Finance and Administrative Assistant at FHI 360

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.

FHI 360 is recruiting to fill the below position:

Job Title: Finance and Administrative Assistant

Job ID: 15262
Location: Akwa Ibom

Project Description
This position will report to the State Coordinator and will be responsible for accounting and finance and overall administration for the state office and ensure compliance with the contractual requirements of Nigeria’s programs/projects with the objective of providing professional accountancy services consistent with generally accepted accounting principles as well as helping to ensure transparency and accountability in procurement and day-to-day project operations.

Essential Responsibilities and Specific Roles include:

• Provide main support with problem resolution on CO cash accounts, bank resolutions, finance systems, resolution of audited questioned costs, and financial close outs at the state level.
• Ensure the accurate keeping of all books of account for the state office, including checking account, equipment and supply registers and all accounting records.
• Prepare monthly and annual financial reports, including financial status of sub-projects account activities and submit reports with supporting documents on time to the Finance Director in Abuja.
• Oversee contractual issues for the state offices.
• Ensure that a register for Inventory Supplies and Non-expendable property is maintained and updated in a timely manner, and ensure the safety of MAPS project property
• Check the availability of budget; ensures that payment vouchers are properly completed and are adequately supported by relevant documents before they are processed
• Ensure continuous flow of funds to state office and to sub recipients and retirement of finance and program advances to the State.
• Provide support to and coordinate the FHI/Nigeria (MAPS) activities within USAID and PEPFAR guidelines and regulations.
• With relevant parties from programs, finance and contracts and grants, support the development of subproject documents, work plans and budgets.
• Oversee capacity building activities and other support to local implementing agencies (IAs) in the focus states.
• Serve as point of contact for logistical and administrative needs in the state.
• Coordinate all administrative and secretarial support services for the field office (as relevant).
• Keep proper office records/filings as appropriate.
• Record minutes of staff meetings and circulates same amongst the field staff.
• Coordinate all travel details/logistics for the staff, consultants and TDyers’ including booking hotel accommodations and arranging for airport and hotel pick-ups.
• Provide logistic support for workshops and trainings.
• Coordinate all records/storage of supplies for the state office
• Ensure that a register for Inventory Supplies and Non-expendable property is maintained and updated in a timely manner, and ensure the safety of MAPS project property.
• Perform other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of local and donor contractual requirements and regulations
• Knowledge of generally accepted accounting, budgeting and practices.
• Ability to work with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.
• Demonstrated analytical skills in the interpretation of budgetary, financial and related management information.
• Report writing skills and be able to communicate with impact.
• Handle financial and quantitative information with accuracy and precision; resourceful in gathering and analyzing financial data.
• Must exhibit high levels of professionalism, integrity and ethical values at all times.
• Time management skills, both in planning and organizing work to meet deadlines.
• Ability to effectively communicate financial and internal control issues to staff with little or no financial background.
• Ability to travel a minimum of 25%.

Additional Information:

• Supervisory Responsibilities - Supervises Drivers and Utility/Office Assistant at state office

Job Summary / Responsibilities

• Performs accounting and financial duties for a department or unit. Works with various sources of funding which may include sponsored research, and federal restricted funds, grants and contracts. Performs audit function to assure accuracy and compliance with internal and external regulations. Selects and applies established procedures appropriately. Updates supervisor on status of projects as required.
• Prepares and monitors monthly expenditures for projects by analyzing financial data and providing monthly reports to internal and external stakeholders.
• Serves as a principal source of information on fiscal policies and procedures including federal funding rules and advises management on existing options or alternatives to make appropriate business decisions.
• Establishes and manages accounting record keeping systems and procedures for tracking and reporting.
• Assists with reviewing invoices and preparation of annual project proposals for renewal.
• Works with project leaders to resolve problems associated with monthly expenditures and project budgets.
• Communicates with management and project leaders regarding proposal development and monitoring of budgets to ensure projects adhere to budget constraints and meet completion.
• Performs other related duties as assigned.

Qualifications

• B.Sc. Or HND in Accounting, Business Administration or Economics and 4 years relevant experience.
• Minimum of 2 years supervisory experience in office management and administration.
• Experience in managing financial records of donor-funded organizations, and familiarity with donor and local contractual procedures is an advantage.

Application Closing Date
Not Stated

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