Finance and Admin Officer at Malteser International

Malteser International has been working in Nigeria since 2017. In Northeast Nigeria and more specifically in Borno State, MI is currently active in the WASH sector for improving the lives of both the IDP population as well as the host communities. The WASH activities focus on improved access to safe water, sanitation and hygiene. They include NFI distribution, solarization of boreholes, rehabilitation of hand pumps, construction of latrines and hygiene promotion. Malteser International thereby applies a participatory, gender sensitive and inclusive approach.

We are recruiting to fill the position below:

Job Title: Finance and Admin Officer

Location: Yola, Adamawa

Main Responsibilities

• Ensure total compliance with Malteser International policies, donor regulations, and national law in all finance, administration processes.
• The Finance and Admin Officer will oversee the operations and finances of the state office.
• Oversee proper running and maintenance of the Field base and report any deterioration in the condition of the field base in a timely manner to the Programme Administrator.
• Ensure that all staff residing in the base are properly accommodated, and guests are also provided with adequate accommodation.
• Field base staff
• Manage cooks, cleaners, and guards to ensure the essential activities of the base are effectively carried out on a daily basis and the standard of work and discipline is of a high standard, including keeping an attendance register and ensuring that hygiene practices in food preparation and drinking water storage are of a high standard.
• Recruit daily laborer in response to absence of any of the above staff members in close collaboration with the HR in Maiduguri.
• Contribute to the development of systems and approaches that improve field staff compliance to agreed work practices, and monitoring of those work practices.
• Report any complaints (internal and from the community) or any incidents of unacceptable work etc.… to the Area Coordinator.

Cash Float / Vouchers

• Carry out monthly estimated cost for field base expense (NFI, labor charges, transportation charges) and calculation of minor renovation cost.
• Safely keep and account for money to be used for the management of the base.
• Hand in all vouchers and related supporting documents to the Finance department in Maiduguri monthly.
• Contribution to Project activities
• Collaborate closely with WASH and Protection Officers to ensure that construction works are carried out according to agreed specifications.
• Upon request by the AC, represent Malteser International in meetings with local communities or the authorities.
• Ensure that your representation is always highly professional, and relationships with all stakeholders are enhanced and developed.
• Maintain rigorous operations in the field office, communicating regularly with the Maiduguri office to assure smooth operations.
• Process supplier invoices.
• Maintain financial files and records.
• Submit staff time sheets for payroll processing.
• Prepare fund requests for Malteser International Yola office running costs and service providers in a timely manner.
• Review all staff activity and travel expenditure requests and advance retirements for processing.
• Prepare and submit monthly financial report and documents to the country office.
• Ensure value for money, transparency, and compliance in all expenditure and ensure that records are properly filed.
• Identify and immediately report all concerns about financial or operational mismanagement/non-compliance by staff, partners, or any other associates.
• Support project managers in preparing partner budgets and fund requests and in general grant management.
• Actively participate in monthly budget monitoring meetings.
• Support in Project audits, Internal audits, and statutory audits
• Cash Request; Assist in the collation of financial needs for the office every month.
• Budget follow up meeting; Review funding allocations to enable proper guidance to programs and proper coding.
• Ensure scrutiny of the entire vouchers for accuracy and receipt of goods before processing for payment
• Ensure all transactions follow MI accounting policy, donor restriction and generally accepted accounting principles.
• Reconciliation of Cashbooks and Bank account balances.
• Prepare monthly Cash Control Protocols (CCP’s) and Bank Statements (BSM).
• Timely remittance of staff PAYE Tax and other deductions.
• Processing Online transfers to vendors, daily workers, beneficiaries, and staff
• Ensure proper documentation and filing of all financial documents.
• Collects credit tax receipts from FIRS.
• Report to the supervisor all difficulties and relevant information, as well as all relevant issues concerning success of the program in a timely manner.
• Collaboration with the country HR on submission of monthly timesheets and payroll of all base staff
• Keep and maintain the petty cash boxes and complying the rules and regulations of Malteser International and its donors.
• Assist in booking all expenditures into the Malteser International Finance booking system.

Partner Support:

• Be the financial focal person for partners in Adamawa
• Thoroughly review all partner financial reports and ensure collaboration with focal persons for coherence between workplan and expenses reported.
• Collect administrative documents from NCWS and upload on Dropbox.
• Provide support to project partners in terms of financial report and forecasting, establishing of Cash Requests, tax filing and bank relations, implementation of tools and procedures etc.
• Support in setting up office procedures and implementation.
• Compile monthly partner field allowances and submit to HR for processing.
• Conduct spot-checks of activities and partner offices to review compliance and value for money.

Human Resources:

• Coordinate with admins department and liaison with administration department on a daily base and specifically with human resources issues of the Field Office and report issues to administration on a timely basis.
• Report to the supervisor all difficulties and relevant information, as well as all relevant issues concerning safety, security, IT and Supplies and HR issues on a timely manner.

Qualifications

• Minimum academic qualification of BSc in Accounting, Finance, Economics, or Business Administration; professional certification in ANAN, ICAN, CIPM or related is an advantage
• A minimum of 4 years’ work experience in Finance or a similar role with some familiarity with standard accounting practices; experience with an international NGO
• Experience using MS Office packages, in particular Excel and Word
• Excellent organizational, administrative and time management skills with great attention to details
• Proactive, solutions-oriented and results-oriented
• Teamwork and excellent presentational skills
• Candidates who currently reside in Yola will be highly prioritized

Application Closing Date
3rd January, 2025.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

• Your cover letter and resume should be saved as one PDF document.
• Suitable candidates may be contacted before the application deadline.