Finance and Administration Officer at Management Sciences For Health - MSH

Overview

The State Finance & Admin Officer is responsible for ensuring the smooth operations of finance and logistics activities provided by the Operations unit by providing financial and admin support. S/he works with the Senior Operations andProcurement Specialist and State Specialist to coordinate and manage the operation and implementation of the project activities in the state.

Responsibilities

• Prepare payment vouchers.

• Properly code all transactions.

• Control and enter all financial expenses appropriately.

• Payment of expenses, including per diem and transport to participants during activities in the field.

• Prepare and control advances.

• Ensure the balances of unused portions of advances are deposited into the MSH account.

• Prepare deposit slips for cash to be deposited into the bank account.

• Follow up on outstanding advances and vendor payments to assure timely reconciliation.

• Reconcile advances, including review of receipts and coding of expenses on the general voucher.

• Ensure that treasury practices in the country minimize MSH’s cash exposure.

• Ensure that entries are entered into the financial system accurately and timely.

• Arrange hotel accommodation for staff, participants, consultants who are coming to the state for assignment

• Assist in organizing for the dispatch of goods and equipment whenever required and ensure that the packing list, waybills, and export documentation where necessary are prepared and ensure that shipping details are communicated in writing promptly to the receiver

• Calendar management, ensuring conference rooms are booked, meeting/conference/activity logistics sorted, and making sure to update the records regularly

• Arrange spaces for new employees making sure desks, chairs, etc. are ready for them to use on their start day

• Inventory and asset management

• Coordinate the approved Activity Profiles making sure that materials, equipment, etc. required for the activity are organized and ready for the activity

• Coordinate procurement and engagement of vendors for goods and services.

• Coordinate catering services for official functions within and outside the office location

• Prepare payment schedules for vendors and participants.

• Properly code all transactions.

• Maintain administration and accounting files.

• Control consumption of project (petrol, electricity, water, telephone,)

• Participate in the improvement of the accounting system and the system of internal control.

• Ensure compliance with MSH policies and procedures including internal control systems, Global Fund guidelines as well as Nigeria Government regulations.

• Create all administrative and financial reports monthly as requested by the supervisor.

• Manage payments of taxes and other statutory payments at the state level.

• Ensure that payments are compiled, reviewed, and sent to the country office timely for processing

• Ensure that entries are entered into project activity tracking logs accurately and timely.

• Ensure that month and year-end activities are done accurately and in compliance with MSH policies and procedures.

• Ensure that systems are in place in the country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.

• Systems are in place to ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures.

• Other tasks as requested by supervisor

Qualifications

• University Degree/HND in Accounting or equivalent certification

• Minimum of 3 – 4 years experience as an Accountant and Administrator

• Understanding of key aspects of Accounting

• Experience with Global Fund and U.S. government projects

• Proficiency in Microsoft Office programs, especially Excel spreadsheets, or comparable software

• Verbal and written language skills in English required

• Ability to work independently and take initiative

• Ability to learn complex program procedures.

• Demonstrate good judgment and sound financial "common sense"

• Good typing skills. Good memo composition and editing skills. Good computer skills with sound knowledge of commonly used application software

• Familiar with internet search engines and able to undertake background search on well-defined tasks

• Able to work independently by managing priorities and workload within a general schedule of work, instructions, and standardized practices

• Excellent command of written and verbal English

• Takes initiative and can start/complete tasks with basic direction

• Excellent Computer knowledge. Proficient in Word, Excel, Outlook, PowerPoint, and knowledge of Photoshop.

• Learn and become proficient in the firm’s management system (Applied) and other carrier software or websites, as needed.

• Ability to Multi-task and organize ongoing projects, looking for ways to become more efficient in completing tasks

• Consistently looks for ways to help and provide support

• Collaboration Skills

• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines by paying attention to details and quality.

• Strong office and organizational skills.

• Demonstrated ability to work as an effective team member in a complex and fast-paced environment.

• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants