Latest Jobs at Helen Keller International (HKI)

Reports                                             Procurement/Logistic Officer 

Scope of the position                

The role of the Contract Procurement Assistant is to assist the Procurement/Logistic Officer to procure goods and services in compliance with HKI procurements policies and procedures. S/he collects proforma invoices on approved purchase requisitions, prepares offer analysis and makes recommendations.   Once the purchase order has been completed, the Contract procurement Assistant will follow up to assure delivery. She/he maintains procurement data including supplier list and standards of goods and services, and ensures the effectiveness of procurement in timely and cost effective manner.

Responsibilities:

• Prepare and complete orders for delivery or pickup according to schedule (load, pack, wrap, label, ship, deliver)
• Receive and process warehouse stock products (pick, unload, label, store)
• Perform inventory controls and keep quality standards high for audits
• Collect and send invoices to appropriate department
•  Assist peers as required (coordinate meetings, training, etc.)
• Coordinating travel of company personnel; booking flights, hotels, etc. – when required
• Entering the daily data from drillers timesheets into computer system
• Run errands in town (postal services, pick up supplies)
• Obtain RFQ’s and submit to proper department
• Responsible for organization of property maintenance
• Assistance with the preparation of Request for Quotation, Initiations to Bid, Requests for Proposal
• Assist the Procurement Officer in maintaining current up to date Procurement documents and Manuals
• Routing copying and circulation of quotes, bids and proposal for evaluation;
• Researching pricing obtaining quotes locally on low value items;
• Assist with the coordination with the selected bidder to ensure completion of administrative processes including Bid Security, contract award notice and that contract documents are distributed accordingly.
• Receive the approved PF from user department and process the appropriate documents procedures for purchases/Services/Contracts;
• Check and classify the precedence of the requisition and process as priority setting of the material needed.
• Coordinate with requestors and make sure the right materials needed. Find out the sample of material to be purchased if necessary;
• Provide purchased materials to the responsible receiving office and do all actions for completing the process.
• Maintain appropriated records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purpose.
• Do market survey for prices of goods
• Perform other duties related field as assigned by supervisor.

Qualifications  

• University Degree in purchasing or related field.
• Three years’ experience in procurement.
• Ability to work under pressure.
• Planning and scheduling skills.
• Experience in a USG or donor funded project or NGO preferred.
• Excellent interpersonal skills; demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
• Ability to work independently, take initiative and ability to meet deadlines with attention to detail and quality.
• English fluency including business terminology required.
• Demonstrated intermediate computer skills in Microsoft Office Suite applications

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SUPERVISOR TITLE:        Finance Coordinator   

MAIN PURPOSE OF JOB: The Contract Finance Assistant is responsible for assisting the Finance Coordinator and Head of Finance and Operations with safeguarding the assets (financial and physical) of HKI and ultimately the donor against fraud, loss or misuse.

General Responsibilities. 

• In collaboration with the Finance Coordinator, carryout the following responsibilities:
• Review bank vouchers and prepare expense pre accounting requests
• Prepare and verify salaries cost allocations and other cost allocations
• Check and verify the accuracy of bank reconciliations
• Carry out payroll review against staff files
• Carry out payment/activities request review
• Reviews and approves payment
• Ensures the effectiveness of approvals.
• Properly code all transactions.
• Control and enter all expenses from the petty cash,
• Blank cheque custodycheque preparation
• Uploading approval from the Procurement/other Finance Team
• Cheques raised and signed by approved signatories.
• Bank voucher preparation
• Cash tracking of incoming and outgoing transactions.
• Petty cash custody & reconciliation
• Accrual statements management
• Prepaid statements management
• QB data entry (Payment & Retirement)
• Review of retirements
• Supplier withholding tax statements
• Supplier withholding tax payments
• Office Tax compliance
• Donor Budget preparation & monitoring
• Donor report preparation & reconciliation
• Preparation and submission of WTR
• Preparation and submission of Month end reporting package
• Preparation and submission of Year end reporting package
• Preparation and submission of IFRS Financial statements
• Preparation & submission of Year end HQ audit
• External audit preparation & follow up
• HKI Budget preparation
• HKI shared cost budget monitoring
• Payment of expenses, including per diem and transport to participants during activities in the fie.
• Prepare and control advances.
• Assure balances of unused portions of advances are deposited into the HKI account.
• Prepare deposit slips for cash to be deposited into the bank account.
• Reconcile advances, including review of receipts, coding of expenses on the general voucher and entering into QuickBooks.
• Maintain accounting files.
• Follow up on outstanding advances and assure timely reconciliation.
• Control consumption of project (petrol, electricity, water, telephone,)
• Participate in the improvement of the accounting system and the system of internal control.
• Create all financial reports as requested by supervisor.
• Preparation of forms for payments of taxes and social security.
• Other tasks as requested by supervisor
• Ensure that payments are processed accurately, timely, and safely (to minimize HKI’s risk exposure).
• Ensure that treasury practices in country minimize HKI’s cash exposure.
• Ensure that entries are entered into financial system accurately and timely.
• Ensure that month and year-end accounting activities are done accurately and in compliance with HKI policies and procedures.

REQUIRED MINIMUM

 EXPERIENCE/KNOWLEDGE and

SKLLS:                                 

• Minimum of 2 years’ experience as an Accountant
• Understanding of key aspects of accounting
• Experience with Donor projects
• Proficiency in Microsoft Office programs, especially Excel spreadsheets, or comparable software
• Ability to use basic accounting software (i.e. QuickBooks)
• Demonstrate good judgment and sound financial "common sense"
• Ability to create and monitor budgets. Understanding of the basic tenets of Cash Control, Asset Management and Bank Reconciliation
• Understanding of principles of adequate documentation and of audit, and performance necessary to ensure audit compliance.
• Written and verbal proficiency in English including business terminology
• Strong written and oral presentation skills in English
• A creative and proactive approach to all areas of work with a ‘can do’ attitude, in line with the HKI’s values
• Strong team working orientation with a flexible and adaptable approach to work demands across the whole organization
• Commitment to accuracy and attention to detail
• Collaboration Skills

COMPETENCIES:

• Financial Management
• Good ethical conduct
• Monitoring/assessing performance to make improvements or take corrective action
• Good communication and interpersonal skills
• Commitment to accuracy and attention to detail
• Excellent interpersonal skills and ability to relate to people at all levels internally and externally
• Ability to plan, balance and cope with competing priorities
• Good written and verbal communication skills
• Ability to manage teams, initiate and organize work
• Ability to establish priorities in a time-sensitive environment and meet deadlines

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Reports                                             HR/Admin Coordinator 

Scope of the position

The objective of the Contract HR/Admin Assistant position is to assist HR/Admin Coordinator   with hiring actions, ensuring completion of employee’s documentation and administration, complete administrative tasks related to all aspects of HR sections in Nigeria. She/he will be required to assist in preparing job advertisement and general correspondence, arrange, coordinate logistics support, maintain fuel tracking log for all HKI vehicles and maintain personnel files for all staff. He/she will perform any other duties that may be assigned by the HR/Admin Coordinator

Human Resources:

• Ensure all recruitment policies and procedures are adhered to.
• Assist to prepare recruitment materials including adverts and interview assessment sheet.
• Carry out short listing and coordinate interviews.
• Conduct and manage bio data forms and reference checks.
• Manage all new hire employment forms.
• Maintains an active and organized data bank of applicants for various positions.
• Plan and coordinate new employee orientation including provision of information about policies, job duties, working conditions, wages, and opportunities for employee benefits etc.
• Oversee the administration of the health benefits and pension program.
• Support initiatives geared towards creation of a safe, healthy and happy workplace such as open door policy, One HKI, trainings and safeguards that promote safety and security at workplace.
• Assist Supervisors/Mangers with managing performance issues.
• Manage disputes and grievances effectively.
• Maintain records and compile statistical reports concerning personnel-related data.
• Management of staff exits, including conducting of exit interviews.
• Provides technical support and back stopping for HR/Admin Coordinator
• Highlighting of HR issues for monthly Nigeria meetings and monitoring progress of implementation.
• Supervision of Cleaners.

Operations:

• Assist the HR/Administrative Coordinator to ensure implementation of operational strategies including:
• Full compliance of administrative activities with HKI regulations, policies and strategies;
• Support to the HKI Country Office administrative business processes;
• Implementation of cost saving and reduction strategies in consultations with office management;

Office Coordination:

• Assist the HR/Administrative Coordinator to ensure effective and efficient provision of HKI Office coordination activities which include:
• Coordination and supervision of support staff (driver, office assistant, Securities);
• Overseeing the reception of visitors to the organization and direction of visitors and partners’ inquiries to appropriate authorities in a professional manner.

Office Management:

• Responsible for all HKI registration documentation, immigration and work permits;
• Assist with meetings and discussions with partners as needed;
• Ensure safety measures are maintained in the vehicle and office including First Aid and fire precautions;
• Attend monthly meetings and subcommittee meetings as required;
• Maintain and update HKI-NG Emergency Action Plan (EAP) and distribute the updated EAP to all new staff and interns;

Supervisory and Other duties:

• Oversee the drivers, janitors, securities in carrying out their functions;
• Provide support in the organization of trainings and seminars;
• Briefing to staff members on human resources issues and general administrative matters; provision of advice and administrative support.
• Execute all other tasks as assigned by the Supervisor

Qualifications 
Bachelor's and 2 years of experience

Competencies and Knowledge:

• Demonstrated ability to implement and manage all aspects of the HRM function in line with current practices and trends.
• Demonstrated success and familiarity experience in Nigeria is particularly relevant.
• Demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
• Demonstrated ability to successfully coordinate activities with senior project management staff and proven ability to work successfully on a team in a fast-paced environment.
• Integrity and friendly approachability.
• Able to maintain high level of confidentiality.
• Demonstrated ability to gain the trust and confidence of colleagues and to handle confidential matters discreetly and have experience in conflict resolution.
• Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment, and meet competing deadlines.
• Demonstrated experience required working with USG funded programs.
• Must have demonstrated understanding of Nigeria Labor laws, Company Act, NGO Act and other relevant laws.
• Demonstrated ability to implement and manage all aspects of the HRM function in line with current practices and trends.
• Demonstrated ability to gain the trust and confidence of colleagues and to handle confidential matters discreetly and have experience in conflict resolution.
• Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment, and meet competing deadlines.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients, and consultants.
• Demonstrated ability to successfully coordinate activities with senior project management staff and proven ability to work successfully on a team in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Excellent oral and written communication skills in English.
• Demonstrated computer proficiencies, including Microsoft Office Suite, especially Word, Excel, PowerPoint and database management.