Job Vacancies at Maryland Global Initiatives Corporation Nigeria (MGIC)

Responsible to: Operations Manager
Department: Administration

Job Description

• The NPHIA Office Manager will be required to coordinate human resource activities, provide information and serve as a resource to others; achieve defined objectives by planning, evaluating, developing, implementing and maintaining services in compliance with established guidelines; provide secretarial, administrative and human resource support for MGIC Nigeria.
• Collaborates with internal and external stakeholder for the purpose of implementing and/or maintaining services and programs for the NPHIA project.
• Facilitates meetings and workshops for the NPHIA project
• Investigates grievances and/or complaints from employees for the purpose of reaching resolutions that provide a healthy work environment at the NPHIA project office.
• Maintains manual and electronic documents, files and records related to the NPHIA project for the purpose of providing accurate information in compliance with donor requirements, UMB-MGIC regulatory requirements and established guidelines.

HR ManagementAttendance & leave management in the workspace:-
Office Management:

• Ensure a smooth day-to-day office management including general office cleanliness, arrangement and organization
• Maintain supervisory role over temporary cleaning and security staff.
• Maintain office records
• Act as initial point of contact for the NPHIA project by responding to enquiries and request or directing as appropriate

Inventory/Asset Management:

• Maintain up to date inventory of all commodities and supplies in a moving balance format.
• Responsible for receiving procured items
• Physically mark all equipment recorded in the in the equipment inventory register.
• Maintain a log of equipment breakdowns.

Fleet Management:

• Ensure a safe and efficient operation of the MGIC fleet.
• Ensure driver monthly schedules and trip plans are published and updated throughout the year.
• Maintain adequate vehicles logs to determine mileage, vehicle history and maintenance requirements of each vehicle.
• Assists when needed in the preparation of car/travel routes.

Minimum Qualifications

• HND or equivalent to a Bachelor's degree in business or personnel administration, a social science or a field related to the position
• At least 3 - 5 years’ experience in human resource field will be an added advantage
• Project Duration:One Year with the possibility of renewal subject to the availability of funds.

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Locations: North Central, North East, North West, South East, South South, South West
Duration: One Year, with the possibility of renewal subject to the availability of fund.

Position Overview/Responsibilities

• The NPHIA finance officer will be responsible for coordinating financial activities within a geopolitical zone
• Ensures timely processing of payment requests i.e. Travel advances, expense reports, workshop per diems, vendor invoices etc.
• Ensure timely payment of all field expense and reimbursments in compliance with organizations supporting document requirement
• Ensure adequate financial internal control systems including verifying transactions, reconciling balances on a weekly basis.
• Manage the account receivables to ensure balances are current and at acceptable levels.
• Maintain the accounts payables and monitor payments & outstanding balances.
• Ensure timely payment and submission of withholding taxes including annual remittance of tax returns.
• Maintain audit ready-financial documentation.
• Data entry of transactions into QuickBooks (Accounting software) for FM’s review.
• Review and ensure completeness of all payments and other financial records
• Work closely with the FM in preparing bi monthly pipeline and spend plan report for the NPHIA project
• Monthly bank reconciliations.
• As part of internal controls, periodically reviews the accuracy, validity, legitimacy of randomly selected field expenses and make recommendations including supporting the internal/external auditors as required.
• Oversee an efficient document filing and archival system both in hard and electronic formats.
• Regular and timely scanning of transaction document to Country program office and HQ.
• Ensuring timely and accurate preparation of Payment vouchers.
• Any other duty that may be assigned to him/her by the supervisor

Qualifications

• B.Sc Accounting or its equivalent + 2 years’ experience in finance and accounting practice.

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Responsible to: Office Manager (NPHIIA Project)
Duration: One year, with the possibility of renewal subject to the availability of funds
Department: Administration

Main purpose of job

• Under the supervision of the Office Manager, this position will coordinate the activities in the following functional areas by developing and maintaining the institutes policies and procedures. S/he will handle and perform the following duties:
• Review all Department personnel forms for completeness, accuracy, timing, and conformity to policy guidelines
• Makes recommendations and process all HR forms as appropriate.
• Record Keeping (filling) of all staff personal data and other HR documents
• Reconcile and update Staff on position of their leave days and entitlements
• Production and Management of ID cards
• Handle all petty cash payment and reconciliation.
• Inventory/Asset Management:
  • Maintain up to date inventory of all commodities and supplies in a moving balance format.
  • Responsible for receiving procured items
  • Physically mark all equipment recorded in the in the equipment inventory register.
  • Maintain a log of equipment breakdowns
• To ensure that tender and contract documentation is compliant with all procurement before forwarding to the Procurement officer
• Create clear, secure and easily traceable filing system and storage for all procurements documents
• Perform any other duties as may be assigned from time to time by the Office Manager and MGIC office.

Qualifications

• HND or equivalent to a Bachelor's degree in business or personnel administration, a social science or a field related to the position. With a minimum of two years working experience in a similar field.

Have Knowledge of:

• Basic principles and procedures of public human resources administration.
• Basic function and structure of a public non‐governmental agency.
• Applicable federal, state and local laws and regulations.
• Principles of business letter writing and basic report preparation.
• Personnel record keeping principles and practices.
• Correct English usage, spelling, grammar and punctuation.
• Modern office procedures and computer equipment/applications related to the work.

General Skills:

• Ability to exercise tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
• Self‐motivation and ability to work within a team.