Finance and Administration Officer-MONGUNO at The MENTOR Initiative

The MENTOR Initiative is a UK registered charitable, not-for-profit, non-governmental organization working globally to relieve human suffering from tropical diseases. With support from BHA-PUI, The MENTOR Initiative is implementing Emergency Control of Malaria amongst high malaria areas in Borno state. The MENTOR Initiative works in close partnership with the MoH in Nigeria to build technical capacity and effective planning and responses to malaria and other VBDs.

Overall Job Purpose: To assist the Finance & Administration Coordinator

Location:                    Monguno  

Reporting to:              Finance & Admin Coordinator

Key tasks and responsibilities:

Expected Key Results

The Finance & Admin Officer (at the field Level) provides day-to-day financial support on programs, including the processing of transactions, cash management, adhere to donor regulations and MENTOR policies and procedures, monthly reporting and assisting the Finance & Admin Coordinator on general administrative roles.

Key tasks and responsibilities

Administrative & HR Tasks:

• Follow up & renewal of any registrations at field Level under the direction of Finance Coordinator.
• 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 program casual staff
• Advise and give recommendations to the field base in term of operational matters
• 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 at field level. File all contracts and MoUs corresponding.
• Help in writing official letters, bank request letter, drafting work contract etc. under the direction of Finance Coordinator.
• Responsible for all MENTOR Nigeria correspondences at field level and keep record of them with tracking numbers.
• In support of Logistics officer at the field, ensure contractual framework for relations with the various stakeholders of the Monguno 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).
• Follow all procedures of the NGO in relation to finance and be consistent with the logistic department
• Check and arrange paperwork at the field base
• Maintain a daily management of the cash accounts in Monguno offices and inform the Finance Coordinator 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 NGN with the Snr Prevention Officer in order to ensure that the balances are corrects and submit to FinCo for review.
• Close all the Maiduguri cash books every end of month in liaison with FinCo
• 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 Country Office (Maiduguri) in time
• 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.

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

Skills:

• Organisation, sense of human relations, diplomacy, communication skills. Microsoft office competent (word, excel, outlook, power point). Time Management skills and good negotiation and bargaining skills
• Proactivity, autonomy, thoroughness, analytical skills, willingness, and motivation to work in an international and intercultural context.

Qualifications:

• A University Degree in Accounting or Business Administration. Professional certifications such as a qualified / almost qualified member of The Institute of Chartered Accountants of Nigeria (ICAN) or other qualification recognized by IFAC (International Federation of Accountants) is an added advantage

Requirement:

• 2 to 3 years of Previous NGO and/or work experience related to Finance and Administration or HR at community level (Proof of previous NGO experience may be required)
• Able to work as part of an established team with excellent communication skills, team builder, flexible, adaptable
• Ability to carry-out responsibilities independently with minimal technical support from within the organization.
• Proficiency with accounting software-SAGA, MS Word and Excel
• Conduct all activities in honest and trustworthy manner in the best interest of The MENTOR Initiative and the target community.

Candidate of Monguno locality is preferred.

Safeguarding & Prevention of Sexual Exploitation and Abuse:

The Mentor Initiative applies zero tolerance to the exploitation, sexual abuse and mistreatment of women, children and all others, and mobilizes all its staff in the implementation of its global policy. The Mentor Initiative will contact previous employers of applicants to determine if they have had a history of violating codes of conduct relating to sexual harassment, exploitation or abuse and fraud.

Due to the urgency of this position, we will review applications before the deadlines. Only shortlisted candidates will be contacted.