Accountant Secretary at West African Health Organization (WAHO)

Office: CCISD WARDS Office

Major Duties and Responsibilities
The position will be based within the NCDC. Under the supervision of the CCISD-WARDS Project Coordinator, the incumbent will perform the following tasks:

Accounting:

• Ensuring proper administrative and financial project management in compliance with the CCISD Financial and Operational Management Manual.
• Participating in preparing budgets and managing available budgets with efficiency and honesty.
• Controlling income and expenditure with regards to banking and bookkeeping of the project.
• Managing Petty cash and filling in petty cash vouchers
• Preparing checks and filling in bank slips
• Producing and checking monthly financial field reports before sending them to CCISD Head Office in Canada.
• Preparing and paying travel advances; using pre-numbered temporary vouchers; doing the follow up; reviewing all expense reports, checking supporting documents and questioning any irregularities; ensuring that all differences are reimbursed or corrected within the set deadlines.
• Ensuring accurate control of local expenses.
• Ensuring that CCISD standards for purchases or procurement of goods and services are strictly abided by before making any payment.
• Ensuring that all supporting documents are correctly filed.

Managing project goods and equipment:

• Managing all project goods and equipment in compliance with CCISD’s Field Operational and
• Administration Manual; ensuring that CCISD standards for purchases or procurement of goods and services are strictly abided by; ensuring that project materials and equipment are properly stored and safe and, that they can be inspected at any moment.
• Keeping update inventory lists of project materials and equipment.
• Ensuring that project materials and equipment are properly maintained and accounted for.
• Managing project vehicles (accurate monitoring of fuel consumption, planning of vehicle utilisation, checking of driver’s logbooks, monthly maintenance and repair).

Human Resource Management:

• Is aware of the Nigerian Employment and Labour Law and strictly abides by it.
• Preparing monthly salary payments; ensuring compliance with taxation legislation.
• Preparing and keeping update CCISD-WARDS project employees’ files: recruitment letter, employment contract, list of statutory and public holidays, absences from work, etc.
• Keeping the Project Manager informed about issues related to salaries and on human resource management.

Duties and responsibilities as project secretary:

• Convening and servicing project meetings (producing agendas, taking minutes; conveying decisions, etc).
• Handling correspondence before and after meetings.
• Collating information using Word processing, printing and sharing relevant documents.
• Filing documents and mail, sorting post, keeping appointments diaries
• Maintaining a filing system of working documents; and monitoring incoming correspondence.
• Receiving phone calls, handling or properly dispatching them.
• Managing incoming and outgoing correspondence.
• Preparing to receive external visitors including Canadian Project Managers or Consultants (flight booking and hotel reservations; preparing files, liaising with government and other bodies to allow for information flow, any other task as required)
• Preparing invitation letters, agendas for conveyed meetings, reservation of meeting venues and provision of all required documentation; writing of meeting minutes and distribution to whom it may concern.
• Welcoming visitors and ensuring that logistics are made available to them.
• Performing any other related duty for the efficient functioning of the project.

Educational Qualification and other Related Skills Required

• Candidates must have a minimum of BA Degree in Accounting, Commerce or any other related course, including a pass in English, French and mathematics.
• CPA (II), ACCA (II) or equivalent will be an added advantage.
• Good interpersonal skills and ability to work productively in a team
• Ability to perform under pressure
• Willingness to work overtime
• Be highly motivated, have innovative ideas and a creative mind.
• Computer knowledge and accounting software like Excel is mandatory
• Proficiency in English
• Knowledge of French would be an added advantage

Work Experience Required

• Candidates must have a minimum of five years working experience, with preferably at least two years with an international organization
• Previous working experience with donor-funded projects will be an added advantage.

Tenure of Appointment and Additional Information

• The appointment will be for 18 months including a 3-month probationary period, starting January 4th, 2016. Contract extension will be subject to performance and availability of funding.
• Following hire, the incumbent must be available to receive a two-week training on CCISD Management procedures.
• The salary attached to the position and allowances for locally recruited staff will be discussed during interview.