Job Openings a mothers2mothers

Job Summary

• The Senior Finance and Ops Assistant (Maternity Cover) is responsible for operational, finance, and administrative support to the m2m Nigeria program.
• This includes recording and reconciling all financial transactional data of the Country Office, including reviewing and coding financial information, preparing and processing documents to disburse funds, making deposits, and compiling and reviewing information for accuracy.
• This also includes management of procurement as well as additional support to the country's finance, operations, and administrative functions. This position is based in Abuja, Nigeria, and reports to the Country Finance Manager.

Key Performance Areas
Purchasing and Business Central processing:

• Enter all invoices into the accounting system and allocate them against purchase orders
• Coordinate and manage the process to setup new suppliers in the accounting system and deal with supplier queries regarding payments
• Maintain and update supplier information and do relevant background checks and terrorist/ debarment checks
• Ensure that direct debits payment are checked to supporting documentation and correctly recorded in the accounting system
• To ensure monthly payment reports are produced for the cash flow analysis
• Maintain an updated list of preferred vendors for the office
• Manage procurement and purchase requisition process in Business Central

Managing staff and vendor accounts:

• Process travel requisitions and related staff advances
• Enter staff expenses into the accounting system (reimbursements and /or advance liquidations)
• Timely payments to suppliers, payments done within 30 days of receipt of invoice
• Run the creditor report at month-end

Treasury and bank:

• Prepare monthly bank reconciliations for the main operating account for submission to the Head Office Finance team
• Manage the petty cash process and balance petty cash monthly
• Prepare monthly reconciliations of payables, payroll, accruals and prepayment control accounts
• Ensure that internal bank transfers are correctly managed
• Follow up on reconciling items above and pass correcting entries where necessary
• Processing of the cashbook monthly.

Month-end and year–end close activities, budgeting & reporting:

• Support the Finance Officer in closing the month-end in time and conducting relevant reconciliations
• Support the Finance Manager in putting together budget inputs by liaising with various stakeholders.
• Analyze monthly actuals vs budget reports and provide reasons for the variances.

Travel and asset management:

• Manage travel and logistics support to the project team. Make hotel, transport, airline, and other bookings for domestic travel and provide support to M2M Travel Coordinator in arranging international travel
• Ensure compliance with m2m policies and procedures
• Maintain the project inventory register
• Ensure timely submission of all statutory deductions for Nigeria.
• Provide logistics support to the program staff on trainings/workshops
• Manage the filing system for all financial and administrative documentation
• Support with the retrieval of financial data during audits.

Qualifications and Experience

• Professional qualification in accounting, business, or a similar field; Bachelor’s degree preferred
• Three years’ experience in similar roles
• Experience working on NGO projects preferred
• Experience in supporting the development of budgets, financial forecasts, expenditure reports, and other financial reports is advantageous

Competencies:

• Excellent organizational skills and attention to detail, structured and process-driven
• Excellent communication and interpersonal skills
• Ability to work independently and manage multiple competing priorities
• Sound critical thinking and problem-solving skills
• Demonstrated experience using MS Office suite (Excel, Word, PowerPoint, Outlook)

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Key Performance Areas
HR Administration and System Support:

• Provide HR administration support to the Nigeria Country HR (such as mail merge letter support etc.) and other administration functions as required.
• Provide backup HR support to m2m Nigeria office and site staff in the absence of the Senior Officer; Human Resources.
• Provide system support as needed on Employee Management System, Recruitment System and Learning System.
• Provide administration assistance to the Senior HR Officer for the Innovation Hub.

Recruitment, Selection and Orientation/On-boarding:

• Support the recruitment and selection process at the Nigeria Country Programme level by providing clerical and administrative assistance to the Senior HR Officer.
• Assist with the arranging of interviews and administration related to the recruitment process.
• Support the Senior HR Officer with logistical and administrative preparation for on-boarding of new employees and orientation workshops.
• Coordinate the notification to the organisation of joiners and leavers with the Senior HR Officer.
• Support the Senior HR Officer with the updating of job descriptions and interview guides and then filing them on the system.
• Provide system support on the online recruitment system, Silver Soft in terms of uploading CV’s and Job Requisitions and monitoring the recruitment email inbox.

Learning and Development:

• Provide the Senior HR Officer with administrative support for the m2m online learning portal and learning and development programme.
• Undertake the role of super user on the Humentum online learning portal registering new employees including site staff in Nigeria, building their capacity, answering queries and maintaining the site in general.

Knowledge Sharing and HR Projects:

• Working with the Senior HR Officer, maintain all HR documents and templates on the Shared Folders.
• Work with the Senior HR Officer to develop and implement identified HR projects as per the work plan and other assigned people projects and HR calendar activities.

Qualifications and experience

• 1 year post-NYSC work experience in the Human Resources Department.
• Working knowledge of MS Office

Competencies required:

• Fluency in English is essential
• Good communication and interpersonal skills
• Planning and organising skills
• Ability to work independently
• Ability to take initiative
• Logical and structured thinking approach
• Ability to work under high pressure and meet deadlines
• Ability to work in a multi-cultural environment
• Ability to handle confidential matters in a professional and ethical manner.