Job Opportunities at The Management Science for Health

Job ID: 13-10931
Group/Office: PDG (Program Delivery Group)
Dept/Unit: PDGGEN - Program Delivery Group
Project/Program: A559 - Nigeria GF Malaria
Reports To: Finance and Administration Manager
Grade: E

Overview

• The State Finance and Admin. Associate is responsible for ensuring the smooth operations of finance and logistics provided by the Operation Unit by providing financial and administrative support.
• S/He works with the Senior Operations and Procurement Specialist, Finance and Administration Manager and State Specialists to coordinate and manage the operation and implementation of project activities in the State.
• S/He will ensure the safeguarding of assets (financial and physical) of MSH and ultimately, The Global Fund against fraud, loss or misuse.
• The State Finance and Administration Associate is responsible for ensuring that any money expended in the field is done in accordance with Generally Accepted Accounting Principles, MSH Policy, and any cost principles imposed by the donor agency.
• The State Finance and Admin. Associate must be aware of, and adheres to, MSH's procurement integrity standards in all activities.

Specific Responsibilities

• Arrange hotel for staff, participants, consultants who are coming to state for assignments.
• Assist in organizing for the dispatch of goods and equipment whenever required and ensure that packing list, waybills and export documentations where necessary are prepared and ensured that shipping details are communicated in writing promptly to the receiver.
• Calendar management, ensuring conference rooms are booked for meeting/conference/activity logistics and making sure to update records regularly.
• Arrange spaces for new employees, making sure the availability of desks, chairs etc are ready for them to use on the start day.
• Inventory and asset management.
• Coordinate the approved Activity Profiles making and sure those materials, equipment, etc. required for the activity are organized and ready for the activity.
• Coordinate the procurement and engagement of vendors for goods and services.
• Coordinate catering services for official functions within and outside the office location.
• Prepare payment schedules for vendors and participants.
• Properly code all transactions.
• Maintain administration and accounting files.
• Follow up on outstanding vendor’s payments and assure timely reconciliation.
• Control consumption of project (petrol, electricity, water, internet etc).
• Participate in the improvement of the accounting system and the system of internal control.
• Ensure compliance with MSH policies and procedures including internal control systems, Global Fund guidelines as well as Nigeria Government Regulations.
• Create all administrative and financial report monthly as requested by Supervisor.
• Manage payment of taxes and other statutory payments at state level.
• Ensure that payments are compiled, reviewed and sent to country office timely for processing.
• Ensure that entries are entered into project activity tracking logs accurately and timely.
• Ensure that month and year end activities are done accurately and in compliance with MSH policies and procedures.
• Other tasks as requested by supervisor.

Qualifications and Experience

• Minimum of 2 years’ experience in accounting
• Knowledge of Donor funded programs, regulations and requirements
• Proficiency in Microsoft Office programs, especially Excel spreadsheets
• Ability to work independently and take initiative
• Demonstrate good negotiation skills
• Good typing skills, Good memo composition and editing skills.
• Excellent command of Verbal and Written language skills in English required, including speaking, writing, understanding, and reading and the ability to conduct business in English.
• Familiar with internet search engines and able to undertake background search on well-defined tasks.
• Excellent communication and interpersonal skills.
• Ability to multi-task and organize ongoing projects, looking for ways to become more efficient in completing tasks.
• Takes initiative and can start/complete tasks with basic direction.
• Excellent Computer knowledge. Proficient in Microsoft Office Suite applications (Excel, Word, Power Point and Knowledge of Photoshop).
• Consistently looks for ways to help support the team.
• Demonstrated competence to assess priorities, manage a variety of activities in a time sensitive environment, and meet deadlines with attention to detail and quality.
• Strong office and organizational skills.
• Demonstrated ability to work as an effective team member in a complex and fast paced environment.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.

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Reference No.: 13-11021
Reports To: Finance and Admin. Manager
Grade: Intern
Project/Program: A559 - Nigeria GF Malaria
Dept/Unit: PDGGEN - Program Delivery Group

Overview

• The Finance & Admin Intern will assist in providing Finance & logistical support and coordinating programmatic information for the Global Fund Malaria project activities.
• S/he will assist the Finance & Admin team in ensuring that any money expended in the field is done in accordance with Generally Accepted Accounting Principles, MSH policy, and any cost principles imposed by the donor agency.
• The Intern is aware of, and adheres to, MSH’s procurement integrity standards in all activities.

 
Specific Responsibilities

• Prepare payment vouchers
• Process payment of expenses, including per diem, DSA and transport to participants during activities in the field
• Prepare deposit slips for cash to be deposited into the bank account.
• Maintain accounting files
• Manage the Asset and inventory data base in the field office
• Support logistic for travels and activities
• Track and following up on outstanding advances and ensure timely reconciliation.
•  Assist in gathering/photocopying of documentations for monthly payment to volunteers
• Assist in providing support during seminars, workshops, etc.
• Assist in checking and filling stores requisition
• Assist in ensuring routine servicing of equipment as and when due and keeping maintenance log
• Manage remittances of statutory checks to Banks/Statutory Authority (PAYE & WHT).
• Assist in periodic verification of physical inventory
• Prepare monthly Finance and Admin reports.
• Receipt of orders into the store
• Post Internal Requisitions Delivery Notes (DN)
• Assist in receiving items from vendors and update stock cards where applicable
• S/he also support services such as spiral binding and photocopying
• Ensure the office facility is properly maintained for good work environment
• Any other financial and Admin duties as assigned by the supervisor

Qualifications and Experience

• University Degree in Accounting or Higher National Degree (HND) in Finance/Accounting
• Minimum of 1 year experience in finance and Admin position
• Proficiency in Microsoft Office programs, especially Excel spreadsheets, or comparable software and basic accounting software (i.e. QuickBooks)

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Job ID: 13-11020
Group / Office: PDG (Program Delivery Group)
Dept / Unit: PDGGEN - Program Delivery Group
Project / Program: A559 - Nigeria GF Malaria
Reports To: Senior Operations and Procurement Specialist

Overview

• The Operations Intern will support the smooth operations of logistics provided by the Operations Unit (COMU) by providing clerical support
• S/he works with the Senior Operations and Procurement Specialist to make hotel and airline arrangements, provide assistance to staff in need of visas, assist Expats and TCN in obtaining Nigerian resident visas, coordinate the arrangement of materials and equipment as specified in the activity profiles, coordinate the management of the inventory, provide assistance for optimum and efficient operations of the project as well as provide assistance to assure shipments to the projects clear customs in a timely manner.

Specific Responsibilities

• Arrange hotel for Nigerian staff, participants, consultants who are coming to Abuja for assignments
• Arrange hotel for TDY staff coming to assist Nigeria teams
• Assist staff in obtaining visas for international travel
• Assist in making international and local travel arrangements
• Arrange for telephones and internet modems for TDY and new staff, as the case may be
• Provide assistance and follow up with Expats and TCNs on obtaining Nigerian resident visa
• Assist in organizing for the dispatch of goods and equipment whenever required and ensure that packing list, waybills and export documentations where necessary are prepared and ensure that shipping details are communicated in writing promptly to the receiver
• Calendar management, ensuring conference rooms are booked and Meeting/conference/activity logistics and making sure to update the records regularly
• Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
• Inventory and asset management
• Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity
• Coordinate procurement and engagement of vendors for goods and services.
• Coordinate catering services for official functions within and outside the office location
• Keep inventory of project equipment at the state level
• Ability to travel domestically as required to support program activities.
• Any other task assigned by the supervisor.

Qualifications and Experience

• Bachelor's Degree and / or equivalent relevant experience
• Verbal and written language skills in English required
• Ability to work independently and take initiative
• Ability to learn complex program procedures
• Good typing skills.
• Good memo composition and editing skills.
• Good computer skills with sound knowledge of commonly used application software
• Familiar with internet search engines and able to undertake background search on well-defined tasks
• Able to work independently by managing priorities and workload within general schedule of work, instructions and standardized practices
• Takes initiative and can start/complete tasks with basic direction
• Excellent Computer knowledge. Proficient in Word, Excel, Outlook, Power Point and knowledge of Photoshop. Learn and become proficient in the firm’s management system (Applied) and other carrier software or websites, as needed
• Ability to Multi task and organize ongoing projects, looking for ways to become more efficient in completing tasks
• Consistently looks for ways to provide support
• Demonstrated competence to assess priorities and manage a variety of activities in a time sensitive environment and meet deadlines with attention to detail and quality
• Strong office and organizational skills
• Demonstrated ability to work as an effective team member in a complex and fast paced environment
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.