Finance and Admin Assistant at Catholic Relief Services (CRS)

Band: B2
Duration: 1 year
Reports to: Project Director Manager

Project Background

• CRS/Nigeria, is implementing the USAID Feed the Future Nigeria Livelihoods Project. Based in rural communities in Northern Nigeria’s Sokoto, Kebbi and Federal Capital Territory (FCT) with the possibility of expansion to Northeast, the project is using a multi-sector approach to support 42,000 very poor households (HHs) through agriculture production, incomes generation, nutrition and community and government systems strengthen to support these gains.

Job Summary

• The Finance & Administrative Assistant (FAA) will be responsible for documentation, referencing and filing of all project related documents

Job Responsibilities
Office Supplies:

• Serve as the primary custodian of office supplies and consumables.  Distributes these based on written requests;
• Maintain proper and accurate records /inventory of Office supplies distribution and usage by each project
• Keep an inventory of the store (through the stock card) and update this information on a monthly basis.
• Circulate the office supplies purchase request forms and liaise with the Administrative Officer to restock the needed supplies in a timely manner.

Secretarial:

• Organize central files and publications in the project office.  Ensure documents are stored in an easy to access and understandable system.  Update and circulate the filing list regularly;
• Receives and records dailies and magazines and cut and/or photocopy sections with relevant information on CRS activities or those of our partners;
• Take minutes of any staff meetings, circulate the minutes to all attendees within two days of the meeting;
• Other duties as assigned Administrative Officer

Finance Tasks:

• Manage Petty Cash:  Receive completed and approved Petty Cash IOU form.  Check for approval from Head of Administration, Project Director and Financial Accountant.  Disbursing the approved petty cash requests.  Follow up and liquidate requests in a timely manner.  Complete the Petty Cash register.  Balance Petty Cash register daily – notify finance of any discrepancies immediately.  Always keep Petty Cash Tin locked and not visible.
• Raise all requests for vendor payments when the documentation is provided and follow up on these payments promptly.
• Go to bank for withdrawals and deposits as applicable to the petty cash management process.

Administrative Tasks:

• Procurement of small items as directed, adhering to CRS/Nigeria’s Purchasing and Procurement guidelines at all times.
• Coordinate the purchase and distribution of office tea items for staff/visitors or trainings (where applicable) on a monthly basis.

General Administrative support:

• Support to the Project Director e.g. keeping and tracking appointments.
• Management of National and International mail and mailing services.
• Maintaining log on the use of the office conference rooms to avoid double bookings.
• Provide oversight to the general cleanliness of reception area and its environs (toilet)

Qualifications and Skills

• Bachelor of Science Degree in Accounting, Business Administration or other related fields;
• Minimum of one-year relevant experience in a related role;
• Good knowledge of computer software – MS Office (PowerPoint and Excel especially);
• Strong interpersonal skills
• Strong internal relationship management and analytical skills
• Strong organizational skills and attention to detail 
• Demonstrate excellent written and oral communication skills
• Demonstrate high level of initiative, diplomacy and tact
• Must be flexible and be able to work independently and as part of a team.
• Ability to travel as needed.

Agency-wide Competencies (for all CRS Staff): 

• These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results:
  • Serves with Integrity
  • Models Stewardship
  • Cultivates Constructive Relationships
  • Promotes Learning