Finance/HR and Admin Coordinator at iMMAP

Description of Duties

Human Resources

• Ensure all paperwork is filed on personnel files and all HR records and systems are kept up to date.
• Manage recruitment administration such as posting advertisements, logging applications, coordinating interview arrangements, and assisting with the new starter processes.
• Draft any employee correspondence required such as new starter documentation, contractual changes etc.
• Accurately collate any other information as required to assist with payroll preparation.
• Supervise and coordinate the provision of all administrative, personnel and financial support required to the project, ensuring that appropriate control reporting structure are maintained in accordance with the organization’s rules and regulations.
• Carry out amendments and contract termination formalities for employees at project level, according to labor local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, to ensure legal compliance.
• Ensure that performance reviews are conducted according to defined procedure and monitor the professional development of personnel.
• In close coordination with the Country Representative, calculate the HR operational needs and the associated budget to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget follow-up.

Finance

• Manage projects accounting and financial system by ensuring that appropriate cashbooks are prepared for each month expenses.
• Coordinate and function as focal point for issues relating to finance (including salary, payment of per diem, rent, hazardous, R&R, process of invoices and receipt of funds).
• Manage admin/finance issues with iMMAP headquarter office when required.
• Prepare all financial reports and monthly cashbook for iMMAP Nigeria with scanning all receipts.
• Validate all disbursements and commitments of expenditure, in compliance with iMMAP's procedures.
• In close collaboration with HQ finance teams, monitor functioning cost and make connections between budgetary consumption and activity progress.
• Manage the cash flow including disbursements and reconciliations between accounting software and bank accounts.
• Prepare monthly funds forecasts, ensuring timely fund availability for planned payments.
• Manage tax calculation and adjustment processes in accordance with local laws and internal financial process.
• Be the focal point in the country during internal or external audits of the organization or projects by providing all necessary supporting documents and information.

Administration

• Work on policies localization as requested by HQ.
• Ensure the implementation of efficient processes and standards.
• Report on operational performance and suggest improvement.
• Oversee the efficient running of the iMMAP's office Nigeria including the registration process with all statutory bodies and ministries.
• Provide general administrative support to the Country Director as required including preparing written documentation as requested, filing etc.
• Manage visa requests and residency procedures.
• Liaise with legal counsellor as needed.
• Undertake other duties as requested by the line manager.

Requirements

Education:

• University degree or similar certificate in business administration, finance, HR, or relevant field

Experience

• At least 5 years of work experience in Finance/HR/Administration in the humanitarian sector
• Previous knowledge of ECHO, BHA and other European donors is an asset.
• Excellent computer skills in the Windows and Microsoft Office especially MS Excel and MS Access.

Soft skills

• Flexibility and multi-tasking
• Ability to work independently.
• Excellent communication skills, including drafting documents.