Finance Officer

Malaria Consortium is recruiting for a Finance officer to join our team in Abuja.

Job purpose

The Finance Officer will provide a cashier function and Finance work of maintaining proper financial records of all transactions in accordance with MC financial procedures to the respective field office.

Scope of work

The Finance Officer will be responsible for timely posting of all Invoices approved and paid, petty cash management and 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 Project Manager, Technical Officer and Financial Accountant on the arising financial matters and sharing area of concern with suggested solution.

Key working relationships

The finance officer (FO) will be a staff in the state and will report to the State Programme Manager or Technical Officer as applicable while interacting directly with other staff including operations officer, administrative officer and other technical staff in the field office. S/he will also work with stakeholders, Local government and communities in the state. Indirectly report to the Finance Manager or Country Finance Manager as applicable.

Key accountabilities

Finance work (40%)

• Prepare monthly financial reports to the Project Manager as per finance timetable which comprises the following:
  • Bank reconciliation statement including copy of bank statement
  • Aged list of outstanding Advances and Other ledger balances
  • Fixed asset register update and Spot Check reports
  • Authorised Petty Cash Count Certificate and reconciliations
  • Monthly timesheet update
  • End of Month Checklist
  • Accurate and timely reconcile all ledgers and sub ledgers including, petty cash, staff, purchase and other required ledgers.
  • Prepare monthly reconciliation report of above.

• Calculate and request the office’s monthly cash needs with the State Programme Manager /Technical officer with the objective to minimise month end cash and bank balances, whilst at the same time having adequate funds available for operational needs.
  • Making Payments of all meetings, workshop and training participants and consultants.

• Liaise with Country office, internal and external auditors, bank and other supplier.
  • Safeguarding the organisation resources by scrutinising all payment requests, TAFs, PRFs by adhering to the MC Manual, Policies and Procedures
  • Advising the Project Manager and Accountant on the arising financial matters and sharing areas of concern with suggested solutions
  • Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs.
  • Remittance of Statutory deduction to Government; WHT, PAYE, Annual Tax filing etc as per timeline set by the Nigeria Government.
• Assist Finance Manager with queries relating to project accounts.
• Act as the first point of contract for all payment queries.
• Other occasional tasks as required by Country Finance Manager and delegate.

Suppliers Invoice (25%)

• Receive all invoices from suppliers & vendors and prepare the Invoice authorisation forms
• Review and post all Non-NAV Procurement invoices directly onto PSF ledger ensuring the accuracy of codes, support documentation, budget availability and necessary approval from the authorised personnel.
• Review and post all NAV procurement invoices on NAV.
• Prepare all payments – cash, cheque, bank transfers and obtain approval from the authorised personnel
• Post payments onto PSF general ledger ensuring the accuracy of all the required codes.

Operations related work (25%)

• Be responsible for issuing travel and activity advances to project managers, consultants and/or any other staff travels, including reconciliation of the same on return
• Filing System:
• Ensure all supporting documents and financial filing system is organised, authentic and complete.
• In charge of archiving and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team.

• Ensure all field office staff submit Timesheet as per set MC timeline.

Petty Cash (10%)

• In charge of keeping the Petty cash impress system and records, making requisitions and issues as approved by the authorised 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 Financial Accountant
• Post all petty cash invoices and vouchers into the General Ledger with accurate codes

Person specification

Qualifications and experience:        

Essential

• HND or Bachelors in Accounting
• Minimum of 3 years’ experience in a finance team, with at least one year in an Accounts Officer position

Desirable

• Experience in working in INGO an added advantage
• Member of Accounting Professional body is an added advantage

Work-based skills and competencies:

Essential

• Excellent interpersonal and communications skills
• Knowledge of NGO donors and their financial reporting requirements
• Excellent computer skills with high proficiency in Microsoft excel
• Good analytical and reporting skills
• Strong ability to be able to manage and prioritise multiple tasks
• Willingness to learn at all times

Desirable

• Working knowledge of accounting software is an added advantage
• Trustworthiness, Stress tolerance and operational decision making skills is an added advantage

Due to the nature of this role we will be reviewing applications on an ongoing basis and the role might be filled and closed before the closing date. Early applications are encouraged.