Department : Finance
Length of contract : 4-years
Travel involved : Up to 20% in country
Reporting to : Project Manager Direct reports : N / A
Dotted line manager : Country Finance Manager
Country and Project Background
In Nigeria, many women of child bearing age (44,000) and children under-five (940,000) die annually from preventable and treatable causes (UNICEF / WHO 2012).
While the trends show that Nigeria has made progress since the 1990s in reducing under-five and maternal mortality rates, the country remains the second largest contributor to under-five and maternal deaths in the world (UNICEF 2018).
Niger State Government is committed to improving her Health sector and articulated this state health plan and adoption of primary health care under one roof’ policy to reduce fragmentation of services and to bring their management under one authority.
The state leadership is also committed to increasing the number of primary health care centers in compliance with the national standards by having a focal center per ward.
Niger State Government has also entered into a memorandum of understanding (MoU) with Bill & Melinda Gates Foundation (BMGF) to strengthen its primary health care (PHC) system.
The BMGF component of the MoU is delivered through technical assistance grants implemented by other partners with a focus on strengthening : leadership and governance of health services, health care financing, Human Resources for health, health information management, access to affordable medical products, service delivery and community engagement in health service delivery.
Malaria Consortium has recently received Bill and Melinda Gates Foundation four (4) year grant to provide wrap- around’ technical assistance for implementation of the community based health service delivery component of the state plan through harmonizing and integration of the various health service interventions at the community level including maternal and child health services.
To work closely with the Project Manager and with the Project team to ensure the project maintains acceptable accounting standards and financial control according to the MC and donor finance rules and procedures.
Scope of Work :
The Finance Officer will be responsible for timely posting of all invoices approved and paid, budget analysis and reconciliation, petty cash management, banking, filing of field office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc.
S / he will also ensure orderliness within the finance department.
The Finance officer will deal with all cash receipts and payments as well as advising the State team Manager and other Technical Officers on all financial matters and sharing areas of concern along with suggested solutions aligned with MC and donor guidelines.
Key Working Relationships :
The Finance officer (FO) will report to the Project Manager while interacting directly with other staff including the Administrative and the Technical officers in the office.
S / he will also work with stakeholders, Local government and communities in the state.
The FO will indirectly report to the Finance Manager at the Country office.
Finance work (50%) :
Prepare monthly reports to the Project Manager as set on monthly finance timetable which comprises the following : Bank reconciliation statement including copy of bank statement Aged list of outstanding Advances and Other ledger balancesFixed asset register update and Spot Check reportsAuthorized Petty Cash Count Certificate and reconciliationsMonthly timesheet updateEnd of Month Checklist
Making Payments of all meetings, workshop and training participants and consultants
Safeguarding the organisation resources by scrutinizing all payment requests, TAFs, PRFs and by adhering to the MC Manual, Policies and Procedures
Advising the State team Manager and other Technical Officers on all financial matters and sharing areas of concern along with suggested solutions aligned with MC and donor guidelines.
Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs
Register Invoices delivered by suppliers into PSF
Post Field returns into PSF as per MC guidelines
Review all cash and Bank transactions posted into PSF on a weekly basis
Support In the preparation of monthly BVAs
Support in budgetary planning and revisions
Support in the timely completion of checklists for month and year ends
Be responsible for issuing travel and activity advances to the team members, consultants for any official travels, including reconciliation of the same on return
Any other reasonable duties as may be required from time to time
Suppliers Invoice (25%) :
Receive all invoices of suppliers and vendors from the Senior Administrative officer and prepare the Invoice authorization forms
Review and post all invoices onto PSF ledger ensuring the accuracy of codes, support documentation, budget availability and necessary approval from the authorized personnel
Prepare all payments cash, cheque, bank transfers and obtain approval from the authorized personnel
Post payments onto PSF general ledger ensuring the accuracy of all the required codes
Filing and Admin (15%) :
In charge of archiving and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team
In -charge of collating timesheets of all field office staff
Petty Cash management (10%) :
In charge of keeping the Petty cash imprest system and records, making requisitions and issues as approved by the authorized personnel.
Take collections after issuing proper receipts and make a deposit of all cash collections in a timely, honest and trust worthy manner
Count Petty Cash on a minimum of a monthly basis with the Project Manager / Finance Manager
Post all petty cash invoices and vouchers into the General Ledger with accurate codes
Qualifications and experience :
A degree in Accounting or Business Administration is required
Minimum of 3 years’ experience in a related function and supervisory role;
Member of Accounting Professional body
Experience in working in INGO
Knowledge of NGO donors and their financial reporting requirements
Willingness to learn at all times
Work-based skills : Essential :
Working knowledge of accounting software, especially PS Financial
Excellent computer skills with high proficiency in Microsoft excel
Strong ability to be able to manage and prioritize multiple tasks
Good analytical and reporting skills
Excellent interpersonal and communications skills
Able to manage pressure
Excellent team player, including working in diverse cultural environment
Line management capabilities
Delivering Quality results :
LEVEL B - Takes on pieces of work when required and demonstrates excellent project management skills :
Shows a flexible approach to taking on additional work / responsibilities when needed to achieve results
Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements)
Makes clear and timely decisions within remit of own role
Analysis and use of information :
LEVEL B - Uses evidence to support work :
Identifies and uses various sources of evidence and feedback to support outputs Uses evidence to evaluate policies, projects and programmes
Identifies links between events and information identifying trends, issues and risks
Ensures systems are in place to address organisation needs
Interpersonal and communications :
LEVEL B - Fosters two-way communication :
Recalls others’ main points and takes them into account in own communication
Checks own understanding of others’ communication by asking questions
Maintains constructive, open and consistent communication with others
Resolves minor misunderstandings and conflicts effectively
Collaboration and partnering :
LEVEL B - Collaborates effectively across teams :
Proactive in providing and seeking support from expert colleagues
Raises difficult issues with teams / partners and stakeholders with a view to positive resolution
Proactive in building a rapport with a diverse range of people
Leading and motivating people :
LEVEL B - Manages own development and seeks opportunities :
Actively manages own development and performance positively
Learns lessons from successes and failures
Seeks and explores opportunities within Malaria Consortium which develop skills and expertise
Flexibility / adaptability :
LEVEL B - Remains professional under external pressure :
Able to adapt to changing situations effortlessly
Remains constructive and positive under stress and able to tolerate difficult situations and environments
Plans, prioritises and performs tasks well under pressure
Learns from own successes / mistakes actions
Living the values LEVEL B :
Promotes Malaria Consortium values amongst peers :
Shows a readiness to promote Malaria Consortium’s values amongst peers
Promotes ethical and professional behaviour in line with Malaria Consortium’s values
Strategic planning and thinking and sector awareness :
LEVEL A - Manages own workload effectively :
Plans and manages own workload effectively
Is familiar with Malaria Consortium’s mission and current strategic plan
Understands own contribution to Malaria Consortium’s objectives