Jobs at Management Sciences for Health (MSH)

Overall Responsibilities
The Logistics Assistant is responsible for ensuring the smooth operations of logistic provided by the Country Office Management Unit (COMU) by providing clerical support. She or he works with both the Transport and Logistics Officer and the Operations Manager 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 and provide assistance to assure shipments to the projects clear customs in a timely manner.

Specific Responsibilities

•     Arrange hotel for TDY staff coming to assist Nigeria teams.
•     Arrange hotel for Nigerian staff, participants, consultants who are coming to Abuja for assignments.
•      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 to Expats and TCNs on obtaining Nigerian resident VISAS.
•     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.
•     Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity.
•     Other tasks as requested by supervisor.

Qualifications

•     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.
•     Demonstrated competence to assess priorities and manage a variety of activities in a time­sensitive 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.
•     Demonstrated ability in computer skills for word processing, spreadsheets, and presentations (Microsoft Office applications preferred).
•     3-5 years of working experience in this field

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Overall Responsibilities
The FAO will be responsible for ensuring the smooth operations of any of our field office activities by providing Finance, logistical support and coordinating programmatic information for MSH Field offices activities. She or he will assist technical advisors / specialists and senior managers to coordinate project activities and will assist Operations and Field Finance Manager 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 FAO is aware of, and adheres to, MSH’s procurement integrity standards in all activities. She or he will be responsible for working with other staff from the headquarters and/ or Field offices to coordinate technical assistance.

Specific Responsibilities
Administration:

•     Manage the front office/desk and provide general administrative support functions including but not limited to: faxing, copying, binding, drafting memos and letters.
•     Handle arrangements and assist in the logistics for meetings, retreats, and workshops.
•     Provide project support to specific projects.
•     Assist with Procurement, preparing Activity Profile, Advance Request, and Travel Arrangements in most of the Field Offices etc.

Finance: Provide following accounting and financial support to FAO:

•     Prepare payment vouchers.
•     Properly code all transactions.
•     Processing payment of expenses, including per diem and transport to participants during activities in the field.
•     Reconcile advances, including review of receipts, coding of expenses on the general voucher and entering into QuickBooks.
•     Maintain accounting files.
•     Tracking and following up on outstanding advances and assure timely reconciliation.
•     Other tasks as requested by supervisor.

Qualifications

•     University Degree in Business Management or accounting or equivalent certification from a Business Technical School.
•     Minimum 3 years experience management experience.
•     Experience with USAID funded project.
•     Proficiency in Microsoft Office Programs, especially Excel spreadsheets.
•     Ability to use accounting software (i.e. QuickBooks).
•     Demonstrate good judgment and sound financial “common sense”.
•     Ability to create and monitor budgets.
•     Understand the principals of adequate documentation and of audit and performance necessary to ensure audit compliance.
•     Advanced written and verbal proficiency in English including business terminology.
•     Excellent communication and organizational skills.

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Overall Responsibilities
The FAA will be responsible for ensuring the smooth operations of technical efforts and/or field activities by providing logistical support and coordinating programmatic information for the Nigeria project activities. She or he will assist technical advisors / specialists and senior managers to coordinate project activities and will assist State Finance & Admin Manager  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 FAA is aware of, and adheres to, MSH’s procurement integrity standards in all activities. She or he will be responsible for working with other staff from the headquarters and/ or partner organizations to coordinate technical assistance.

Specific Responsibilities
Administration:

•      Be the face of MSH to the outside, offering excellent customer care to our guests, clients and partners physically or through the electronic media.
•     Facilitate effective and efficient communication between MSH Staff, partners and clients.
•     Manage the front office/desk and provide general administrative support functions including but not limited to: faxing, copying, binding, drafting memos and letters.
•     Handle arrangements and assist in the logistics for meetings, retreats, and workshops to specific projects as will be required.
•     Assist with Procurement logistics
•     Working closely with FAO to supervise and monitor Cleaners and Security Guards including tracking attendance and performance. Ensure fire extinguishers are periodically renewed
•     Operate and monitor Generator; providing necessary information on servicing, repairs, diesel consumption and generator daily usage, etc.
•     Follow-up on servicing/maintenance of office equipment & machines in conjunction with the Field Liaison Officer including keeping maintenance logs.
•      Ensure back-up for the server and ensure all I.T. Peripherals are working   accordingly and reporting issues to I.T. Unit in a timely manner.

Finance: Provide following accounting and financial support to FAO:

•     Prepare payment vouchers, raising journals, writing cheques, etc. as may be instructed by the Finance and Admin Officer.
•     Properly code all transactions.
•     Processing payment of expenses, including per diem and transport to participants during activities in the field.
•     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 as directed by the FAO
•     Maintain accounting and inventory files in an orderly manner.
•     Tracking and following up on outstanding advances and assure timely reconciliation.
•     Post internal requisition, credit memo form and service completion certificate into the QuickBooks.
•     Any other tasks as requested by Supervisor, Finance Manager and COMU, Director.

Qualifications

•     University Degree in Accounting or equivalent certification from a Business Technical School.
•     Experience as an Accountant or understanding of key aspects of accounting.
•     Proficiency in Microsoft Office programs, especially Excel spreadsheets, or comparable software and basic accounting software (i.e. QuickBooks).
•     Specific qualification in management of a large and busy office
•     Familiarity with the PEPFAR or interest in learning about public health issues
•     Excellent writing and communication skills
•     Ability to work independently and as part of a team
•     Strong organizational skills and ability to handle multitask
•     Ability to respond to new challenges in a flexible and thoughtful manner