Finance & Admin Officer at Breakthrough ACTION

Summary

The Finance & Admin Officer together with other finance team members will implement efficient finance activities within the office. S/he will also work with other members of the administrative team to provide efficient administrative and logistics support in the office.

Essential Duties and Responsibilities

• In addition to the overall technical inputs to the project described above, specific duties and responsibilities include the following:
• Assist with the monthly finance QuickBooks report by imputing invoices into the accounting software.
• Ensure PAYE and Withholding Taxes are remitted before the last day of the month to the responsible parties.
• Monitor budget expenditures against approved budgets.
• Review purchase orders, time and attendance records and prepare necessary reports for the project finance and senior management team
• Ensures that all supporting documents are available and attached to the payment vouchers
• Withdraws cash from the bank for program activities and makes necessary disbursements after obtaining necessary approvals
• Ensure travel advances and activity retirements from the field office are retired before they are due
• Prepares Local Purchase Orders using JHU/CCP formats
• Prepares source documents for both cash and check payments
• Work with the receptionist to ensure office stationery are always available and stockouts are avoided
• Work closely with relevant state staff to supervise and account for all safety equipment and supplies (First Aid and CPRs etc.) in all program offices (New);
• Conduct routine checks on all safety equipment and make recommendations where necessary
• Support the admin team in updating and managing vendor contracts and Service Level Agreements (SLAs)
• Assist in processing vendor and consultancy invoices
• Ensure procurement of goods and services for the project are done according to USAID and institutional rules and regulations
• Arrange for the repair and maintenance of office equipment and machinery to ensure that staff works effectively without any disruptions
• Together with relevant staff ensure that travel & logistics, welfare and support needs of visiting guests to Nigeria and expatriates are met
• Support in the maintenance and management of physical office space and project vehicles; including environmental cleaning, local transportation, maintenance office equipment and appliances and meeting staff office needs
• Manage all field office petty cash transactions.
• Assist with identification and payments to vendors, ensure proper authorization for payments, distribute payments as required; supervise the processing of staff claims and advances.
• Other duties as assigned

Minimum Qualifications & Experience

• Bachelor’s degree or higher in a relevant field (Accounting, Economics, Business Administration or related finance field)
• Minimum of 5 years’ NGO experience is required.
• Experience implementing USAID funded projects in Nigeria is highly valued.