Job Vacancies at Chemonics International

Principal Duties and Responsibilities

• The Laboratory Logistics Advisor will coordinate the implementation of the integrated sample transportation and results delivery network across the specific state.

Key Responsibilities:

• Serve as a technical resource for the implementation and administration of the National Integrated Sample Referral Network (NISRN) policies, objectives and goals
• Ensure samples are collected from all designated health facilities/ hub sites and transported to the Regional PCR laboratory
• Ensure SOPs, Laboratory manuals, guidelines and forms are available and are appropriately utilized at health facilities, sample processing and storage hub, referral and testing laboratories
• Periodically carry out spot checks on 3PLs transport facilities and cooling devices to ensure compliance with standard requirement
• Diligent record keeping of managed-vendors (3PLs) for samples movements and result retrieval back to the requesting service delivery points
• Carry out bi-weekly samples and results audits to ensure all samples are tested and results/reports generated are delivered to the requesting facility/hubs/Implementing Partners
• Monthly, compare submitted data from 3PLs with those of PCR sites as justification for payment.
• Collaborate with Logistics Advisors in the State/Regions for effective management of the NISRN strategy
• Collate states and regional NiSRN reports, review and provide weekly and monthly summary of samples transfer and result returns
• Maintain partner relationships and coordination among stakeholders; ensure high quality and timely delivery of all contractual and programmatic obligations
• The State Laboratory Logistics Advisor will work closely with all implementing partners operating in the region

Other Responsibilities Include:

• When requested by the Regional Director, attend technical meetings and represent the project in USAID Partners and MOH activities, liaising with partners and stakeholders at the regional and state levels
• Support the implementation of targeted training and capacity building programs to improve laboratory management, use of data and electronic information systems, quality assurance, and accountability at the facility, state, regional, and central levels; revise programs based on a process of continual evaluation
• Support the development of technical manuals, guidelines, and standard operating procedures for sample pick up and result delivery
• Support the design, development and implementation of logistics systems for Lab commodities in the various PCR Platforms
• Provide technical support in the implementation of system strengthening initiatives and pilots, including the continued national roll-out of a web-based LMIS, for Supply Chain strengthening
• When requested and under the direction of the Regional Director, provide oversight and direction for sub-contractors supporting implementation of NIRSN activities in the State/Region
• Document and track lessons learned to support roll-out of health and logistics systems.
• Other duties as required by leadership

Required:

• Knowledge of Nigeria’s health sector landscape and a network of contacts in the State Ministry of Health and PEPFAR/Global Fund implementing partners
• Ability to provide technical support to ensure that activities are designed and implemented with high quality and meet project timelines
• Ability to mentor and build capacity of health care providers on the implementation of the NISRN strategy
• Ability to provide recommendations for improvement and Optimization of the NISRN strategy
• Strong problem solving and analytical skills, as well as system troubleshooting
• Excellence in communication, presentation and technical writing skills
• Good interpersonal skills and a team player
• Ability to work under pressure and with minimal supervision

Job Qualifications

• Bachelor's degree in medical laboratory science, public health, logistics management, or its equivalent. Additional Master’s Degree in relevant area will be an advantage
• Minimum of 5 years’ professional experience in Laboratory Logistics Management/Clinical Sample Management
• Registered with the professional regulatory government agency
• Specific expertise in HIV/AIDS, TB or Malaria programs.
• Strong analytical, problem solving and excellent technical writing and oral presentation skills are highly desired.
• Knowledge of Polymerase Chain Reaction equipment for viral load, Early Infants’ Diagnosis, and GeneXpert machine is desirable
• Ability to use Microsoft office suite packages (Excel, Word, PowerPoint).
• Show keen interest in learning, turn on job experiences into research articles for Publications or Conference papers and mentor and Interns

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Principal Duties and Responsibilities (Essential Functions)

• Update the database with Invoices and PODs received
• Provide quantitative review of PODs after monthly submission of invoices and ensure they correspond and consistent to the number of health facilities 3PL charges
• Crosschecked rates (as stipulated in the 3PL’s subcontract) against the number of site deliveries made by the transport 3PL to ascertain accurate amount to be billed
• Prepares calculation sheet, inspection form and memo, and equally ensure amount on invoice, calculation sheet and memo are the same
• Ensure cost allocation/split are based on Last Mile Distribution (LMD) volume for each cycle as provided by the MIS team
• Ensure final version of the Reconciliation Spreadsheet and POD must be included in the invoice package
• Escalate problematic invoice/PODs queries for resolution before approval for payment; clarify if the discrepancy was based on a mutually agreed review of distribution plan or if otherwise. In this case, it is expected that prior to the commencement of the activity, there must have been a communication between all parties to review the distribution plan
• Keep track of all outstanding invoices and carry out follow-up actions
• Ensure completeness in the documentation of invoices submitted to the finance team for processing following the checklist
• Perform other tasks as directed by Warehousing and Distribution Analytics Manager
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual
• Support achievement of the overall project goals as required to ensure project performance
• Updates the Payment Request Form which is a drop down of the Subcontract ceiling amount and notifies Procurement Unit where modification may be needed
• Communicate with the vendor on missing deliverables in support of level 1 review i.e., missing PODs, Vehicle Inspection Forms, incorrect rates etc.
• Assist in reconciliation of vendor statements against invoices logged onto the database
• Ensure all invoices logged onto the database have existing orders and are a match before carrying out level 1 reviews.
• Work closely with W&D and Procurement to resolve invoicing issues that require vendor action

Job Qualifications

• Bachelor’s degree in accounting, business administration or a related field
• At least 2 years of relevant work experience
• Experience working on a USAID or donor-funded project required
• Fluency in English is required
• Good Communication skills
• Good Analytical skill
• Statistics ability
• Experience in use of Excel spreadsheets and Microsoft word
• Good knowledge in Logistics
• Excellent Mathematical skills
• Good customer relations
• Excellent use of Data Entry computer software/applications

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Principal Duties and Responsibilities (Essential Functions)

Finance Function:

• Oversee the processing of accounting transactions according to the General Acceptable Accounting Principles and adhere to home office field accounting manual procedures.
• Prepares payments by verifying documentation, approvals and requesting disbursements.
• Assist in all aspects of the project accounting and financial management.
• Follow USAID and PSM policies, procedures, and regulations in analyzing all financial information.
• Develop and maintain a relationship with the Bank representative for Conversion of USD, Bank Statement, and online Upload of Payments.
• Ensure that accounting transactions are accurately entered into the Computerized accounting software ABACUS.
• Prepare Bank Reconciliation and all supporting documents for End of Month Close.
• Ensure the maintenance of proper accounting documentation and filling.
• Support processing of payroll each month and prepare salary receipt/payroll forms, as well as the Provident Fund withholdings and employer contributions
• Liaise with Regulatory Authorities on employee Taxes and mandatory deductions (Pension & NSITF) ensuring compliance by remitting prompting monthly, as required.
• Prepare accurate coding sheets before they are sent to the Senior Finance Manager and Deputy Country Director for review and approval.
• Support the finance manager in subcontractor management by reviewing and monitoring monthly subcontractor invoices
• Evaluate VAT reports to ensure accuracy and compliance.
• Ensure all transactions follow USAID and Chemonics rules and regulations.
• Support with needed information and documentation during any audits.
• Perform other duties as assigned to achieve the project’s goals and objectives

Situation Room

• Ensure 3PL Workplan Budgets ceilings for PSM Task Orders or the Global Fund are communicated to the Smartsheet Administrator for updating of the Summary Sheet and any needed formulas
• Validates assigned Order Number on the invoice: this will provide insight into line items where order information was entered in 3PL Integrated Tracker
• Prepares and validates weekly financial presentation to Senior leadership
• Payment Reconciliation: Notify Situation room of completed 3PL Payments
• Communicates/Shares (via email) all GJ-Numbers for 3PL Payments in the Integrated tracker to the Situation Room. All Payments Entered in Smartsheet must be validated by Rows by the Team Lead
• Order management: provide visibility into logistics costs that have not been logged into Abacus and/or invoiced (accruals)
• Actual expenditure reporting: Ensure costs are linked to specific logistics orders
• Subcontract expenditure tracking: Ensure finance monitoring system is in place and adequately tracked

Job Qualifications

• Bachelor’s degree in accounting or related field required.
• Certification of Chartered Accountants or local equivalent desirable.
• Minimum of five (5) years’ experience working with USAID or other donor funded experience desirable.
• Excellent interpersonal and communications skills.
• Demonstrated leadership, versatility, and integrity.
• Strong analytical skills with attention to details
• Excellent computer skills
• Strong communication and interpersonal skills
• Fluency in English required

Supervision

• The Finance Advisor will report directly to the Finance Managerand if assigned to the Situation Room will report with dotted lines to the Warehousing & Distribution Analytics Manager.

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Principal Duties and Responsibilities (Essential Functions):

• Monitors and tracks project office monthly burn rate across all funding streams and provides pipeline analysis to ensure seamless cashflow to finance project operations and implementation of funding activities
• Prepare and analyze accurate monthly financial and management reports, including Locals, budget and variance, projections and forecast, and cash flow
• Works closely with the Situation Room and audit unit to ensure subcontractor forecasting and pipelines are accurate
• Supports annual/periodic audits for the field office and SAII Associates
• Coordinate the preparation of financial information in the corporate annual report and quarterly reports to the Mission
• Recommend and report upon benchmarks against which to measure organizational performance.
• Production of cash flow reports, annual budget, and forecasts.
• Calculate variances from the budget and report significant issues to management.
• Provide for a system of management cost reports.
• Supports the preparation, implementation and monitoring of the project annual work plan budget and Chemonics Field Office corporate forecasting, liaising with the PMU
• Support the implementation of budget tracking system to monitor planned activities based on the approved work plan budget;
• Review monthly expenditure forecast with task order managers and wire transfer request for planned activities for the purpose of ensuring program operations and activities are within budget;
• Provide factual and analytical budget performance reporting.
• Work closely with Situation Room Finance team on data capture relating to funding stream updates, payments, and reconciliations

Job Qualifications

• University degree or equivalent in Accounting, Finance, Business Administration, Economics, or another relevant field.
• Minimum of 7 years of experience in program administrative and finance management.
• Previous professional experience with international donor programs.
• Experience using project and finance management tools, systems, and trackers required
• Moderate to Expert level Microsoft application skills required, including Office, SharePoint, and Excel; knowledge of Smartsheet and Microsoft Power BI strongly preferred
• In depth knowledge of the operating environment and employment regulations in Nigeria.
• Experience in bookkeeping and accounting
• Results-oriented professional capable of achieving targets and goals set in cooperation with the client, counterparts, and stakeholders;
• Demonstrated ability to work productively within a team
• Possess excellent organizational and multi-tasking skills
• Fluency in and demonstrated application of financial and project management systems
• Ability to communicate clearly and effectively
• Leads effective meetings and demonstrated presentation skills
• Fluency in English is required.

Supervision

• The Senior Manager Financial Reporting will report directly to the Chief Finance Advisor or his/her designee.