Admin and Finance Assistant (Abuja) at iMMAP

Status: National Employee

Background
Country specific:

• iMMAP program in Nigeria started late 2016 and was designed to support the response to the ongoing crisis in in the Northeast of the country, by strengthening the information management (IM) capacity of the responders within the different humanitarian sectors.
• The target beneficiaries of this program are the humanitarian partners (who are all sectors members) and the United Nations Office for Coordination of Humanitarian Affairs [UNOCHA] in its mandated inter-cluster coordination role.

Description of Duties
Administration and Asset Management:

• Perform all the logistical tasks assigned by the line manager.
• Coordinate the logistic of the transportation process for staff movement.
• Provide logistical support to the organization and preparation of all workshops, meetings, and events.
• Ensure that suppliers provide proper documentation for goods and services provided to iMMAP and make sure purchases are done in line with our procurement guidelines.
• Ensure the finance induction of new staff and carrying out administrative briefings.
• Follow up on assets monitoring in the iMMAP Maiduguri office on monthly basis.
• Ensure that the asset register is updated when procuring and disposing of assets.
• Ensure that inventory under supervision is continuously maintained and all movements/transfers are supported by the correct documentation.
• Ensure that all items are well organized and correctly stored, protected, fully identified, and easily accessible (cleanliness, security, access, etc.).

Cash Management (Cash & Bank) and Remittance:

• Manage petty cash and petty cash request on a daily basis.
• Conduct weekly cash counts for the office and submits the cash count sheets.
• Check that cash vouchers are properly filled (Accounting code, designation, budget lines…)
• Ensure the monthly statutory deductions (Pension, PAYE, WHT, NHF) are remitted to the relevant institution in Abuja with proper record keeping and follow up where necessary.

Payments and Invoices review:

• Review eligibility of all related expenses shown on invoices from vendors and service providers.
• Liaise with Finance Coordinator regarding invoices validation, payments.
• Ensure that finance supporting documents for all expense reports are in accordance to iMMAP's policy
• Liaise with Finance Coordinator regarding invoices validation, payments.
• Ensure payment documents are scanned by the end of each month.
• Other tasks as assigned by the line manager

Requirements
Education:

• University an Institute Degree in Business Administration, Finance or relevant field

Experience:

• With at least 3 years or work experience in Administration field.

Soft skills:

• Flexible and adaptable to any situation.
• Ability to work independently while under pressure and during long hours.
• Excellent work habits with a willingness to work in a multi-cultural environment.
• Excellent organizational skills, including proven ability in administration, financial and logistics.
• Excellent communication skills, including drafting documents;
• Programmes
• Excellent computer skills in the Windows and Microsoft Office especially MS Excel and MS Access.