knowledge of Sierra Leon Labor Laws will be an added advantage.
Competencies
- Integrity,
- Negotiation skills,
- Planning and organizing,
- Building relationships across units
HOW TO APPLY?
Application: CV, cover letter, and 3 professional references (of which one is the current/latest managers)
To be sent to [email protected] with the subject “Admin/HR Assistant First Name LAST NAME“.
Application deadline: 4/12/2024
Procedures: Please note only the shortlisted candidates will be contacted. Interviews will be conducted on a rolling basis and vacancies will be closed when filled. Early applications are therefore encouraged. Any application submitted after this deadline will not be considered.
