Finance & Admin Officer at The MENTOR Initiative

Key tasks and responsibilities

Administrative & HR Tasks:

• Follow up & renewal of any registrations at field Level under the direction of Finance Coordinator and Base Manager.
• Update the HR folder for each casual field staff (Daily workers) and follow up on filling of staff contracts, identification documents, account details…etc. on regular basis.
• Establish service or casual contracts in collaboration with the logistics department and under the direction of Finance Coordinator and Base Manager.
• Help with the recruitment process for the Daily workers to support on program activities.  
• Advise, give feedback and recommendations to the field base staff in terms of operational matters.
• Assist and guide national staff to comply with MENTOR contracts, Staff Handbook, and Code-of-Conduct. 
• Adhere and comply to labour laws of Nigeria and liaise with relevant authorities.
• Ensure that all staff have access to MENTOR Internal Rules and Regulations document regarding their employment, valid staff ID cards and business cards when necessary. 
• Help the Finance Coordinator to update the internal rules and regulations when required.
• Support the Finance Coordinator and Head of Base in follow up on contracts, MoUs renewals, track update table for deadlines of payments and contracts renewals at field level. File all contracts and MoUs correspondents.  
• In support of Logistics officer at the field, ensure contractual framework for relations with the various stakeholders of the Monguno base (suppliers, daily workers, craftsmen …etc) are respected.
• Supervise and plan the work of base office cleaner and cook to ensure their tasks are completed properly, and plan performance evaluations on a quarterly basis.  
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within MENTOR and amongst casual workers, beneficiaries, and other stakeholders served by The MENTOR Initiative policies.

Financial Tasks:

• Ensure that all standardised MENTOR finance procedures are understood and respected by all MENTOR field staff. 
• Ensure communication with Finance & Administration Coordinator and the Base Manager on accounting documents and prepare and submit weekly and monthly reports (cash counts, accountability/SAGA).
• Check and arrange support documents at the field base office.
• Maintain a daily management of the Cash accounts in Monguno offices and inform the Finance Coordinator and head of Base about the cash flow for the week ahead as well as weekly plan expenditures.  
• Ensure the weekly reporting of expenses: Proceed to a weekly cash count of the cash boxes in NGN with the Head of Base to ensure that the balances are correct and submit them to the Finance Coordinator for review.  
• Close all the Monguno cash books every end of month in liaison with Finance Coordinator.
• Ensure all cash payments and other payments and paperwork correspond and follow The MENTOR Initiative’s procedures and protocols (procurement and authorizations requests, Advances request, etc….)
• Ensure that all advances are liquidated at the end of each month.
• Follow all procedures of MENTOR in relation to finance and be consistent with the logistic department.
• Arrange for monthly shipment of the accounting documents (Soft and Hard copies) to Maiduguri Office on time.
• Help in planning future expenditures of the current month and project costs for future months by collaborating with the Field Logistics officer and Base Manager.
• Other activities will be determined by the Finance & Administration Coordinator and Base Manager.

Other:

• Participate to the Administration and Human resources meetings and working group when requested.
• Convene weekly staff meetings and minute discussions for updating the Finance Coordinator and Base Manager on matters related to administration at field level.
• Write a weekly report on past and future activities when requested.

Essential Requirements are:

• Candidates from Monguno indigenous areas.
• Bachelor’s degree in finance or any other related field.
• At least two (2) years of experience in Finance department.
• At least one (1) year of experience with INGO in Finance Department.
• Demonstrated success in multicultural environments is required.
• Ability to handle data with confidentiality and be accountable.
• Fluent written and spoken English, Kanuri and Hausa.
• Good organizational skills.
• Strong ability in using MS Office suite (MS Word, Excel & Power-point).
• Ability to work under stressful conditions.
• Knowledge of Finance and Administrative management.
• Strong accountancy skills.

Desirable Requirements are:

• Knowledge of local area
• Knowledge of SAGA
• Experience with INGO

Malaria and vector Borne Disease Prevention

• Support the Field Senior Prevention Officer and Prevention Coordinator to train field/ community teams on Indoor Residual Spraying (IRS) and other vector Borne Disease prevention strategies, and the use of prevention tools.
• Support and coach community teams to implement effective Community Information, Education and Communication and Behaviour Change Communication Outreach events, Environmental management and targeted larvicide interventions.
• Train and supervise community members in conducting effective Community IEC, Environmental management and larvicide interventions as required during the programme.
• Follow up at community level to monitor and encourage the long-term retention and effective usage of malaria and vector borne Disease prevention measures.
• Participate in and contribute to all community disease prevention planning and implementation, in conjunction with MoH and other local partners and communities.

Information, Education & Communication

• Participate in the sensitization and mobilization of target populations to achieve good acceptance, proper use and implementation of malaria and vector Borne Disease Prevention strategies and activities.
• Carry out community health education about malaria, diarrhoea, good hygiene practices as well as other mosquito borne and fly borne diseases through community campaigns, radio talk shows, and road shows among others.
• Support IEC teams to reinforce the distribution of IEC materials and conduct health education on the same. 
• Participate in base line and end line evaluation of malaria IEC and hygiene promotion campaign; how well the campaigns and materials are understood and used, and whether they are appropriate.

Monitoring & Evaluation

• Monitor the feasibility and acceptance of prevention interventions including Environmental management campaigns, targeted IEC on use of LLINs where necessary, Larviciding and delivery of IEC materials/interventions.
• Assist in programme monitoring & evaluation of malaria prevention and hygiene promotion interventions community ownership and acceptance as required.
• Assist in the proper implementation of entomological surveys and related operational research studies.
• Ensure the collection of relevant data on malaria, hygiene promotion and vector borne disease prevention activities.
• Participate in data entry, transcription and translation of data collected for monitoring and evaluation and operational research as required.
• Assist in translation of data collection tools as required for Monitoring and Evaluation as well as Operational Research

General

• Provide weekly and monthly reports on all activities as required.  
• Generate field-based reports, weekly updates, work, and movement plans among others.
• Support other operations whenever called upon including while in the field.
• Any other activities/ duties required by the direct supervisor or any other authority.
• Financial reporting whenever one is entrusted with – either during field mission or otherwise.
• Take the role of team lead especially during field mission or at the office whenever requested.

• Adhere to the agreed MENTOR Code of conduct on Ethics and Integrity and safeguarding including Whistle blowing policy.

Your skills and experience will include:

Essential:

• Undergraduate Degree in Public Health, Social Sciences, or related discipline. 
• At least 2 (two) years experience in implementing and managing health/community health projects of which at least 1 (one) year working experience with an INGO.
• Proven ability in report writing.
• Excellent communication skills; Excellent in English, both written and verbal
• Strong communication, problem solving and analytical skills. Able to prioritise and handle a diverse and heavy workload.
• Proven analytical, planning and time management skills.
• Willingness and ability to communicate with people and to contribute to casual staff capacity development.
• Politically and culturally sensitive
• Excellent computer skills, including Microsoft Word, Outlook, PowerPoint and Excel.

Desirable:

• Experience implementing malaria and other vector borne disease control programmes.
• Outgoing personality with excellent training skills
• Experience working/living in an insecure environment.