France – Internship: Red Support Desk Assistant (m/f)-Clichy At Solidarities International

Contract start date: 02/24/2025

Contract duration: 6 months

Location: Solidarités International Headquarters, Clichy

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian aid association that, for over 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs: drinking, eating, and shelter. Particularly committed to combating diseases linked to unsafe water, the world’s leading cause of death, SI implements through its interventions expertise in the field of access to drinking water, sanitation and the promotion of hygiene, but also in the essential field of food security and livelihoods. Present in 26 countries, SI’s teams – 3,200 people in total, made up of expatriates, national employees, permanent staff at headquarters, a few volunteers, etc. – intervene with professionalism and commitment while respecting cultures.

Context

The RED Desk is part of the Operations Directorate. It is responsible for the operational supervision of the following missions: Afghanistan, Myanmar, Nigeria and South Sudan.

The RED Support Desk Assistant reports to the Financial Management Officer, in conjunction with the Deputy Financial Management Officer, and the RED Desk Logistics Manager, with a time distribution of approximately 50% for financial management/accounting tasks and 50% for logistics-related tasks. In addition, he/she works in collaboration with the field and other headquarters departments, including the geographic desks, the Deputy Operational Directorate for Programs, the Administrative and Financial Department, and the Logistics and Information Systems Department.

List of main responsibilities:

• Assist the Financial Management Officer in carrying out administrative tasks;
• Assist the Logistics Manager in the operational monitoring of purchasing files and compliance with the rules imposed by donors;
• Assist the office manager in monitoring programming;
• Ensure the archiving and centralization of contractual and administrative documents;
• Facilitate the connection between interlocutors (Headquarters – Mission or between several departments at the headquarters).

GENERAL

• Participate in weekly and monthly meetings of the office and the various departments worked in;
• Provide support to projects in other offices as requested.

LOGISTICS

• Participate in verifying compliance with IS purchasing procedures;
• Ensure the archiving of logistics documents;
• Examines documents for purchasing files made in the field or at headquarters (purchase order, quotes, quote analysis, contract, etc.) and returns signed documents to the missions.
• Checks and analyzes the adequacy of Purchase Requests with Solidarités International procedures, on files received from missions.
• Checks the presence of mandatory contractual documents and makes a correction on a monthly sample (spotcheck).
• Participate in monitoring equipment shipments from headquarters to the field.
• Participates in the preparation of logistics documents for final reports for donors (verification of the presence of equipment in the inventory, preparation of equipment annexes, verification of compliance with donor procedures, etc.).
• Participates in the control of procurement tables.
• Archives processed files in computer and paper versions.
• Participates in the pre-verification of the monthly logistics pack (fleet status, fuel monitoring, etc.) and provides feedback to the logistics manager (update of monitoring tools, archiving, etc.).
• Tracks satellite phone, GPS and VSAT bills and helps track monthly usage.
• Maintains the various headquarters logistics tracking files (Dashboard, logistics routine, TPM tracking, VROOM, RIRE, etc.)
• Participates in meetings between the Logistics Coordinators and the Desk Logistician.
• Screening control (LINK archiving) on ​​a weekly basis.

ACCOUNTING

• Assist the Financial Management Officer in all accounting tasks;
• Check the analytical and accounting allocations of the missions;
• Check the allocation of mission expenses and their distribution between the different contracts;
• Assist the administrative and financial coordinator of missions in the allocation of headquarters expenses for missions;
• Contribute to monitoring office expenses;
• Contribute to the annual accounting closing;
• Use of SAGA accounting software (mission).

FINANCIAL MANAGEMENT

• Respond to requests from mission administrators;
• Participate in the verification of budgetary monitoring of missions;
• Participate in the verification of project proposal budgets, submission and interim and final reports;
• Assist in the preparation of financial audits;
• Participate in the validation of mission cash flow forecasts.

MAIN OBJECTIVES OF THE TRAINING:

• Discover the headquarters of an NGO and understand the relationship between the headquarters and the field;
• Discover the different professions in the field;
• Understand how a mission works and its constraints;
• Understanding the relationships between different humanitarian actors;
• Know the specific expectations of donors;
• Being in direct contact with the field through expatriate staff;
• Discover the strategy of an NGO.
• Understand and know the support professions (logistics & finance) within an NGO.

– Bac +3/4 or BTS level with a management component (Master, Business Schools) and preferably an awareness of international and humanitarian issues.

– Training in accounting or finance is not necessary, but a facility with numbers and a willingness to learn in these areas are required;

– An appetite for the logistics field and/or experience in the Supply Chain are appreciated.

– Excellent knowledge of English and French;

– Excellent knowledge of the Microsoft Office suite, particularly Excel;

– Very good analytical and writing skills

– Good synthesis skills; Proactivity and critical thinking; Organization and anticipation; Interpersonal skills

– Ability to work under pressure; Commitment to the principles and work of Solidarités International.

• Internship based at the SOLIDARITES INTERNATIONAL headquarters in Clichy (92), Mairie de Clichy metro station
• Intern with mandatory internship agreement.
• Compensation: 4.90 euros/hour
• The gratuity is calculated in proportion to the actual hours of presence during the month. (On average 1 month = 154 hours, or 22 days of 7 hours/day)
• Public transport covered 50% by SOLIDARITES INTERNATIONAL
• Meal vouchers at €8.90/day of actual training, with 60% participation from SOLIDARITES INTERNATIONAL