Finance and Admin Associate

Overview

• The State Finance & Admin Associate is responsible for the provision of comprehensive accounting, administrative, and logistical support to state office. The ideal candidate will be responsible for managing daily administrative and financial tasks, ensuring strict compliance with organizational policies and procedures, and delivering exceptional support to the team.
• The Finance & Admin Associate will work closely with the Finance Officer to coordinate operations, manage financial transactions & maintain accurate records in the state.

Responsibilities

• Prepare payment vouchers, and schedules for vendors and participants.
• Properly code all transactions.
• Maintain administration and accounting files.
• Follow up on outstanding vendor’s payments and assure timely reconciliation
• Responsible for ensuring accurate and timely posting of all financial transactions into QuickBooks
• Ensure that entries are entered into project activity tracking logs accurately and timely
• Ensure timely and accurate management of tax payments and other statutory obligations at the state level
• Support to arrange hotel for staff, participants, consultants who are coming to State for assignments
• Assist in organizing for the dispatch of goods and equipment whenever required and ensure that packing list, waybills and export documentation where necessary are prepared and ensure that shipping details are communicated in writing promptly to the receiver.
• Calendar management, ensuring conference rooms are booked and meeting/conference/activity logistics and making sure to update the records regularly.
• Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
• Inventory and asset management.
• Coordinate the approved Activity Profiles making sure that materials, equipment, etc. required for the activity are organized and ready for the activity.
• Support in the coordination of procurement and engagement of vendors for goods and services in the state
• Coordinate catering services for official functions within and outside the office location
• Control consumption of project (petrol, electricity, water, telephone,)
• Ensure compliance with MSH policies and procedures including internal control systems, donor funded guidelines as well as Nigeria Government regulations.
• Create all administrative and financial reports monthly as requested by the supervisor.
• Ensure that month and year-end activities are done accurately and in compliance with MSH policies and procedures.
• Any other task assigned.

Qualifications

• Bachelor's Degree in Finance, Accounting, or a related field.
• Minimum of 2-4 years’ experience in Accounting, Finance and Administration
• Proficient in QuickBooks
• Experience with large complex organization is required, familiarity with international NGOs preferred
• Understanding of key aspects of accounting