Finance & Administrative Assistant at FHI 360

Band:                          GG

Supervisor:                State Team Lead with dotted line reporting to the Finance Officer in Country Office

Location:                    State Office (Lagos, Kaduna, Borno, and Abuja)

Project Summary:  

The Nigeria Alive & Thrive (A&T) MIYCN social and behavior change program focuses on improving the delivery and expanding the coverage of MIYCN interventions that contribute to reducing maternal, newborn and child mortality and morbidity. A&T will work across the public and NGO sectors to improve MIYCN through A&T’s four components: advocacy, interpersonal communication and community mobilization, mass communication, and strategic use of data.  At the national level, A&T will predominantly work with its public and NGO sector partners to improve the implementation, monitoring, and enforcement of key MIYCN policies (e.g., Code of Marketing of Breastmilk Substitutes; maternity leave; workplace support; breastfeeding-friendly health care and delivery facilities).  A&T will also work in seven states—Lagos, Kaduna, Kano, Bauchi, Yobe, Borno, and Sokoto—to apply the four components to reach households, communities, and facilities with targeted, age-appropriate social and behavior change communication (SBCC) messaging on MIYCN practices.

At both the national level and in the seven states, emphasis will be to build the capacity of the public sector (primary healthcare facilities) and local NGOs/CBOs to improve MIYCN practices, advance MIYCN policies, expand the promotion of positive social norms, and extend timed and age-appropriate behavior change messaging through commercial facilities to households and communities.

Alive & Thrive Nigeria is funded by the Bill & Melinda Gates Foundation and managed by FHI Solutions.

Basic Function:

Under the direction of the State Team Lead, the Finance and Administrative Assistant will serve as the point of contact for financial, operational, logistical, and administrative needs in the state office and will be responsible for the provision of accounting, administrative, secretarial, and logistical support services to the state office.

Duties and responsibilities:

Finance and operations support:

• Prepare monthly financial report forms and ensure completeness of supporting documents for all payments
• Manage petty cash including disbursement, replenishment, and petty cash log
• Support with preparation of monthly cashflow needs and coordinate with country office
• Support review of activity budgets to ensure cost efficiency
• Track and reconcile advances to staff and follow up for prompt liquidation

Procurement support: Work closely with Contracts and Procurement Manager for state procurement processes including obtaining quotations for required services, arranging for repairs of office equipment.

Admin support:

• Maintain up to date assets/inventory register and an efficient record/storage of all office supplies and fixed assets
• Manage filing and archiving of all financial and administrative documents
• Support field logistics including staff and consultant travels, training/workshop logistics, hotel reservations, and airport and hotel pick-ups
• Assist with oversight of project driver(s) and management of project vehicle(s)
• Organize business meetings and workshops as necessary, including engaging speakers, making room arrangements, arranging refreshments, sending invitations, collecting meeting materials, and taking minutes as directed.

• Record and circulate minutes of staff meetings
• Perform any other duties as assigned.

Knowledge, skills, and abilities:

• Well-developed computer skills, including knowledge of Microsoft office products especially Excel
• Knowledge of general office practices and administrative and secretarial procedures.
• Sound accounting skills with good knowledge of budget preparation and monitoring.
• Excellent written, oral, interpersonal, and organizational skills.
• Resourceful in gathering and providing information.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.

Qualifications and requirements:

• University degree in accounting, finance, business administration, or related discipline
• Minimum of 1-3 years’ experience in accounting related to NGOs and community level programs, with increasing responsibility.
• Experience with large complex organization is required, familiarity with international NGOs preferred