Finance & Admin Officer at The MENTOR Initiative

Job requirements:

• Bachelor Degree in Business Administration, Finance, Accounting or Equivalent   
• 2 to 3 years of Previous INGO and/or work experience related to Finance Administration or HR.
• Able to work as part of an established team with excellent communication skills, team builder, flexible, adaptable.
• Proficiency in Accounting software-SAGA preferably, Microsoft package (Excel, Word, Outlook, PowerPoint)
• Excellent Computer/ Reporting skills
• Familiarity with INGO working environments and standard procedures preferred
• Transparency and integrity

The Mentor Initiative applies a zero-tolerance approach to sexual exploitation, abuse, mistreatment or harassment, and other types of unethical behaviour including fraud. The Mentor Initiative will contact previous employers of applicants to determine if they have any history of violating international standards and codes of conduct relating to such matters. 
To apply, please send; CV including 3 references (not more than 4 pages) and a letter of motivation to: recruitment.nga@mentor-initiative.net  before 23rd November 2022.  Please indicate position title on the Subject line

The context:
The MENTOR Initiative is an international NGO, which directly assists developing countries in their fight against malaria and other vector borne disease. The MENTOR Initiative provides support in the fight against malaria and other vector borne diseases through three key activities: intensive development of the technical capacity of humanitarian organizations and national partners, technical support for in-country programs, and operational research for the development and evaluation of innovative and context-specific tools for improved vector borne disease control. The MENTOR Initiative works in collaboration with various international agencies and governments including the United Nations, the Ministry of Health, and other Humanitarian Organizations. In close collaboration with the Ministry of Health, MENTOR is implementing large scale Indoor Residual Spray (IRS) and community mobilization on malaria and hygiene promotion campaigns in the conflict affected areas of Borno state of Nigeria.

TERMS OF REFERENCE
Overall, Job Purpose:

Under the direct supervision of the Finance & Admin Coordinator, the Finance & Admin Officer is responsible for ensuring that the day-to-day accounting operations and financial management functions are performed in accordance with MENTOR’s policies and procedures. He/She is will also responsible for providing support for day-to-day administrative requirements.

Tasks and responsibilities:  

Financial Management 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 INGO 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 offices and inform the Field/Base Manager, Finance & Administration 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 NGN with the Finance & Administration Coordinator or CD in order to ensure that the balances are corrects.
• Collaborate with Finance & Administration Coordinator on Month-end close to ensure all the Maiduguri cash books are reconciled.  
• Prepare monthly payroll for all local staff in the mission and prepare the payments after approbation from the Finance & Administration Coordinator, CD or Grant Manager.
• Prepare and remit the monthly Statutory and taxes payments and ensuring the paperwork corresponds with the accruals.
• 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 INGO in relation to finance and be consistent with the logistic department
• Arrange for monthly accounting documents for shipment to HQ via DHL when required
• 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.

Administrative Tasks:

• Apply/Follow up & renewal of International staff Visa, work permit, registrations.
• Prepare the Expat monthly report and present to Finance & Admin Coordinator for review and submission.
• Prepare service or casual contracts in collaboration with the logistic department, and further submission to Finance & Admin Coordinator for review before CDs approval
• Assist national staff to comply with MENTOR contracts, Staff Regulations, SAFEGUARDING and Code-of-Conduct
• Respect and comply to labour laws of Nigeria and liaise with relevant authorities when necessary
• Support the Finance & Admin 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 letters, drafting work contracts etc. and ensure appropriate approvals are obtained
• 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)

Human Resources Tasks

• Help with the recruitment process for the national staff (advertisement, keep track of CVs, organize tests for candidates, organize interviews venues and timeframe, prepare interview lists for selected candidates, etc.)
• Update the HR folder for each staff and follow up and filling of staff contracts, renewals, leaves, overtime…etc. on a monthly basis
• Advise and give recommendations to the field base in terms of national incentive staff recruitment
• 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 & Admin Coordinator and/or the CD to update the internal rules and regulations when necessary
• Supervise the work of office cleaners to ensure their tasks are completed properly, and plan performance evaluations periodically.
• Adhere to the agreed MENTOR Code of conduct on Ethics and Integrity and safeguarding including Whistle blowing policies.

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
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the organization’s needs.