Position Title: Finance and Administrative Assistant
Location: Maiduguri, Borno State
Supervisor: Project Coordinator
Basic Function:
Under the direction of the Field Coordinator, the Finance and Administrative Assistant will be responsible for the provision of accounting, administrative, and logistical support services to the state office.
Duties and responsibilities:
- Prepare monthly financial report forms which accompany executed sub project documents.
- Prepare monthly reporting/ budgets, petty cash reports, data entry into excel spreadsheets and automated MIS reports and disseminate information to country office.
- Assists the Field Coordinator in arranging travel logistics for field office staff, consultants and training participants including reservations and where required, arranging airport and hotel pick-ups.
- Handles all photocopying assignments, development and printing of photographs including for the field office.
- Assists the field coordinator in the provision of logistic support for workshops and trainings.
- Assists the field coordinator in the maintenance of an efficient records/storage of all office supplies.
- Serves as point of contact for logistical and administrative needs in the office.
- Coordinates all administrative and secretarial support services for the field office office (as relevant).
- Records minutes of staff meetings and circulates same amongst the staff of the state.
- Assists with production of presentation materials for staff members.
- Receives/sends correspondence, keeps fax log and any correspondence.
- Perform office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.
- Performs any other duties as assigned.
Knowledge, skills and abilities:
- Knowledge of general office practices and administrative procedures.
- Report to supervisor on variances and status on regular basis.
- Resourceful in gathering and providing information.
- Knowledge of petty cash management budget preparation and monitoring.
- Excellent written, oral, interpersonal and organization skills.
- Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
- Well developed computer skills, including knowledge of Microsoft office products.
- Typing skills.
Qualifications and requirements:
- University degree in Accounting, Finance or Business administration with at least 1- 3 years post NYSC relevant experience
- Experience with administrative and secretarial skills
- Sound accounting skills
- Experience with large complex organization is required, familiarity with international NGOs preferred
Safeguarding:
FHI 360 is committed to providing a safe environment for all employees, beneficiaries and anyone contracted by FHI 360. This Includes taking measures to protect vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel. FHI 360 abides by child safeguarding principles. FHI 360โs Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and subrecipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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- Typing skills.
- Well developed computer skills, including knowledge of Microsoft office products.
- Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
- Excellent written, oral, interpersonal and organization skills.
- Knowledge of petty cash management budget preparation and monitoring.
- Resourceful in gathering and providing information.
- Report to supervisor on variances and status on regular basis.
- Knowledge of general office practices and administrative procedures.
- Performs any other duties as assigned.
- Perform office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.
- Receives/sends correspondence, keeps fax log and any correspondence.
- Assists with production of presentation materials for staff members.
- Records minutes of staff meetings and circulates same amongst the staff of the state.
- Coordinates all administrative and secretarial support services for the field office office (as relevant).
- Serves as point of contact for logistical and administrative needs in the office.
- Assists the field coordinator in the maintenance of an efficient records/storage of all office supplies.
- Assists the field coordinator in the provision of logistic support for workshops and trainings.
- Handles all photocopying assignments, development and printing of photographs including for the field office.
- Assists the Field Coordinator in arranging travel logistics for field office staff, consultants and training participants including reservations and where required, arranging airport and hotel pick-ups.
- Prepare monthly reporting/ budgets, petty cash reports, data entry into excel spreadsheets and automated MIS reports and disseminate information to country office.