Maryland Global Initiatives Corporation Nigeria (MGIC) is a non-profit affiliate of UMB with a mission to administratively support international operations of UMB Principal Investigators.
Our purpose is to provide the administrative infrastructure for sizable and sustained operations outside of the
Responsible to : Operations Manager
Department : Administration
provide secretarial, administrative and human resource support for MGIC Nigeria.Collaborates with internal and external stakeholder for the purpose of implementing and / or maintaining services and programs for the NPHIA project.
Facilitates meetings and workshops for the NPHIA projectInvestigates grievances and / or complaints from employees for the purpose of reaching resolutions that provide a healthy work environment at the NPHIA project office.
Maintains manual and electronic documents, files and records related to the NPHIA project for the purpose of providing accurate information in compliance with donor requirements, UMB-
MGIC regulatory requirements and established guidelines.
HR Management Attendance & leave management in the workspace : -
Office Management :
Ensure a smooth day-to-day office management including general office cleanliness, arrangement and organizationMaintain supervisory role over temporary cleaning and security staff.
Maintain office recordsAct as initial point of contact for the NPHIA project by responding to enquiries and request or directing as appropriate
Inventory / Asset Management :
Maintain up to date inventory of all commodities and supplies in a moving balance format.Responsible for receiving procured itemsPhysically mark all equipment recorded in the in the equipment inventory register.
Maintain a log of equipment breakdowns.
Fleet Management :
Ensure a safe and efficient operation of the MGIC fleet.Ensure driver monthly schedules and trip plans are published and updated throughout the year.
Maintain adequate vehicles logs to determine mileage, vehicle history and maintenance requirements of each vehicle.Assists when needed in the preparation of car / travel routes.
HND or equivalent to a Bachelor's degree in business or personnel administration, a social science or a field related to the positionAt least 3 -
5 years’ experience in human resource field will be an added advantageProject Duration : One Year with the possibility of renewal subject to the availability of funds.
Locations : North Central, North East, North West, South East, South South, South West
Duration : One Year, with the possibility of renewal subject to the availability of fund.
Position Overview / Responsibilities
The NPHIA finance officer will be responsible for coordinating financial activities within a geopolitical zoneEnsures timely processing of payment requests , expense reports, workshop per diems, vendor invoices etc.
Ensure timely payment of all field expense and reimbursments in compliance with organizations supporting document requirementEnsure adequate financial internal control systems including verifying transactions, reconciling balances on a weekly basis.
Manage the account receivables to ensure balances are current and at acceptable levels.Maintain the accounts payables and monitor payments & outstanding balances.
Ensure timely payment and submission of withholding taxes including annual remittance of tax returns.Maintain audit ready-
financial documentation.Data entry of transactions into QuickBooks (Accounting software) for FM’s review.Review and ensure completeness of all payments and other financial recordsWork closely with the FM in preparing bi monthly pipeline and spend plan report for the NPHIA projectMonthly bank reconciliations.
As part of internal controls, periodically reviews the accuracy, validity, legitimacy of randomly selected field expenses and make recommendations including supporting the internal / external auditors as required.
Oversee an efficient document filing and archival system both in hard and electronic formats.Regular and timely scanning of transaction document to Country program office and HQ.
Ensuring timely and accurate preparation of Payment vouchers.Any other duty that may be assigned to him / her by the supervisor
Responsible to : Office Manager (NPHIIA Project)
Duration : One year, with the possibility of renewal subject to the availability of funds
Department : Administration
Main purpose of job
Under the supervision of the Office Manager, this position will coordinate the activities in the following functional areas by developing and maintaining the institutes policies and procedures.
S / he will handle and perform the following duties : Review all Department personnel forms for completeness, accuracy, timing, and conformity to policy guidelinesMakes recommendations and process all HR forms as appropriate.
Record Keeping (filling) of all staff personal data and other HR documentsReconcile and update Staff on position of their leave days and entitlementsProduction and Management of ID cardsHandle all petty cash payment and reconciliation.
Inventory / Asset Management : Maintain up to date inventory of all commodities and supplies in a moving balance format.Responsible for receiving procured itemsPhysically mark all equipment recorded in the in the equipment inventory register.
Maintain a log of equipment breakdowns To ensure that tender and contract documentation is compliant with all procurement before forwarding to the Procurement officerCreate clear, secure and easily traceable filing system and storage for all procurements documentsPerform any other duties as may be assigned from time to time by the Office Manager and MGIC office.
HND or equivalent to a Bachelor's degree in business or personnel administration, a social science or a field related to the position.
With a minimum of two years working experience in a similar field.
Have Knowledge of :
Basic principles and procedures of public human resources administration.Basic function and structure of a public non governmental agency.
Applicable federal, state and local laws and regulations.Principles of business letter writing and basic report preparation.
Personnel record keeping principles and practices.Correct English usage, spelling, grammar and punctuation.Modern office procedures and computer equipment / applications related to the work.
General Skills :
Ability to exercise tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
Self motivation and ability to work within a team.
Method of Application
Interested and qualified? Go to to apply
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