Finance and Administration Officer at Malteser International

Main Responsibilities

• Ensure total compliance with Malteser International policies, donor regulations, and national law in all finance, administration processes.
• The Finance and Admin Officer will oversee the operations and finances of the state office.
• Oversee proper running and maintenance of the Field base and report any deterioration in the condition of the field base in a timely manner to the Programme Administrator.
• Ensure that safety in the base is a key priority. This requires you to provide fire prevention and control training to guards and cleaner and ensuring that the environment within the field base is clean and well managed and planned to minimize the likelihood of fire.
• Ensure that all staff residing in the base are properly accommodated, and guests are also provided with adequate accommodation.
• Manage all Malteser International assets in the field base (inventory), including the proper and accountable.
• Supervise proper functioning of electricity generating devices (generators, investors, and governmental electricity supply) and document accordingly in the respective logbook.
• Manage the field base stocks, (stock cards, monthly stock request, cleanliness, access control, etc.). Store release form (SRF) is to be used for fuel control.

Field Base Staff:

• Manage cooks, cleaners, and guards to ensure the essential activities of the base are effectively carried out on a daily basis and the standard of work and discipline is of a high standard, including keeping an attendance register and ensuring that hygiene practices in food preparation and drinking water storage are of a high standard.
• Recruit daily laborer in response to absence of any of the above staff members in close collaboration with the HR in Maiduguri.
• Contribute to the development of systems and approaches that improve field staff compliance to agreed work practices, and monitoring of those work practices.
• Report any complaints (internal and from the community) or any incidents of unacceptable work etc.… to the Programme Administrator/PA (and if more serious or confidential directly to the Country Coordinator/CC).

Cash Float / Vouchers:

• Carry out monthly estimated cost for field base expense (NFI, labor charges, transportation charges) and calculation of minor renovation cost.
• Safely keep and account for money to be used for the management of the base.
• Hand in all vouchers and related supporting documents to the Finance department in Maiduguri monthly.

Contribution to Project Activities:

• Collaborate closely with WASH Lead, plus Construction Field Officer to ensure that construction works are carried out according to agreed specifications.
• Upon request by the CC or line managers, represent Malteser International in meetings with local communities or the authorities.
• Ensure that your representation is always highly professional, and relationships with all stakeholders are enhanced and developed.
• Ensure implementation of regulations and procedures for local purchase, procurement, and logistics management.
• Maintain rigorous operations in the field office, communicating regularly with the Maiduguri office to assure smooth operations.
• Process supplier invoices.
• Maintain financial files and records.
• Maintain the assets register.
• Submit staff time sheets for payroll processing.
• Prepare fund requests for Malteser International Yola office running costs and service providers in a timely manner.
• Review all staff activity and travel expenditure requests and advance retirements for processing.
• Thoroughly review all partner financial reports and ensure collaboration with project manager for coherence between workplan and expenses reported.
• Prepare and submit monthly financial report and documents to the country office.
• Ensure value for money, transparency, and compliance in all expenditure and ensure that records are properly filed.
• Identify and immediately report all concerns about financial or operational mismanagement/non-compliance by staff, partners, or any other associates.
• Conduct spot-checks of activities and partner offices to review compliance and value for money.
• Ensure quarterly update of inventory.
• Support project managers in preparing partner budgets and fund requests and in general grant management.
• Actively participate in monthly budget monitoring meetings.
• Support in Project audits, Internal audits, and statutory audits
• Cash Request; Assist in the collation of financial needs for the office every month.
• Budget follow up meeting; Review funding allocations to enable proper guidance to programs and proper coding.
• Ensure scrutiny of the entire vouchers for accuracy and receipt of goods before processing for payment
• Ensure all transactions follow MI accounting policy, donor restriction and generally accepted accounting principles.
• Reconciliation of Cashbooks and Bank account balances.
• Prepare monthly Cash Control Protocols (CCP’s) and Bank Statements (BSM).
• Timely remittance of staff PAYE Tax and other deductions.
• Processing Online transfers to vendors, daily workers, beneficiaries, and staff
• Submits mandates to the bank for processing.
• Ensure proper documentation and filing of all financial documents.
• Collects credit tax receipts from FIRS.
• Report to the supervisor all difficulties and relevant information, as well as all relevant issues concerning safety, security, and success of the program in a timely manner.
• Collaboration with the country HR on submission of monthly timesheets and payroll of all base staff
• Keep and maintain the petty cash boxes and complying the rules and regulations of Malteser International and its donors.
• Assist in booking all expenditures into the Malteser International Finance booking system.

Focal Person for Logistics of the Field Office and Partners:

• Be a focal person for Logistics management of the field office in coordination with the Field Office Manager and Administration Department.
• Ensure that procurement procedures of the partners are conducted transparently and with adherence to Malteser International and donor policy. Conduct due diligence on suppliers and partners in coordination with the administration department.
• Ensure that the logistics needs of the field office is fulfilled and identify problems of Logistics for Field Office and Coordination the resolution with the admin departments.
• Manage the utilities and supplies of the field office.
• Ensure that report of Logistics, inventories and assets and accounted for and reported.
• Ensure required reporting for Logistics reports are updated are submitted on a timely basis.

Human Resources:

• Coordinate with admins department and liaison with administration department on a daily base and specifically with human resources issues of the Field Office and report issues to administration on a timely basis.
• Report to the supervisor all difficulties and relevant information, as well as all relevant issues concerning safety, security, IT and Supplies and HR issues on a timely manner.

General Conduct:

• Maintain a “client-friendly” atmosphere that is non-judgemental and supportive of beneficiaries regardless of their background, with special attention for respect of medical confidentiality
• Participate in office work with colleagues as a good team player.
• Be an active role model towards the target population, by adhering to a healthy personal behavior and lifestyle.
• Maintain a non-judgmental and supportive attitude towards colleagues and beneficiaries regardless of their background, political affiliation, or religion.
• Take responsibility in representing Malteser International towards the local population, authorities and other (I)NGOs
• Adhere and respect Malteser International guidelines and codes
• Carry out additional tasks as required by supervisor.

Required Qualifications, Competencies, Knowledge, and Experience

• A minimum qualification of First Degree in Financial Accounting, Business Administration/Management, and relevant work experience/Field of Studies
• Postgraduate Degree in related field and possession of professional qualification such as ACA or ACCA is an added advantage.
• 3 - 4 years experience in Finance or related areas with experience working in an international organization environment.
• Excellent communication and interpersonal skills Advanced written and verbal proficiency in English including business terminology.
• Demonstrate good judgment and sound financial “common sense”.
• Ability to create and monitor budgets.
• Understand the principles of adequate documentation and of audit and performance necessary to ensure audit compliance.
• Advanced written and verbal proficiency in English including business terminology.

Competencies:

• Tertiary qualifications in a related field and experience working in a non-profit organization will be an advantage.
• Commitment to accuracy and attention to detail.
• Ability to plan, balance and cope with competing priorities.
• Good written and verbal communication skills.
• Good standard of IT including proficiency in using MS Office, especially Excel spreadsheets.
• Ability to manage teams, initiate and organize work.
• Ability to establish priorities in a time-sensitive environment and meet deadlines.
• Excellent communication, interpersonal and organizational skills.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Logical and flexible approach to solving problems, especially when working under pressure.
• Excellent English language proficiency (written and oral) and strong numeric skills.
• Good knowledge of Local context and preferably residing in the position location.