Finance and Admin Assistant Job at Management Sciences for Health (MSH)

⏲ Aug 2, 2015, 11:22 AM
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Management Sciences for Health (MSH) saves lives and improves health, especially among the world’s poorest and most vulnerable people, by closing the gap between knowledge and action in public health. We live our mission to save lives and improve the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health.

We are recruiting to fill the position of:

Job Title: Finance and Admin Assistant

Job ID: 13-8448
Location: Kwara
Dept/Unit: GEN (General)
Reports To: State Finance and Admin Officer

Overall Responsibilities

The FAA will be responsible for ensuring the smooth operations of technical efforts and/or field activities by providing logistical support and coordinating programmatic information for the Nigeria project activities.
She or he will assist technical advisors / specialists and senior managers to coordinate project activities and will assist State Finance & Admin Officer for ensuring that any money expended in the field is done in accordance with Generally Accepted Accounting Principles, MSH policy, and any cost principles imposed by the donor agency.
The FAA is aware of, and adheres to, MSH’s procurement integrity standards in all activities.
She or he will be responsible for working with other staff from the headquarters and/ or partner organizations to coordinate technical assistance.

Specific Responsibilities
Administration:

Be the face of MSH to the outside, offering excellent customer care to our guests, clients and partners physically or through the electronic media.
Operate and monitor Generator; providing necessary information on servicing, repairs, diesel consumption and generator daily usage, etc.
Follow-up on servicing/maintenance of office equipment & machines in conjunction with the Field Liaison Officer including keeping maintenance logs.
Ensure back-up for the server and ensure all I.T. Peripherals are working accordingly and reporting issues to I.T. Unit in a timely manner.
Facilitate effective and efficient communication between MSH Staff, partners and clients.
Manage the front office/desk and provide general administrative support functions including but not limited to: faxing, copying, binding, drafting memos and letters.
Handle arrangements and assist in the logistics for meetings, retreats, and workshops to specific projects as will be required.
Assist with Procurement logistics
Working closely with FAO to supervise and monitor Cleaners and Security Guards including tracking attendance and performance. Ensure fire extinguishers are periodically renewed

Finance: Provide following accounting and financial support to FAO:

Prepare payment vouchers, raising journals, writing cheques, etc. as may be instructed by the Finance and Admin Officer.
Reconcile advances, including review of receipts, coding of expenses on the general voucher and entering into QuickBooks as directed by the FAO
Maintain accounting and inventory files in an orderly manner.
Tracking and following up on outstanding advances and assure timely reconciliation.
Post internal requisition, credit memo form and service completion certificate into the QuickBooks.
Properly code all transactions.
Processing payment of expenses, including per diem and transport to participants during activities in the field.
Prepare deposit slips for cash to be deposited into the bank account.
Any other tasks as requested by Supervisor, Finance Manager and COMU, Director.

Qualifications

University Degree in Accounting or equivalent certification from a Business Technical School.
Experience as an Accountant or understanding of key aspects of accounting.
Excellent writing and communication skills
Ability to work independently and as part of a team
Strong organizational skills and ability to handle multitask
Ability to respond to new challenges in a flexible and thoughtful manner
Proficiency in Microsoft Office programs, especially Excel spreadsheets, or comparable software and basic accounting software (i.e. QuickBooks).
Specific qualification in management of a large and busy office
Familiarity with the PEPFAR or interest in learning about public health issues