Job Vacancies at Chemonics International

Description / Overview

• We seek an Administrative Assistant for the USAID funded Strategic HIV/AIDS Response Program (SHARP) Task Order 03 activity in Nigeria.
• This activity aims to identify and support proven interventions through improvement of service delivery and strengthening health systems with an expanded effort with the Government of Nigeria (GON) in Adamawa, Bauchi, Borno, Jigawa, Kano and Yobe States.
• The objectives of the activity include 1) Targeted and efficient HIV and TB case identification and linkage to care and treatment; 2) Enrollment of patients on HIV/AIDS therapy with adequate adherence and minimal loss to follow-up; 3) Successfully suppress HIV viral load; and 4) Increase GON capacity to expand, coordinate and finance HIV/AIDS and TB services. This position will be based in Abuja, Nigeria.
• We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities
Operations / Administrative:

• Assists with the organization of meetings and events on and off site as directed which may include the setting up of rooms, arranging catering and refreshments, ensuring the necessary equipment is in place and functioning, taking minutes where necessary, and the preparation of papers for distribution.
• Manage procurement of goods and services; administer maintenance agreements as directed.
• Accurately track and record project equipment, ensuring proper maintenance and security.
• Make travel and accommodation arrangements for project staff and visitors as requested.
• Ensure operation of office equipment including reviewing maintenance requirements, arranging for necessary repairs, maintaining equipment inventories and evaluating new equipment.
• Maintain stock records for stationery and supplies for the office, working with suppliers and verifying receipt of supplies and requisitioning in line with office procedures.
• Ensures all required records are kept up to date and in line with SHARP TO 03 requirements.
• Receive visitors to the office with high standard of courtesy and hospitality and direct them appropriately.
• File and retrieve Project documents, records, and reports.
• Collects and sorts incoming and outgoing correspondence.
• Draft employment agreements, biodatas and support the onboarding of project staff.
• Confirm all new hire paperwork is submitted and personnel files are complete and compliant with Chemonics policy, local labor laws, and USAID regulations.
• Ensure new hires are provided with adequate training regarding the project and relevant Chemonics policies in order to perform the job to the best of their ability and are assimilated into Chemonics culture.
• Ensure personnel and recruitment files are maintained according to the requirement, ensure confidentiality and safety of the data.

Finance:

• Assist in scanning and labeling all payment vouchers including coding sheet and backup documentations and General Journal entries including coding sheet and backup documentations.
• Assist in delivering WHT/PAYE cheques to the bank and collection of bank statements.
• Assist in printing payment evidence to be attached to all payments before filing
• Assist in sorting and collating payroll coding sheets including timesheets/pay-slips
• Assist in filing hard copies of ABACUS coding sheets including backup documentations.
• Assist in grants selection and administration, maintains grants files
• Fosters and demonstrates a workplace inclusive of creating opportunity, serving others, building trust, innovation and exceeding expectations.
• Perform additional tasks as required by the Finance Manager, Grants Manager, Finance and Operations Director and project leadership.

Preferred Qualifications

• Minimum of 2 years of experience working in project administration.
• Mastery of Microsoft Office Suite, specifically in MS Excel and Word.
• Strong organizational, work prioritization skills and attention to detail.
• Ability to work in a professional and cordial manner with fellow staff members, visitors, the general public, and partner institutions including international and local NGOs, and governmental entities.
• Ability to work in a fast-paced environment, meet deadlines, and exercise good, professional judgment that reflects positively on the image and communicates the established program message of the project.
• Experience managing procurements and tracking inventory.
• Experience in coordinating travel and logistics.
• Demonstrated ability to work productively within a team.
• Possess excellent organizational and strong multi-tasking skills.
• Ability to communicate clearly and effectively.
• Fluency in English is required.

go to method of application »

Job Descriptions

• Chemonics International, a leading international organization based in Washington, D.C., seeks a Bookkeeper for the USAID funded Strategic HIV/AIDS Response Program (SHARP) Task Order 03 activity in Nigeria.
• This activity aims to identify and support proven interventions through improvement of service delivery and strengthening health systems with an expanded effort with the Government of Nigeria (GON) in Adamawa, Bauchi, Borno, Jigawa, Kano and Yobe States.
• The objectives of the activity include 1) Targeted and efficient HIV and TB case identification and linkage to care and treatment; 2) Enrollment of patients on HIV/AIDS therapy with adequate adherence and minimal loss to follow-up; 3) Successfully suppress HIV viral load; and 4) Increase GON capacity to expand, coordinate and finance HIV/AIDS and TB services.
• This position will be based in Abuja, Nigeria. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities
Maintain a proper accounting department, checking the project’s internal control system to ensure that the policies and procedures are being adhered to, including to:

• Prepare checks, receipts, and journals;
• Review all accounting records for accuracy and legitimacy.
• Review payments before secondary review or approval from his/her supervisor and/or designated approvers.
• Enter data entry of all approved vouchers into ABACUS (the Chemonics Field Office accounting system).
• Review cash balances daily and support the preparation of wire transfer requests.
• Prepare and process payroll, ensuring that payroll forms are accurate and fully completed on time monthly.
• Prepare cash reconciliation at the end of each month to close the month’s books and submit to the home office.
• Maintain ABACUS and prepare monthly project locals according to project guidelines.
• Supervise petty cash management, including verification and review of petty cash payments for accuracy, legitimacy, and reconciliation of remaining cash with the Finance Manager whenever replenishment is required.
• Track staff annual leave, sick, and holiday leave balances.
• Maintain accurate timesheet records and ensure all timesheets are submitted on time with the correct approval.
• Review project staff expense reports for accuracy.
• Track sub-ledger balances, including receivable accounts for individual staff ensuring that outstanding travel advances are settled before issuing new advances.
• Assist Finance Manager in maintaining communication and coordination with home office accounting unit.
• Assist the Finance Manager and project leadership in ensuring all Nigeria-specific accounting and tax requirements are met.
• Assist in grants selection and administration
• Fosters and demonstrates a workplace inclusive of creating opportunity, serving others, building trust, innovation and exceeding expectations.
• Perform additional tasks as required by the Finance Manager, Finance and Operations Director and project leadership.

Requirements
Preferred qualifications:

• Bachelor’s degree required in Business Management, Accounting or a related field
• At least two years of relevant bookkeeping, financial management and/or accounting experience in Nigeria is preferred
• Knowledge of basic accounting and accounting practices is required, as well as general accounting best practices in Nigeria.
• Ability to work independently with minimal supervision, prioritize multiple work assignments in an extremely fast-paced environment, meet deadlines, and exercise good, professional judgment that reflects positively on the image and communicates the established program message of the project.
• Ability to effectively use computer software including financial management applications and Microsoft Office. Demonstrated high proficiency with Excel spreadsheet applications is required.
• Demonstrated ability to work productively within a team.
• Possess excellent organizational and strong multi-tasking skills.
• Ability to communicate clearly and effectively.
• Fluency in English is required.