Job Opportunities at Breakthrough ACTION Nigeria

Summary

The Breakthrough Action Nigeria (BA-Nigeria) Admin Officer - IT provides information technology services for the BA project. This position will be responsible for ensuring BA ICT infrastructure complies with corporate standards and ensures security and access control for data and network devices, responding to user support issues in a timely manner and implementing hardware, network and application support functions in line with policies of JHPHINI Nigeria, donor requirements and Nigerian laws.

Position’s roles & interactions: 

This position will interact heavily with all BA staff. The position will have lead responsibility for all IT aspects of the projects.

Essential Duties and Responsibilities

In addition to the general duties described above, specific duties and responsibilities include the following:

• Ability to set up Microsoft Outlook user account, troubleshoot and resolve issues affixed to Microsoft Productivity Tools.
• Technical assistance and support for incoming queries and issues related to computer and telecommunication systems (Mac and Windows OS), software, and hardware either in person or over the phone by questioning clients patiently about a problem and explaining the procedures to them.
• Monitoring and maintaining organization’s internet/network systems to ensure the right bandwidth is being provided by the Internet Provider.
• Update appropriate network security and data loss prevention procedures to safeguard system from physical harm, viruses, unauthorized users and damage to data.
• Knowledge of Windows Server (2003 and 2012 R2).
• Resolving connectivity issues affixed to network components like printers, scanners and photocopying machines.
• Ensures that global/country-level policies and procedures are implemented and followed.
• Work with HR and ERP vendor on all aspects of the HR ERP.
• Briefs, advises and trains end-users on the organization’s ICT systems.
• Performing In-house and Cloud based backup operations, and support users in backing up and restoring their data as well as virus detection, removal and prevention
• Create and maintain Break-through Action Nigeria computer software/hardware inventory ensuring security of all in-house and field-based computer systems.
• Writing technical manuals and training of computer users.
• Modification and Hosting of Website/Web based Applications
• Uploading Multi-media materials to live server for URL Access
• Updating websites information.
• Handling Intercommunication System (e.g. Polycom Conference Phones) and other technological tools and products
• Installing software, modifying and repairing computer hardware
• Resolving technical problems affixed to Local Area Networks (LAN), Wide Area Networks (WAN), and other network systems
• Resolving financial QuickBooks Errors.
• Clearing printer paper jamming issues, toner replacements, etc.
• Detection of genuine IT components.
• Experience on Managing Corporate websites e.g. uploading and managing information, ensuring content is up to date, setting permission for site users, quality assurance checks and monitoring and maintaining SharePoint etc.
• Work closely with BA-Nigeria HQ Nigeria Team to ensure smooth operation of all IT related matters. Talk staff or clients through a series of actions, either face-to-face or over the phone, to help set up systems or resolve issues.
• Other duties as identified and assigned by Supervisor & BA-Nigeria Project Director

Minimum Qualifications

• Minimum of BS in Computer Science, Information Systems, Engineering or related field.
• Minimum 5 years’ experience with a USAID funded Project/ International organisation
• At least 5 years related experience in server support and familiarity with diverse Operating Systems; experience with commonly used productivity software products (MS Office, Adobe Creative Suite); experience with Cloud Computing Platforms (Office 365, Gmail, etc.) MS Visual Studio and other development suites; ability to work independently in a complex environment with minimal supervision; excellent communication skills.

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Summary

The Senior Finance Officer under the direct supervision of the Deputy Director - Finance and the technical guidance of the Director, Finance & Administration and Baltimore based project Financial Analyst is responsible for all financial administration of all project activities in Nigeria.

Essential Duties and Responsibilities

• Prepare budgets for annual work plans and proposals in consultation with the Baltimore Financial Analyst (FA)
• Assist sub recipients in the preparation of budgets and financial plans for sub-awards
• Assist field office staff in developing program budgets and budget justifications to support project activities
• Prepare all project payments from the Imprest Account
• Review all purchase orders documentation to ensure compliance with JHU and USAID rules and regulations.
• Liaise with Banking officials to assure timely transactions and receipt of banking information on the project bank operations;
• Ensure proper authorization for all payments;
• Along with the Finance & Administration Director, actively seek out potential conflicts of interest, deviation from compliance and irregularities in procurement and financial matters and immediately flag to the Finance & Administration Director if identified.
• ·       Prepare bank and cash reconciliations
• Assist Regional Representative (if applicable), field office, and CCP project staff to track expenditures for programs and activities based on work plans and budgets;
• Enhance management systems and procedures for the country office;
• Trains CCP field office staff on financial management systems and procedures;
• Advise program staff on all financial related issues;
• Verify and review payment documents before they are submitted to the CD/COP to ensure compliance;
• Prepare journal entries and monthly financial reports, and ensure reports are sent to Baltimore on a timely basis;
• Prepare finance reports to Baltimore and respond to queries on monthly financial reports from CCP Baltimore;
• Makes field visits as necessary to provide technical financial support;
• Liaises with CCP/Baltimore Financial Analyst to prepare quarterly financial reports;
• Monitor Purchase Orders issued for sub awards, scrutinizes and authorizes invoices submitted for payments, and coordinates with Baltimore to track the funds paid to vendors and sub recipients;
• Coordinate with Baltimore Financial Analyst and other staff on financial related issues and obtaining approvals for payments above $3,000;
• Oversee the finance department and ensure that financial activities are carried in accordance with Generally Acceptable Accounting Principles (GAAPs), and International Financial Reporting Standards (IFRS);
• In accordance with the current JHPINI employee benefits scheme and strategy, process disbursements along with monthly salary and other staff benefits;
• Supervise the prompt and timely payment of local and country level statutory deductions and taxes;
• Maintain proper documentation for reference;
• Keep a record of tax invoices for VAT returns and maintains the VAT Tracking sheet to be submitted to USAID (from Baltimore);
• Perform other related duties as requested by the CD/COP and other management staff.

Supervisory Responsibilities

This position has direct supervisory responsibilities over the Finance Officers and Finance Assistants.

Minimum Qualifications & Experience

Bachelor’s degree or higher in a relevant field (Accounting, Economics, Business Administration or related finance field). Minimum of 8-10 years’ NGO experience is required. Hands-on experience using Accounting softwares like Quick-books is required for this role. Experience implementing USAID funded projects in Nigeria is highly valued.

Languages Skills

Must be fluent in English.

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Summary

The Senior Administrative Officer will be responsible for project procurement and logistics in line with USAID rules and regulations as well as Johns Hopkins University rules and regulations. This position will be responsible for overseeing the entire project administrative team in all its logistics, procurement and general administrative tasks.

Essential Duties and Responsibilities

In addition to the overall technical inputs to the project described above, specific duties and responsibilities include the following. Other duties may be assigned.

• Advise the Director of Finance, Project Director, Technical Leads etc. and provide policy guidance and substantive inputs on general administrative, contract and financial matters;
• Provide technical oversight to the administrative team members (admin officers, assistants, cleaners, drivers etc.) in Abuja and the state offices;
• Supervise procurement of goods and services for the project according to USAID and institutional rules and regulations. Also, supervise all project transportation, the coordination of all conferences, workshop logistics and all local and international project travel;
• Develop relevant cost projections based on past records and anticipated activities and makes fiscally sound recommendations;
• Oversee the management and preparation of vendor contracts and Service Level Agreements (SLAs);
• Oversee the vender invoice processing process and resolves payment issues between vendors and the project;
• Ensures all staff adhere to the office policies and general office procedure
• Obtain quotes from local suppliers in an efficient and timely manner, adhering to USAID and JHU procurement policies;
• Oversee office inventory management of office assets in the Abuja Office and the Field Offices;
• Oversee maintenance and management of physical office space and project vehicles; including environmental cleaning, local transportation, maintenance office equipment and appliances and meeting staff office needs;
• Ensure all administrative systems run smoothly to ensure compliance and efficiency;
• Monitor administrative expenditures to ensure compliance with budgetary recommendations;
• Oversee the preparation and management of vendor agreements in line relevant policies;
• Prepare relevant administrative reports when needed;
• Other duties as identified by supervisor.

Supervisory Responsibilities

This position has direct supervisory responsibilities over the administrative team that includes an Admin Officers and Assistants, Receptionist, Drivers, Cleaners and Technical oversight over the admin/finance officers in the states.

Minimum Qualifications & Experience

Bachelor’s degree or higher in a relevant field (social sciences, humanities, other). Minimum of 8 - 10 years’ experience on USAID funded projects programs in Nigeria. Health project expertise valued.

Languages Skills

Must be fluent in English.