Finance and Administration Officer at The MENTOR Initiative

Location: (Maiduguri and Monguno) Borno
Reporting to: Finance and Administration Coordinator

Overall Job Purpose

• To assist the Finance and Administration Coordinator.

Key Tasks and Responsibilities / Expected Key Results
Administrative & HR Tasks:

• Apply / Follow up & renewal of International staff Visa, work permit, registrations.
• Update the HR folder for each staff and follow up and filling of staff contracts, renewals, leaves, overtime…etc. on a monthly basis
• Establish service or casual contracts in collaboration with the logistic department
• Help with the recruitment process for the national staff (advertisement, keep track of CVs, organize tests for candidates, organize interviews and timeframe, publication of the selected candidates, etc.)
• Advise and give recommendations to the field base in term of national recruitment
• Assist national staff to comply with MENTOR contracts, Staff Regulations, and Penalty Code
• Respect and comply to labour laws of Nigeria and liaise with relevant authorities when necessary
• Ensure that all staff have access to MENTOR guidelines regarding their employment
• Ensure that staff has valid ID cards and business cards when necessary.
• Help the Finance Coordinator and/or the CD to update the internal rules and regulations when necessary
• Support the finance coordinator in follow up of contracts and MoUs renewals and track update table for deadlines of payments and contracts renewals. File all contracts and MoUs corresponding.
• Help in writing official letters, bank request letter, drafting work contract etc.
• Responsible for all MENTOR Nigeria correspondences and keep record of them with tracking numbers
• Ensure contractual framework for relations with the various stakeholders of the base (suppliers, craftsmen ...).
• Supervise the work of office cleaner to ensure their tasks are completed properly, and plan performance evaluations on a quarterly basis.

Financial Tasks:

• Ensure that all standardised MENTOR finance procedures are understood and respected by all MENTOR members.
• Ensure communication with Finance & Administration Coordinator and the Country Director of accounting documents and weekly and monthly reports (cash counts, accountability / SAGA).
• Field visits to support and replace finance staff in the field when needed
• Follow all procedures of the NGO in relation to finance and be consistent with the logistic department
• Check and arrange paper work from the field basis
• Maintain a daily management of the cash accounts in Maiduguri/Monguno offices and inform the Field Manager Finance Coordinator or CD 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 USD and SSP with the FinCo or CD in order to ensure that the balances are corrects.
• Close all the Maiduguri/Monguno cash books every end of month
• Prepare monthly payroll for all local staff in the mission and prepare the payments after approbation from the FinCo, CD or Grant Manager, and prepare the taxes payments.
• 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 if possible
• Follow all procedures of the NGO in relation to finance and be consistent with the logistic department
• Arrange for  monthly shipment of the accounting documents to headquarter in time (DHL)
• Help in planning for future expenditures of the current month and project costs for future months
• Other activities will be determined by the Finance & Administration Coordinator and Country Director.

Other:

• Participate to the Administration and Human resources meetings and working group when requested
• Write a weekly report on activities past and future when requested.

Requirements
Essential Requirements are:

• Candidates from Maiduguri, Jere and Monguno indigenous areas
• Fluent written and spoken English
• Good organizational skills, honest
• Computer skills; including Window programs, especially Excel
• Ability to work under stressful conditions
• Knowledge of finance management.

Desirable Requirements are:

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