HR & Finance Coordinator at Mines Advisory Group (MAG International)

Location: Abuja with frequent travel to MAG areas of operations

Important Notice: Position is subject to funds availability

Objective of the position :

The HR & Finance Coordinator will be responsible for the general and day-to-day management of the country office and the field office of MAG in terms of human resources management and financial and accounting management. This position will be supervised by the Sub -Regional Finance Manager, working under close collaboration with the Programme Manager

In particular, the HR & Finance Coordinator will be responsible for :

Job description

All activities must be undertaken in accordance with the purpose, scope and principles of the MAG standards and policies.

Human resources

• Contributes to the writing and implementation of the Rules of Procedure at the level of the MAG program in Nigeria and the application of institutional policies
• Guarantees the existence of a local watch on legal standards and the evolution of case law in relation to the various labour laws, and application of the legal framework
• Prepares, coordinates and monitors the payroll management of national staff for the entire program
• Regularly ensures the preparation, signing, collection and archiving of Time Sheets
• Carry out the administrative procedures for the national staff recruited by MAG with the social security and tax services and ensure that all mandatory contributions in Nigeria are paid on time.
• Manages and pays SDDs to expatriate staff on a monthly basis
• Ensure that taxes, social security contributions and advances are deducted
• Keeps track of leave for all national staff
• Compiles and carries out the methodical filing (electronic and paper) of all HR files of MAG's national staff
• Participates in the recruitment process and ensures that the induction schedule of each new staff is coordinated
• Prepares contracts, extensions or amendments to employment contracts and coordinates the performance evaluation process of national staff
• Communicates, if necessary, to the Nigeria region and program HR information that needs to be shared (public holidays, modification of the Labor Code, etc.)
• Support and ensure the continuous training of the Support Services Officer in human resources management

Finance

Guarantee the management of the accounting of the MAG office in Abuja, in compliance with deadlines. :

• Ensures the existence and quality of accounting documents and ensures their admissibility (payment visa, correct payment voucher, adequate invoices, etc.)
• Ensures the adequacy of the balance of the logbook and the accounting balance at the end of the month.
• Fills in the accounting codifications correctly on the payment visa
• Enters accounting documents on cash and bank journals and on the accounting software
• Lists and requests missing documents from the people concerned (cashier, budget managers, logistics, etc.)
• Tracks missing parts and integrates them into the accounting on receipt
• Checks the correct allocation of expenses against the structure cost allocation and project expenditure table. Alert the Sub -Regional Finance Manager in case of doubt.
• Ensures communication with the Sub -Regional Finance Manager on the accounting monitoring of the program
• Carries out the half-yearly closing work: entry of accrued liabilities, provisions for risks and charges, clocking of fixed assets and photocopying of invoices for fixed assets acquired during the period, checking and justifying third-party accounts, gathering of the necessary logistical documents, entry of new documents, reversal and entry of deferred expenses
• Ensure all financial accounting matters, including regular monitoring of advances, analysis balance sheet accounts, receipts, payments and payroll requirements
• Verify partner reports and supporting documents and oversee the financial management of partner contracts, ensuring that it complies with the obligations of the "Main Contract".
• Ensure that the programme implements and reports on all activities in accordance with regional and local tax requirements (e.g. income tax, social security, VAT, corporate tax, etc.)
• Assist the Sub -Regional Finance Manager in ensuring that a high level of financial control is in place in all activities, and in all offices, including the development and adherence to financial policies and procedures (adapted to the local context) to ensure compliance with MAG's statutory, host country and headquarters requirements
• Participate in the preparation of new budgets and ensure that the development of new project proposals is subject to appropriate financial oversight and control, taking into account statutory, donor and head office requirements
• Facilitate and provide support to all donor and internal audits in coordination with the Sub -Regional Finance Manager and PM
• Is in charge of the opening of the accounts for the new financial year
• Is the preferred interface with the bank for the MAG program in Sub -Regional Finance Manager
• Prepares payments by cash, cheques and transfer orders
• Prepares and consolidates the monthly cash request for the MAG Sub -Regional Finance Manager

Supervise and control the accounting of Abuja and Maiduguri

• Checks Abuja and Maiduguri ‘s accounting documents and checks their admissibility (payment visa, correct payment voucher, adequate invoices, etc.)
• Ensures that the balance of the site's logbook balance is consistent with the accounting balance and their physical balance (monthly cash statement)
• Checks that expenses are correctly charged against the allocation table for structural costs and project expenses on payment visas and invoices.
• Lists and requests missing documents from the people concerned (site managers, budget managers, logistics, etc.)
• Tracks missing parts and integrates them into the accounting on receipt
• Send a monthly report with the comments of the Accountant in charge of the Support Services

This job description is intended to summarize the main duties and responsibilities of the position; This is not a complete and exhaustive list of tasks. This is a non-contractual document that can be modified depending on the circumstances. All MAG staff are expected to be flexible and willing to perform appropriate tasks when the need arises.

All staff members are expected to perform the following general duties:

• Working within MAG's core values
• Work towards the achievement of department and program goals
• Ensure knowledge of and compliance with all MAG policies and procedures and keep abreast of MAG activities
• Exercise their role in a way that is appropriate to the local cultural context and legal framework
• Understand and comply with the standards outlined in MAG's Protection Framework, acting with the care and attention necessary to safeguard the well-being of anyone who comes into contact with MAG's work and reporting any possible problems

Person Specification

Essential Experience

• Graduate degree at university level in Administration, Human Resources, or Finance.
• Relevant Accounting professional qualification/certification
• Prior experience of at least three (3) years minimum in an HR Manager or Finance Manager role in an NGO.
• Proven experience in human resources management and human resources administration in Nigeria
• Proven experience in financial management in NGOs,
• Very good organizational skills, attentive and careful, and able to work independently.
• Excellent administrative skills, including in the use of MS Word and Excel.
• Fluency in English

Essential Skills

• Interest in and commitment to MAG's humanitarian mandate and principles
• Honesty, transparency
• Motivated, enthusiastic
• Rigorous
• Team player, humble and courteous, able to work under pressure; prompt and proactive, stress management and initiative skills
• Determined and committed to achieving high quality standards