Latest Jobs at Norwegian Church Aid ('NCA')

Job location:

Pulka, Dikwa and Monguno

With regular travels to other deep-field locations

Reporting to:

Finance and Administration Manager

Start date:

ASAP


2       RESPONSIBILITIES

• To facilitate the staff with guesthouse and office supplies
• Ensure there is cooking gas and clean drinking water regularly and the water dispensers/pots are in good clean conditions
• Facilitate availability of office stationaries, toiletries, generator fuel and other material necessary for the smooth operations of the guest houses and Office
• Ensure that stationeries, supplies and assets records are updated on a regular basis in line with NCA procurement policy.
• Ensure the utilities are smooth and running i.e. the electricity bills available and paid, the DSTV, generator fuel etc.

To facilitate staff movement and accommodation both in Maiduguri and field offices:

• Keep a record of all staff travels and facilitate according to plan.
• Liaise with the Maiduguri admin on respective staff accommodations for staff arriving and departing to designated approved destinations. This includes Red Roof for non-Maiduguri staff, international staff and visitors to the field office.
• Manage the staff movement board ensuring that vehicles are available on schedule to transport staff to different official locations
• Administration of the vehicle logs to ensure each driver has enough log sheets, that they are duly filled and form part of the payment request for the motor company.
• Collect all invoices, bills for movement and accommodation within the month and dispatch to Maiduguri for processing.
• Process payment requests for the invoices for further action by the finance department

To ensure we have valid contracts and requisitions are timely:

• Ensure that we have valid contracts that are duly signed by NCA and other parties for office/guest house tenancy, security, DSTV, Generator lease, all equipment repairs including computers
• Manage the schedule of contracts in the location which stipulates the beginning and end date and notify the line manager of the end dates at least one month in advance or according to the terms of the contract.
• Ensure clean guest house and offices, including direct supervision of cleaners, security guards and work closely with Maiduguri admin office for the smooth running of the field location:
• Supervise all Security guards, cleaners and housekeepers in discharging their duties.
• Ensure that the cleaners/housekeepers have the tools of work, brooms, mops, following up on pending requisitions for their work tools.
• Ensure that the small repairs for electricals, tools are carried out to satisfaction of staff. This includes IT equipment.
• Cleanliness of compound, office and guest houses with all litter bins emptied and garbage collected

Training Coordination in the field:

• Support in training, ensuring that the training venue is ready before training kicks off
• Ensure that material and equipment are delivered to the venue.
• Ensure the service provider adheres and delivers as per the purchase order issued in terms of training meals and tea/coffee and other provisions.
• Have the material and equipment returned after the function for future use and safe custody.
• Liaison role- Both with external and internal departments and field office:
• Liaison with Maiduguri officers for the smooth running of the field offices and vehicle movements.
• Photocopies and sending any relevant documents to Maiduguri.
• Petty cash administration on imprest basis and requisitioning when the balance is at reasonable levels.
• Filing of all vouchers and sending them to Maiduguri
• Undertake any other duties as may be assigned by the line manager

3. ESSENTIAL QUALIFICATIONS

• Administrative degree from a recognised institution
• Proven experience in managing Finance and administrative functions
• Two years’ experience in a similar position
• Good knowledge of relevant Nigerian legislation governing International NGOs
• Fluency in English, additional fluency in Hausa and Kanuri an advantage.
• Good interpersonal skills to establish effective working relationships with all staff and key stakeholders externally.
• Able to communicate effectively at all levels within the organisation, including relevant staff working for the NCA.
• Good skills with experience of operating computer-based financial management systems.  Competent to advanced level in Microsoft Office.
• Willingness and ability to take the initiative not only in identifying problems but also in suggesting and implementing solutions.
• Willingness to travel and stay in remote areas as required.

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aepartment / Sector:

Operations

Job location:

MMC

Reporting to:

Senior Finance Officer

Start date:

ASAP

JOB PURPOSE. The Finance Officer is the person behind making payments, filing, and scanning of documents. He/she is a crucial support person in the running of the finance department.

RESPONSIBILITIES

• Preparation of Payments
• Receiving all payment requests that are approved and are ready for payment
• Ensuring that all documentations are complete, coded and fully authorized assigned in these payment documents
• Preparation of payment vouchers and letters of payments for all the payments executed in NCA Nigeria both through the bank and through petty cash. The following should be ensured present before payment is made
• Signatures of the requester the verification and the authority
• Invoices, RFQS, GRNS, PR, P.O, Contracts as appropriate.
• All documents are coded/PID, Activity, Task
• Making payments to volunteers and casuals in field locations as required.

Petty Cash Administration

• Petty cash administration on an imprest basis.
• Ensure that there is always enough petty cash and a reimbursement claim made when the balance is at 100,000 Naira.
• Ensure that payment is made on approved documents and vouchers.
• Attach all documentation to the respectively numbered vouchers.
• Prepare a ledger for every petty cash reimbursement.
• Safe custody of cash and documents in possession.

Filing:

• Filing of all financial documents in sequential order.
• Filing other documents as required
• Filing of the bank reconciliations and bank statements
• Providing required documents and ensuring to return them to the files

To ensure we have valid contracts and requisitions are timely:

• Prepare an overview of all bank and cash payments in the overviews template on a continuous basis.
• Ensure all transactions are captured in the financial overview.
• Additional journals made for the overview besides the payments ie other journals.
• Report the overview as required/weekly and or fortnightly.

Photocopy and Scanning of documents, fixed assets register:

• Scanning all documents in the department in the correct order and saving them for Head Office Uploading for safe keeping.
• Ensuring the filing area is neat and organized.
• Photocopy of various documents as required

Training Coordination in the field:

• Assisting the support team during audit processes in terms of helping generate reports and arrange documents for auditors.
• Other duties as assigned in the sector.

3. ESSENTIAL SKILLS AND COMPETENCIES

• Two years’ experience in Finance/ Accounting/Audit within the field of humanitarian relief programmes
• Proven record of working in a finance department
• B.Sc. in Finance/ Accounting and ICAN Certification at an intermediate level.
• Ability to prepare timely, complete and accurate reports.
• Commitment and demonstrated skills in working as a team.
• Personnel management
• Strong organizational and planning skills
• Fluent written and spoken English
• Flexibility in the workplace
• Team player
• Maintain high standards and quality of work;
• Work under pressure and with a tight deadline.