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  • Finance Roles at Malaria Consortium

  • Posted on: 21 August, 2019 Deadline: 27 August, 2019
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  • Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.

    Finance Officer

     

    Grade: 6
    Role type: National
    Department: Finance
    Length of contract: 4-years
    Travel involved: Up to 20% in country
    Reporting to: Project Manager Direct reports: N/A
    Dotted line manager: Country Finance Manager

    Country and Project Background

    • In Nigeria, many women of child bearing age (44,000) and children under-five (940,000) die annually from preventable and treatable causes (UNICEF/WHO 2012). While the trends show that Nigeria has made progress since the 1990s in reducing under-five and maternal mortality rates, the country remains the second largest contributor to under-five and maternal deaths in the world (UNICEF 2018).
    • Niger State Government is committed to improving her Health sector and articulated this state health plan and adoption of ‘primary health care under one roof’ policy to reduce fragmentation of services and to bring their management under one authority. The state leadership is also committed to increasing the number of primary health care centers in compliance with the national standards by having a focal center per ward.  
    • Niger State Government has also entered into a memorandum of understanding (MoU) with Bill & Melinda Gates Foundation (BMGF) to strengthen its primary health care (PHC) system. The BMGF component of the MoU is delivered through technical assistance grants implemented by other partners with a focus on strengthening: leadership and governance of health services, health care financing, Human Resources for health, health information management, access to affordable medical products, service delivery and community engagement in health service delivery.  
    • Malaria Consortium has recently received Bill and Melinda Gates Foundation four (4) year grant to provide ‘wrap- around’ technical assistance for implementation of the community based health service delivery component of the state plan through harmonizing and integration of the various health service interventions at the community level including maternal and child health services.

    Job Purpose

    • To work closely with the Project Manager and with the Project team to ensure the project maintains acceptable accounting standards and financial control according to the MC and donor finance rules and procedures.

    Scope of Work:

    • The Finance Officer will be responsible for timely posting of all invoices approved and paid, budget analysis and reconciliation, petty cash management, banking, filing of field office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc.
    • S/he will also ensure orderliness within the finance department.
    • The Finance officer will deal with all cash receipts and payments as well as advising the State team Manager and other Technical Officers on all financial matters and sharing areas of concern along with suggested solutions aligned with MC and donor guidelines.

    Key Working Relationships:

    • The Finance officer (FO) will report to the Project Manager while interacting directly with other staff including the Administrative and the Technical officers in the office.
    • S/he will also work with stakeholders, Local government and communities in the state.
    • The FO will indirectly report to the Finance Manager at the Country office.

    Key Accountabilities
    Finance work (50%):

    • Prepare monthly reports to the Project Manager as set on monthly finance timetable which comprises the following:
      • Bank reconciliation statement including copy of bank statement  
      • Aged list of outstanding Advances and Other ledger balances
      • Fixed asset register update and Spot Check reports
      • Authorized Petty Cash Count Certificate and reconciliations
      • Monthly timesheet update
      • End of Month Checklist
    • Making Payments of all meetings, workshop and training participants and consultants
    • Safeguarding the organisation resources by scrutinizing all payment requests, TAFs, PRFs and by adhering to the MC Manual, Policies and Procedures
    • Advising the State team Manager and other Technical Officers on all financial matters and sharing areas of concern along with suggested solutions aligned with MC and donor guidelines.
    • Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs
    • Register Invoices  delivered by suppliers into PSF
    • Post Field returns into PSF as per MC guidelines
    • Review all cash and Bank transactions posted into PSF on a weekly basis  
    • Support In the preparation of monthly BVAs
    • Support in budgetary planning and revisions
    • Support in the timely completion of checklists for month and year ends
    • Be responsible for issuing travel and activity advances to the team members, consultants for any official travels, including reconciliation of the same on return
    • Any other reasonable duties as may be required from time to time

    Suppliers Invoice (25%):

    • Receive all invoices of suppliers and vendors from the Senior Administrative officer and prepare the Invoice authorization forms
    • Review and post all invoices onto PSF ledger ensuring the accuracy of codes, support documentation, budget availability and necessary approval from the authorized personnel
    • Prepare all payments – cash, cheque, bank transfers and obtain approval from the authorized personnel
    • Post payments onto PSF general ledger ensuring the accuracy of all the required codes

    Filing and Admin (15%):

    • In charge of archiving and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team
    • In -charge of collating timesheets of all field office staff 

    Petty Cash management (10%):

    • In charge of keeping the Petty cash imprest system and records, making requisitions and issues as approved by the authorized personnel. Take collections after issuing proper receipts and make a deposit of all cash collections in a timely, honest and trust worthy manner
    • Count Petty Cash on a minimum of a monthly basis with the Project Manager/Finance Manager
    • Post all petty cash invoices and vouchers into the General Ledger with accurate codes

    Person Specification
    Qualifications and experience:

    Essential:

    • A degree in Accounting or Business Administration is required
    • Minimum of 3 years’ experience in a related function and supervisory role;

    Desirable:

    • Member of Accounting Professional body
    • Experience in working in INGO
    • Knowledge of NGO donors and their financial reporting requirements
    • Willingness to learn at all times

    Work-based skills:  
    Essential:

    • Working knowledge of accounting software, especially PS Financial
    • Excellent computer skills with high proficiency in Microsoft excel
    • Strong ability to be able to manage and prioritize multiple tasks
    • Good analytical and reporting skills
    • Excellent interpersonal and communications skills

    Desirable:

    • Able to manage pressure
    • Excellent team player, including working in diverse cultural environment
    • Line management capabilities

    Core Competencies
    Delivering Quality results:
    LEVEL B - Takes on pieces of work when required and demonstrates excellent project management skills:

    • Shows a flexible approach to taking on additional work/ responsibilities when needed to achieve results
    • Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements)
    • Makes clear and timely decisions within remit of own role

    Analysis and use of information:
    LEVEL B - Uses evidence to support work:

    • Identifies and uses various sources of evidence and feedback to support outputs Uses evidence to evaluate policies, projects and programmes
    • Identifies links between events and information identifying trends, issues and risks
    • Ensures systems are in place to address organisation needs

    Interpersonal and communications:
    LEVEL B - Fosters two-way communication:

    • Recalls others’ main points and takes them into account in own communication
    • Checks own understanding of others’ communication by asking questions
    • Maintains constructive, open and consistent communication with others
    • Resolves minor misunderstandings and conflicts effectively

    Collaboration and partnering:
     LEVEL B - Collaborates effectively across teams:

    • Proactive in providing and seeking support from expert colleagues  
    • Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution  
    • Proactive in building a rapport with a diverse range of people 

    Leading and motivating people:
    LEVEL B - Manages own development and seeks opportunities:

    • Actively manages own development and performance positively
    • Learns lessons from successes and failures
    • Seeks and explores opportunities within Malaria Consortium which develop skills and expertise

    Flexibility/ adaptability:
    LEVEL B - Remains professional under external pressure:

    • Able to adapt to changing situations effortlessly
    • Remains constructive and positive under stress and able to tolerate difficult situations and environments
    • Plans, prioritises and performs tasks well under pressure
    • Learns from own successes/ mistakes actions

    Living the values LEVEL B:
    Promotes Malaria Consortium values amongst peers:

    • Shows a readiness to promote Malaria Consortium’s values amongst peers
    • Promotes ethical and professional behaviour in line with Malaria Consortium’s values

    Strategic planning and thinking and sector awareness:
    LEVEL A - Manages own workload effectively:

    • Plans and manages own workload effectively
    • Is familiar with Malaria Consortium’s mission and current strategic plan
    • Understands own contribution to Malaria Consortium’s objectives

    Salary
    Competitive.

    go to method of application »

    Field Finance Officer

     

    Department: Finance
    Length of Contract: 3 years
    Role Type: National
    Grade: 6
    Reporting to: State Coordinator

    Job Purpose

    • The state Field Finance Officer will provide a full accounting function in maintaining financial records of all transactions in accordance with Malaria Consortium’s financial policies and procedures to the respective state offices.

    Scope of Work:

    • The State Field Finance Officer will be responsible for the accurate and timely posting of all invoices approved, petty cash management and banking, filing of field office monthly financial information inclusive of payment vouchers and procurement.
    • The State finance Officer handles all cash receipts and payments as well as advising the Project Manager and Financial Accountant on any concerns about financial issues and sharing suggested solutions.

    Key Working Relationships:

    • The State Field finance Officer will be based in a state and will report to the state coordinator while interacting directly with other staff including the supply chain / admin officer, M&E officer and other staff in the field office.
    • Indirectly they report to the Financial Accountant based in Abuja.

    Key Accountabilities (percent of time spent on each area)
    Financial transactions (60%):

    • Receives all invoices from suppliers and prepares the Invoice authorisation forms.
    • Reviews and post all invoices onto the purchase ledger, ensuring the accuracy of codes, complete support documentation and necessary approval from the authorised personnel as per the authorised signatory list (ASL).
    • Prepare monthly reports to the state coordinator as set on monthly finance timetable which comprises the following:
      • Bank reconciliation statement including copy of bank statement
      • Aged list of outstanding Advances and Other ledger balances
      • Fixed asset register update and Spot Check reports
      • Authorised Petty Cash Count Certificate and reconciliations
      • Monthly timesheet update
      • End of Month Checklist
    • Advise the state coordinator and Financial Accountant on any concerns on financial matters and share suggested solutions.
    • In charge of archiving and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team and auditors.
    • Follow up on the stock balance of pre-printed financial documents (forms, vouchers, receipts etc.) and make a timely replacement order before stock outs occur.

    Payment Processing (30%):

    • Prepare all payments either cash, cheque or bank transfers and obtains approval from the authorised personnel.
    • Scrutinise all payment requests, including advances for travel and activities that these are in accordance with Malaria Consortium policies and procedures.
    • Issue all travel and activity advances to staff and consultants.
    • Check all advances are settled with the set timeframes as per the finance policy, bringing any late settlements or concerns to the attention of the state coordinator.
    • Post payments onto PS Financials ensuring accuracy and timeliness.

    Petty Cash (10%):

    • Keep the petty cash impress system and records, making payments as approved by the authorised personnel.
    • Take collections and issue proper receipts, making the deposit of all cash collections in a timely manner.
    • Count Petty Cash at least on a monthly basis with the supply chain / Admin Officer.
    • Post all petty cash invoices and vouchers into the general ledger with accurate codes and on a timely basis.

    Qualifications and Experience
    Essential:

    • HND or Bachelors in Accounting or relevant degree
    • At least one year in a Finance/Accounts Officer position.
    • Working knowledge of accounting software

    Desirable:

    • Experience of working in a smaller remote field office as the lead finance person
    • Knowledge of NGO sector
    • Part qualified member of an accounting professional body
    • Work-based skills and competencies:

    Essential:

    • Excellent interpersonal and communication skills
    • Good computer skills with high proficiency in Microsoft excel
    • Good analytical skills
    • Strong ability to be able to manage and prioritise multiple tasks.
    • Willingness to learn at all times.

    Core competencies
    Delivering results:

    • LEVEL A - Focuses on delivering contribution to Malaria Consortium and achieving own objectives:
      • Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
      • Strong self-management of time and effort
      • Checks own work to ensure quality

    Analysis and use of information:

    • LEVEL B - Uses evidence to support work:
      • Identifies and uses various sources of evidence and feedback to support outputs
      • Uses evidence to evaluate policies, projects and programmes
      • Identifies links between events and information identifying trends, issues and risks
      • Ensures systems are in place to address organisation needs

    Interpersonal and Communications:

    • LEVEL B - Fosters two-way communication
      • Recalls others’ main points and takes them into account in own communication
      • Checks own understanding of others’ communication by asking questions
      • Maintains constructive, open and consistent communication with others
      • Resolves minor misunderstandings and conflicts effectively

    Collaboration and Partnering:

    • LEVEL A - Is a good and effective team player
      • Is as a good and effective team player
      • Knows who their customers are and their requirements
      • Respects and listens to different views/opinions
      • Actively collaborates across teams to achieve objectives and develop own thinking
      • Proactive in providing and seeking support from team members

    Leading and Motivating People:

    • LEVEL A - Open to learning and responds positively to feedback:
      • Willingness to manage own development and performance
      • Builds capacity of colleagues by sharing knowledge (induction) and acting as induction ‘buddy’ when asked
      • Open to learning new things
      • Responds positively to feedback from others
      • Identifies mistakes and takes positive steps to improve

    Flexibility/ adaptability:

    • LEVEL A - Recognises own stress levels and adapts:
      • Recognises limitations and take steps to manage any resulting pressure or stress
      • Remains focused on objectives and goal in a rapidly changing environment
      • Takes responsibility for own work and for the impact of own actions

    Living the values:

    • LEVEL A - Demonstrates Malaria Consortium values:
      • Demonstrates integrity, honesty and fairness in dealing with colleagues and stakeholders
      • Maintains ethical and professional behaviour in line with Malaria Consortium’s values
      • Treats all people with respect

    Strategic planning and thinking and sector awareness:

    • LEVEL A - Manages own workload effectively:
      • Plans and manages own workload effectively
      • Is familiar with Malaria Consortium’s mission and current strategic plan
      • Understands own contribution to Malaria Consortium’s objectives

    Salary
    Competitive.

    Method of Application

    Use the link(s) below to apply on company website.


    Click Here for More Information (PDF)

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