Finance and Administrative Assistant

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 360s 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.

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