Finance and Operations Officer at mothers2mothers (m2m)

mothers2mothers (m2m) is an Africa-based not-for-profit organisation leading global efforts to end paediatric AIDS and create healthy families and communities across ten sub-Saharan African countries. We employ women living with HIV as Frontline Health Workers. We know ending HIV is just the start. Please browse this page or visit our website to learn more. We train and employ women living with HIV as community healthcare workers - Mentor Mothers - who provide lifesaving health education and services to women, children, and families at health facilities and door-to-door in the community.

We are recruiting to fill the position below:

Job Title: Finance and Operations Officer

Location: Abuja (FCT)

Job Summary

• The Finance and Operations Officer is responsible for operational, finance, and administrative support to the m2m Nigeria programme.
• This includes recording and reconciliation of all financial transactional data of the Country Office including reviewing and coding financial information; preparing and processing documents to disburse funds, making deposits; and compiling and reviewing information for accuracy.
• This also includes management of procurement, travel, vehicles, as well as additional support to the country finance, operations, and administrative functions. This position is based in Abuja, Nigeria and reports to the Country Finance Manager.

Job Description
Purchasing and Business Central processing:

• Enter all invoices into the accounting system and allocate them against purchase orders.
• Coordinate and manage the process to setup new suppliers in the accounting system and deal with supplier queries regarding payments.
• Maintain and update supplier information and do relevant background checks and terrorist/ debarment checks.
• Ensure that direct debits payment are checked to supporting documentation and correctly recorded in the accounting system.
• To ensure monthly payment reports are produced for the cash flow analysis.
• Maintain an updated list of preferred vendors for the office.
• Manage procurement and purchase requisition process in Business Central

Managing staff and vendor accounts:

• Process travel requisitions and related staff advances
• Enter staff expenses into the accounting system (reimbursements and/or advance liquidations)
• Timely payments to suppliers, payments done within 30 days of receipt of invoice.
• Run the creditor report at month-end.

Cashbook management and reconciliations:

• Prepare monthly bank reconciliations for the main operating account for submission to the Head Office Finance team.
• Manage the petty cash process and balance petty cash monthly.
• Prepare monthly reconciliations of payables, payroll, accruals and prepayment control accounts.
• Ensure that internal bank transfers are correctly managed.
• Follow up on reconciling items above and pass correcting entries where necessary.
• Processing of the cashbook on a monthly basis.

Month-end and year –end close activities, budgeting & reporting:

• Support the Finance Manager in closing the month-end in time and conduct relevant reconciliations.
• Support the Finance Manager in putting together budget inputs by liaising with various stakeholders.
• Analyse monthly actuals vs budget reports and provide reasons to the variances.

Travel, vehicle and asset management:

• Responsible for managing m2m’s vehicle fleet, including supervising office driver, ensuring routine maintenance is completed, conducting monthly vehicle usage assessments, and managing requests for and assignment of vehicles for programme activities.
• Manage travel and logistics support to the project team. Make hotel, transport, airline, and other bookings for domestic travel and provide support to m2m Travel Coordinator in arranging international travel.
• Ensure compliance with m2m policies and procedures.
• Maintain the project inventory register.
• Ensure timely submission of all statutory deductions for Nigeria.
• Provide logistics support to the programme staff on trainings/workshops.
• Manage the filing system for all financial and administrative documentation.
• Support with the retrieval of financial data during audits
• Support proposal development and fundraising process, as needed.

Qualifications and Experience

• Professional qualification in Accounting, Business, or similar field; Bachelor’s Degree preferred.
• Three (3) years’ experience in similar roles.
• Experience working on NGO projects preferred.
• Experience in supporting the development of budgets, financial forecasts, expenditure reports, and other financial reports advantageous.

Competencies:

• Excellent organisational skills and attention to detail, structured and process driven.
• Excellent communication and interpersonal skills
• Ability to work independently and manage multiple competing priorities.
• Sound critical thinking and problem-solving skills.
• Demonstrated experience using MS Office suite (Excel, Word, Power Point, Outlook)
• Fluent in English, proficiency in local language advantageous
• Integrity, professionalism and transparency
• Valid driver’s licence an added advantage

Application Closing Date
Not Specified.