Finance and Administration Officer at The MENTOR Initiative

Overall, Job Purpose:

To assist the Finance and Administration Coordinator in the management of MENTOR’s financial operations and provides administrative support, support in budget planning, financial reporting, payment processing, and managing office operations.

Reporting to: Finance and Administration Coordinator

Duration: Until December 2025 with possibility of renewal subject to funds

Expected Start Date: As Soon as Possible

Key tasks and responsibilities:

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).
• Process all financial transactions, such as disbursements, cash receipts, and journal entries, ensuring compliance with MENTOR and Donor policies.
• Maintain accurate bank records and manage petty cash funds.
• Reconcile bank and cash transactions.
• Prepare financial reports, including monthly reconciliations and timely statutory returns
• Record all financial data in the accounting software -SAGA and ensure accurate coding.
• Carry out Field visits to support and replace finance staff in the field when needed
• Follow all procedures of the organisation in relation to finance, and in close collaboration with the logistics department
• Regularly verify payment documents at the office and field levels and ensure they are accurate and consistent.
• Ensure that all accounting documents are properly organized and filed.
• Maintain daily management of the cash accounts in Maiduguri offices and update the CD about the cash flows and weekly/monthly planned expenditures.
• Contribute to budget planning and revision: Ensure the weekly reporting of expenses including performance of weekly/monthly cash counts as appropriate while ensuring balances are accurate.
• Support in the planning of monthly expenditures and project costs for future months
• Ensure cash books are regularly updated, verified and closed at the end of each month
• Prepare monthly payrolls for all local staff in the mission and prepare the payments after approbation from the Finance Coordinator, CD or Grant Manager, and prepare the taxes payments. 
• Prepare financial schedules and support internal and external audits
• 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 and as appropriate.
• Ensure all MENTOR Finance and Administration procedures are adhered to, and in line with the logistic department
• Arrange for monthly scanning, filing and shipment of the accounting documents to headquarters.
• Other activities will be determined by the Finance & Administration Coordinator and Country Director.

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 terms of national recruitment
• Assist national staff to ensure compliance with MENTOR contracts, Staff Regulations, and Code of Conduct
• Respect and comply to labour laws of Nigeria and liaise with relevant authorities when necessary
• Ensure that all staff have access to and are briefed on MENTOR guidelines and codes of conduct regarding their employment
• Ensure that staff has valid ID cards and business cards when necessary. 
• Support 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 tables for deadlines of payments and contracts renewals. File all contracts and MoUs correspondingly. 
• Support in writing official letters, bank request letters, drafting work contract etc. 
• Responsible for all MENTOR Nigeria correspondences and keep record of them with tracking numbers
• Ensure contractual frameworks are established for various stakeholders of the base (suppliers, craftsmen etc.)
• Supervise the work of office cleaners and support staff to ensure their tasks are completed properly, and plan performance evaluations on a quarterly basis. 

Other:

• Participate in Finance, Administration and Human Resources meetings and working groups as required.
• Write weekly reports of activities as required.

Essential Requirements are:

• Degree in Finance or Accounting or Related Field
• Strong accounting, budgeting, and financial reporting skills
• Ability to collaborate effectively with colleagues to achieve common goals
• Expertise in accounting software – SAGA
• Knowledge of Finance Management
• Fluent written and spoken English
• Good organizational skills, honest
• Computer skills; including Window programs, especially Excel
• Ability to work under stressful conditions

Desirable Requirements are:

• Knowledge of local area
• Experience working with INGO