Finance and Administration Officer At The MENTOR Initiative

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The MENTOR Initiative is a UK registered charitable, not-for-profit, non-governmental organization working globally torelieve human suffering from tropical diseases. With support from BHA-PUI and UNF, The MENTOR Initiative is implementing Emergency Control of Malaria amongst high malarious areas in Borno state. The MENTOR Initiative works in close partnership with the MoH in Nigeria to build technical capacity and effective planning and responses to malaria and other VBDs.

We are recruiting to fill the position below:

Job Title: Finance and Administration Officer

Location: (Maiduguri and Monguno) Borno
Reporting to: Finance and Administration Coordinator

Overall Job Purpose

• To assist the Finance and Administration Coordinator.

Key Tasks and Responsibilities / Expected Key Results
Administrative & HR Tasks:

• Apply / Follow up & renewal of International staff Visa, work permit, registrations.
• Update the HR folder for each staff and follow up and filling of staff contracts, renewals, leaves, overtime…etc. on a monthly basis
• Establish service or casual contracts in collaboration with the logistic department
• Help with the recruitment process for the national staff (advertisement, keep track of CVs, organize tests for candidates, organize interviews and timeframe, publication of the selected candidates, etc.)
• Advise and give recommendations to the field base in term of national recruitment
• Assist national staff to comply with MENTOR contracts, Staff Regulations, and Penalty Code
• Respect and comply to labour laws of Nigeria and liaise with relevant authorities when necessary
• Ensure that all staff have access to MENTOR guidelines regarding their employment
• Ensure that staff has valid ID cards and business cards when necessary.
• Help the Finance Coordinator and/or the CD to update the internal rules and regulations when necessary
• Support the finance coordinator in follow up of contracts and MoUs renewals and track update table for deadlines of payments and contracts renewals. File all contracts and MoUs corresponding.
• Help in writing official letters, bank request letter, drafting work contract etc.
• Responsible for all MENTOR Nigeria correspondences and keep record of them with tracking numbers
• Ensure contractual framework for relations with the various stakeholders of the base (suppliers, craftsmen ...).
• Supervise the work of office cleaner to ensure their tasks are completed properly, and plan performance evaluations on a quarterly basis.

Financial Tasks:

• Ensure that all standardised MENTOR finance procedures are understood and respected by all MENTOR members.
• Ensure communication with Finance & Administration Coordinator and the Country Director of accounting documents and weekly and monthly reports (cash counts, accountability / SAGA).
• Field visits to support and replace finance staff in the field when needed
• Follow all procedures of the NGO in relation to finance and be consistent with the logistic department
• Check and arrange paper work from the field basis
• Maintain a daily management of the cash accounts in Maiduguri/Monguno offices and inform the Field Manager Finance Coordinator or CD about the cash flow for the week ahead as well as weekly plan expenditures.
• Ensure the weekly reporting of expenses :Proceed to a weekly cash count of the cash boxes in USD and SSP with the FinCo or CD in order to ensure that the balances are corrects.
• Close all the Maiduguri/Monguno cash books every end of month
• Prepare monthly payroll for all local staff in the mission and prepare the payments after approbation from the FinCo, CD or Grant Manager, and prepare the taxes payments.
• Ensure all cash payments and other payments and paperwork correspond and follow The MENTOR Initiative’s procedures and protocols (procurement and authorizations requests, Advances request, etc…)
• Ensure that all advances are liquidated at the end of each month if possible
• Follow all procedures of the NGO in relation to finance and be consistent with the logistic department
• Arrange for  monthly shipment of the accounting documents to headquarter in time (DHL)
• Help in planning for future expenditures of the current month and project costs for future months
• Other activities will be determined by the Finance & Administration Coordinator and Country Director.

Other:

• Participate to the Administration and Human resources meetings and working group when requested
• Write a weekly report on activities past and future when requested.

Requirements
Essential Requirements are:

• Candidates from Maiduguri, Jere and Monguno indigenous areas
• Fluent written and spoken English
• Good organizational skills, honest
• Computer skills; including Window programs, especially Excel
• Ability to work under stressful conditions
• Knowledge of finance management.

Desirable Requirements are:

• Knowledge of local area
• Experience with INGO
• Knowledge of SAGA.

How to Apply
Interested and qualified candidate should forward their CV along with Cover Letter by e-mail to: recruitment.nga@mentor-initiative.net clearly mention in the subject line as - Finance and Administration Officer.

Note

• Both male and female candidates can apply.
• Preference will be given to the candidates from Maiduguri, Jere and Monguno origin.