Finance Assistant at Médecins du Monde

JOB DESCRIPTION

SUPERVISOR :
Administrative Officer
MAIN RESPONSIBILITIES

• Under the supervision of the Administrative Officer, the Finance Assistant will be responsible for the following main activities in accordance to national and MdM procedures:
• Cash Box Management
• Accountancy
• General Administration

TASKS DESCRIPTION:

Cash Box Management

• Make payments according to MdM procedures.
• Keep the cash and cash boxes safe and according procedures.
• Estimate petty cash, and make request to the Administrative Coordinator for replenishment.
• Perform daily/weekly/and monthly cash control with Admin Officer.
• if necessary, realize the payment of monthly per-diem and advance of salary according to MdM procedures for the international staff
• Management of safety envelop for international staff (payment and refund - in and out)

Accountancy

•  Enter invoices & payments data regularly into accountancy software (saga) in accordance with MdM standards and to the accountancy and budget framework.
•  Prepare the payment of expenses related to the daily operation of the MdM programs, according to MdM procurement procedures ( Mission Request, Purchase order, contract, invoices & receipts, quotations, and proformas etc. )
•  Make cash advances for operation to validated staff after validation of the Administrative Officer and ensure that all advance are reconciled/closed by the end of the week & month.
•  Prepare (glue and copy) and archive all necessary documents for monthly accountancy in accordance with MdM procedures: accountancy (ledger, cash controls) and annexes.
•  Complete the monthly closing operation of the cash accounts in accountancy after validation of adminco, in the schedule fixed and send the documents required
•  Keep the administrative archive on the mission (do the copies, classify and archive)
•  Support to look for invoices when required

Administration

• Develop filing system for administration department, and after validation of Administrative Coordinator,
• Realize copying and filing and scanning, especially for accountancy
• Assist during organization of trainings, accommodation and transportation

Reporting

• Prepare a summary of weekly activities
• Participate in a pro-active way to the improvement of the MdM internal meetings (general, admin, security…)

 OTHERS:

• Be flexible in performing his/her duties
• Inform immediately the security focal point in case of any security problem
• Perform other additional duties on request of the Administrative Coordinator 

.QUALIFICATIONS:

• Bachelors Degree in Business, Accounting or comparable degree.
• One year experience in a similar role
• Fluent in English
• Experience with NGO required.
• Experience with Saga will be an asset
• Commitment to humanitarian work, and in particular MDMs mandate in Nigeria
• Excellent skills in Microsoft office package
• Ability to follow procedures even when under pressure