Malaria Consortium is recruiting for a Finance Assistant to join our team in Bauchi, Nigeria.
The Finance Assistant will provide finance functions including clerical work and accounting tasks for maintaining proper financial records of all transactions in accordance with MC financial procedures to the respective field offices and Abuja.
The Finance Assistant will be responsible for timely filing of field/country office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc. S/he will also ensure orderliness within the finance department.
The Finance Assistant will deal with all payments documentation as well as advising the Project Manager, Technical Officer and Financial Accountant on the arising financial matters and sharing area of concern with suggested solution within his/her capacity.
The Finance Assistant will be a member of staff in the State or Abuja and will report to the State finance Officers for State and Abuja finance Officers for the Country Office while interacting directly with other staff including operations officers, administrative officers and other technical staff in the field office. S/he will also work with stakeholders, Local government and communities in the state. Indirectly report to the Hub Accountants.
Key accountabilities:
Finance work (50%):
- Review all transactions and ensure completeness of documentation and approvals.
- Review attendance using the approved Database and prepare payment schedules for participants of SMC personnel to ensure names in attendance sheet tally with Database and Schedules.
- Prepare payment vouchers, ensure correctness of cost classification and coding
- Receive payment advice and attached relevant documents to file
- Preparing Payment schedule of all meetings, workshop and training participants and consultants
- Safeguarding the organisation resources by scrutinizing all payment requests, TAFs, PRFs by adhering to the MC Manual, Policies and Procedures.
- Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock out occurs.
- Work with Finance Officer to ensure PV is raised with all supporting documents for every payment made and filed.
- Advising the Finance Officer on the arising financial matters and sharing areas of concern with suggested solutions.
- Maintain an excel journal template for recording of all payments completed and share with Finance Officer weekly for posting.
Suppliers Invoice (15%):
- Track all suppliers & vendors invoices received by Finance Officers.
- Prepare all invoice payments and obtain approval from the authorised personnel.
Operations related work (30%):
- In charge of scanning, filling and archiving all finance documents and ensuring that they are in safe custody and easily accessible by the finance team.
- Ensure Finance Documents (PVs) are arranged as per Malaria Consortium Finance Manual filing requirement.
- Keep track of all payment documents to ensure they are sent/ received to/in Country Office.
Perform other duties as required by Finance Officer, Accountant and Finance Manager. This will include but not limited to (5%):
- Support audit by making documents available.
- Support in Asset spot check and physical verification.
Person specification Qualifications and Experience:
Essential:
- Bachelor’s degree or Higher National Diploma in Accounting, Finance, Business Admin, or Social Sciences.
- Minimum of 1 year post graduation experience in a finance team, with at least 6 months in Finance or Accounts support role.
Desirable:
- Experience working with an INGO is an added advantage.
- Good working knowledge of Microsoft Excel and other software skills.
Work-based skills and competencies:
Essential:
- Knowledge of NGO donors and their financial reporting requirements
- Excellent computer skills with high proficiency in Microsoft excel
- Good analytical and reporting skills
- Strong ability to be able to manage and prioritize multiple tasks
- Willingness to always learn.
- A self-starter
- Excellent interpersonal and communication skills
- Excellent File and documentation management skills
- High integrity and confidentiality handling sensitive data.
Desirable:
- Working knowledge of accounting software is an added advantage
- Trustworthiness, Stress tolerance and operational decision-making skills is an added advantage.
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Malaria Consortium is recruiting for a Driver to join our team in FCT, Nigeria.
Drivers are a key part of the Malaria Consortium team, and our drivers need to be enthusiastic people who are reliable and able to drive safely, this job holder is responsible for operating the vehicle and ensures general safety of assigned vehicle in the field offices.
The driver would be responsible for picking up and driving the project officials, pickups and other scheduled appointments. And also, will be responsible for performing minor maintenance tasks on the vehicles to assure the functionality of the vehicle.
The officer working under the line-management of the Admin Officer. Would deliver aspects of the project as per the specified job tasks and expected deliverables.
Key accountabilities:
Safely transport persons and goods (70%):
- Transport safely Malaria Consortium employees and goods as directed by the line manager
- Always be in possession of a valid driving license and personal identification
- Respect and observe the Nigeria traffic regulations, speed limits and adjust speed according to road and risk conditions (for example, when driving in villages or populated areas)
- Observe Malaria Consortium standard operating procedures for vehicles
- Observe the manufacturer technical conditions of use for all vehicles
- Report any accident immediately to line manager and the nearest police station for purpose of insurance claims
- Assist in loading and off-loading, and fetching water
- Ensure safety of vehicles assigned to you at all times
- Ensure passengers wear seat belts at all times
Vehicle maintenance and checklist for field trips (20%):
- Responsible for daily and weekly preventive maintenance and report to the line manager any problems with vehicles
- Ensure vehicles are always on full fuel tanks
- Diligently and promptly update the movement and fuel consumption logbook
- Furnish the logbook to the line manager as and when required to facilitate preparation of monthly vehicle and fuel consumption reports
- Always ensure the vehicle insurance and licenses are valid before driving any vehicle
- Alert line manager when service and maintenance schedules are due
- Clean the vehicle inside and outside as and when necessary/ keep your vehicle clean externally and internally at all the times
- Check that items mentioned in the logbook are in the vehicle before leaving
- Perform daily vehicle pre–departure checks to include fuel, engine oil, coolant, lights, tyres, horn, tools and equipment, brakes, windows and mirrors, etc.
- When a field trip is planned, the driver has to inspect and prepare the vehicle the day before leaving and be ready for scheduled departure time
- The driver has also to prepare additional materials according to trip needs (for example, additional fuel tank, stickers, flag, medical and food kits, additional spare tyres)
- Conduct daily, weekly and monthly vehicle check
- Behave in a professional manner at all the times with the understanding that the public associates your behaviour with Malaria Consortium
- Ensures the official vehicles are safely parked within the office environment and approved sites at all times
Security, communication and miscellaneous duties (10%):
- Ensure the vehicle radio communication is in good working condition
- Maintain regular radio communication with the base station while travelling away from the base. Radios should be switched on for communications at all times
- Observe and ensure adherence with security guidelines in the programme area of operation
- Assist Logistics Officer and colleagues in gathering security information analysis especially pertaining to routes to be travelled. To advise the logistician on the security of such routes and whether Malaria Consortium vehicle should travel or not on a given route
- Promptly report all relevant security incidents/concerns to the Logistics Officer
- Carry out other delegated tasks using Malaria Consortium vehicles. Theses may range from mail delivery, payment of bills, picking or dropping of staff or visitors and other similar tasks
- Organise the assigned task in the most efficient and effective manner, so as to minimize vehicle use (fuel consumption, wear and tear)
- Carry out any other duties as requested by the Logistics Officer and any senior staff
- Follow Malaria Consortium’s security protocol at all times
Person specification:
Qualifications and experience:
Essential:
- Minimum Qualification of O’ Level Certificate
- Honest, hardworking and pleasant personality with effective interpersonal skills
- Fluent in English
- Valid driving licence
- Previous experience working as a driver (minimum 5 years’ experience)
Work-based skills and competencies:
Essential:
- Honest, hardworking and pleasant personality with effective interpersonal skills
Desirable:
- Knowledge/skills of basic mechanics
- Willingness to learn about security protocols.
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