• Application Deadline: Fri, 3 Jan 2025 00:00:00 GMT
• Position: Finance and Admin Officer



• Job Type Full Time



• Qualification BA/BSc/HND



• Experience 4 years



• Location Adamawa




• City Yola




• Job Field Finance / Accounting / Audit 
  
  

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.

Qualification:

• 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