Finance & Admin Consultant at Breakthrough ACTION

Summary

The Finance and Administrative Consultant will provide key support to finance and administrative needs at the BA-N Ebonyi office. S/he will support the coordination of financial, administrative procurement, and logistics operations to ensure efficient and effective running of all functions.

Specific Tasks

• Provide financial support to the state office. Specifically manage petty cash, activity advances and retirements, payment to participants at the state level.
• Support Admin staff to Identify potential suppliers for goods and services including but not limited to office supplies and stationery, food vendors, hotels, car hire, non- consulting services.
• Assist with drafting bidding documents (RFPs, RFQs, RFIs), contracts, LPOs. Ensure procurement of goods and services for the project are in accordance with USAID and institutional rules and regulations. Obtain quotes from local suppliers in an efficient and timely manner, adhering to USAID and JHU procurement policies. Conduct bid review, vendor selection, contract negotiations and draft contracts.
• Compile bids and bid evaluation documents, selection memos and contracts for state level procurement, ensuring complete documentation for each procurement request.
• Manage the vendor database at the field office.
• Ensure proper management of the project vehicles. Including oversee drivers, vehicle fueling and maintenance. Ensure vehicle logs sheets are properly kept and drivers' overtime processed monthly and properly documented.
• In charge of all Ebonyi Office assets and maintain the asset register.
• Process vendor invoices and ensure all supporting documents are provided.
• Assist with hotel reservations for lodging and workshops, coordinate car hire engagement at the state office to support the project vehicles.
• Engage food vendors for workshops and meetings as required.
• Serve as liaison between the Country and State offices on all finance and administrative matters.
• Other duties as assigned.

Eligibility (Qualifications/Skills)

• Bachelor’s Degree with minimum of 3 years verifiable experience in USAID procurement regulations and in handling vendor selections, bid evaluations and contracts.
• Experience handling petty cash, making payments to participants and handling activity advances.
• Good knowledge of word, excel packages. Explain how you meet this requirement.

Competencies

• Strong organizational, interpersonal and communication skills
• Proven ability to communicate effectively regarding sensitive and confidential matters.
• Excellent English communication skills required in both verbal and written.
• Customer-service orientation skills, with the motivation and ability to function independently or as a team member
• Excellent attention to detail is needed for this consultancy service.
• Ability to display honesty and integrity.
• Ability to manage ones time with little to no supervision.