Finance & Admin Officer at the MENTOR Initiative

The MENTOR Initiative is an international NGO, which directly assists developing countries in their fight against malaria and other vector borne disease. The MENTOR Initiative provides support in the fight against malaria and other vector borne diseases through three key activities: intensive development of the technical capacity of humanitarian organizations and national partners, technical support for in-country programs, and operational research for the development and evaluation of innovative and context-specific tools for improved vector borne disease control. 

The MENTOR Initiative works in collaboration with various international agencies and governments including the United Nations, the Ministry of Health, and other Humanitarian Organizations. In close collaboration with the Ministry of Health, MENTOR is implementing large scale Indoor Residual Spray (IRS) and community mobilization on malaria and hygiene promotion campaigns in the conflict affected areas of Borno state of Nigeria.

We are recruiting to fill the position below:

Job Title: Finance & Admin Officer

Location: Dikwa, Borno
Start Date: 01st January,2023
Reporting to:  Finance & Admin Coordinator
Duration: Projected contract duration is 6 Months - with possible extension

Overall Job Purpose

• Under the direct supervision of the Finance & Admin Coordinator, the Finance & Admin Officer is responsible for ensuring that the day-to-day accounting operations and financial management functions are performed in accordance with MENTOR’s policies and procedures. 
• He/She is will also responsible for providing support for day-to-day administrative requirements in Dikwa base office.

Tasks and Responsibilities
Financial Management Tasks:

• Ensure that all standardised MENTOR finance procedures are understood and respected by all MENTOR field staff.
• Ensure communication with Finance & Administration Coordinator (and the Country Director when needed) on accounting documents, weekly and monthly reports (cash counts, accountability/SAGA).
• Check and arrange support documents at the field base office.
• Maintain a daily management of the Cash accounts in Dikwa offices and inform the Finance Coordinator about the cash flow for the week ahead as well as weekly plan expenditures.
• Ensure the weekly reporting of expenses: Proceed to a weekly cash count of the cash boxes in NGN with the Snr Prevention Officer in order to ensure that the balances are corrects and submit to Finance Coordinator for review.
• Close all the Dikwa Cash books every end of month in liaison with Finance Coordinator
• Ensure all cash payments and other payments and paperwork correspond and follow The MENTOR Initiative’s procedures and protocols (procurement and authorizations requests, Advances request, etc.…)
• Ensure that all advances are liquidated at the end of each month if possible
• Arrange for monthly shipment of the accounting documents to Maiduguri Office on time
• Help in planning for future expenditures of the current month and project costs for future months

Administrative & HR Tasks:

• Follow up & renewal of any registrations at field Level under the direction of Finance Coordinator.
• Help with the recruitment process for the Daily workers to support on program activities.
• Update the HR folder for each casual field staff (Daily workers) and follow up and filling of staff contracts, identification documents, account details…etc. on need basis.
• Establish service or casual contracts in collaboration with the logistic department and under the direction of Finance Coordinator.
• Advise, give feedback and recommendations to the field base staff in term of operational matters.
• Assist and guide national staff to comply with MENTOR contracts, Staff Handbook, and Code-of-Conduct
• Adhere and comply to labour laws of Nigeria and liaise with relevant authorities when required.
• Ensure that all staff have access to MENTOR guidelines regarding their employment, valid staff ID cards and business cards when necessary.
• Support the Finance Coordinator in follow up of contracts, MoUs renewals, track update table for deadlines of payments and contracts renewals at field level. File all contracts and MoUs corresponding.
• In support of Logistics officer at the field, ensure contractual framework for relations with the various stakeholders of the Dikwa base (suppliers, daily workers, craftsmen ...etc).
• Supervise the work of base office cleaner to ensure their tasks are completed properly, and plan performance evaluations on a quarterly basis.
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within MENTOR and amongst beneficiaries served by The MENTOR Initiative policies.

Other:

• Participate to the Administration and Human resources meetings and working group when requested
• Convene weekly staff meetings and minute discussions for updating the Coordination (SMT) on matters administration at field level.
• Write a weekly report on activities past and future when requested
•  The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the organization’s needs.

Job Requirements

• Bachelor's Degree in Business Administration, Finance, Accounting or equivalent  
• 2 to 3 years of Previous INGO and/or work experience related to Finance Administration or HR.
• Able to work as part of an established team with excellent communication skills, team builder, flexible, adaptable.
• Proficiency in Accounting software-SAGA preferably, Microsoft package (Excel, Word, Outlook, PowerPoint)
• Excellent Computer/ Reporting skills
• Familiarity with INGO working environments and standard procedures preferred
• Transparency and integrity
• Dikwa indigene and resident preferred.

What We Offer

• Salary + Transport & National housing fund contributions + Social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government)
• The Mentor Initiative applies a zero-tolerance approach to sexual exploitation, abuse, mistreatment or harassment, and other types of unethical behaviour including fraud. The Mentor Initiative will contact previous employers of applicants to determine if they have any history of violating international standards and codes of conduct relating to such matters.

Application Closing Date
27th December, 2022.