Description
Reference No.: R1145
Main Purpose of Job
The role of the Admin/Procurement Officer is provide Admin support and to procure goods and services in compliance with MSH/Donor procurements policies and procedures.
S/he collects proforma invoices on approved purchase requisitions, prepares offer analysis and makes recommendations. Once the purchase order has been completed, the Procurement Specialist will follow up to assure delivery.
She/he maintains procurement data including supplier list and standards of goods and services, and ensures the effectiveness of procurement in timely and cost effective manner.
Assists expatriate staff with resident visas, also assists project staff with visa processing (where applicable). He is responsible for supervision of all drivers and provides transportation services to staff and TDYers.
General Responsibilities
Arrange hotel for Nigerian staff, participants, consultants who are coming to the state for assignments.
Arrange hotel for TDY staff coming to assist Nigeria teams.
Assist staff in obtaining visas for international travel (Where Applicable).
Assist in making international and local travel arrangements.
Arrange for telephones and internet modems for TDY and new staff, as the case may be.
Provide assistance and follow up to Expats and TCNs on obtaining Nigerian resident VISAS (where applicable).
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
Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity
Coordinate catering services for official functions within and outside the office location
All aspects of fleet management (fueling, repair/maintenance, log books, reporting, )
Facilitate the preparation of procurement plan
Receives approved Purchase Requisitions (PR) for procurement of goods and services
Tracks all PRs, for both local purchases and those requested through Cambridge
Determines price reasonableness
Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval;
Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed;
Handles field office purchases when required;
Ensures that purchases are made in the best interests of the donor and MSH;
Assures delivery or pickup of PO for collection of goods;
Prepares weekly procurement status report and submits to the supervisor;
Regularly updates the supervisor of all partial collection of the procured goods;
Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
Does quarterly or 6 month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
Capacity Building of Team.
Also performs other duties as requested by the immediate supervisor.
Inform supervisor immediately if asked to compromise integrity by any vendor or other.
Ensure that systems are in place in country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.
Systems are in place to:
Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures
Monitor and ensure compliance.
Other tasks as assigned by the supervisor.
The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization and the donor.
Required Minimum Education
Master’s Degree in Business Administration / Finance / Accounts or related field. Alternatively, a University Degree in Logistics, Supply Chain Management or Business with 4 years post degree experience.
Required Minimum Experience:
4-5 years’ or relevant and progressive experience in procurement and supply management.
Experience in a USG donor funded project or NGO preferred.
Strong numeric skills and attention to detail and quality.
Ability to work in a team-oriented environment while maintaining an individual workload.
Logical and flexible approach to solving problems, especially when working under pressure.
Monitoring/assessing performance to make improvements or take corrective action.
Knowledge and Skills:
Ability to work under pressure
Planning and scheduling skills
Good organizational skills
Good communication and interpersonal skills
Demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
Ability to work independently, take initiative and ability to meet deadlines with attention to detail and quality
Demonstrated intermediate computer skills in Microsoft Office Suite applications.
Competencies:
Functional expert - has knowledge of processes and products
Influencer - relates to people, builds relationships, and effectively presents arguments
Results seeker - meets deadlines, identifies actions, and achieves goals
Innovator - thinks creatively, anticipates changes, and produces solutions
Adaptor - stays calm under pressure and handles criticism well
Complier - follows procedures and encourages others to as well.
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Reference No.: R1144
Job Description
MSH seeks candidates for the position of State Finance and Administrative Manager for the USAID-funded U.S. President’s Malaria Initiative for States (PMI-S) project. The goal of the project is to support the Government of Nigeria to deliver high quality malaria services in public and private health facilities and build capacity of stakeholders at the LGA, state, and national level to develop and implement effective policy that will lead to malaria control and elimination.
The PMI-S Project is acting as a resource and a catalyst to the Federal Ministry of Health and state teams to help achieve the targets and goals agreed upon within the National Strategic Plan for Malaria.
At both the federal and state levels, the project is focusing on improving malaria case management; surveillance, monitoring and evaluation; drug-based prevention of malaria; and strengthening capacity of NMEP and SMEPs in eight states to plan, manage and monitor malaria service delivery.
In addition, the project will strengthen health systems and the governance of NMEP and SMEP to effectively coordinate the malaria response at their respective levels.
The successful candidate will be responsible for assisting the State Coordinator/DFA with safeguarding the assets (financial and physical) of MSH and ultimately the U.S. Government or other donor against fraud, loss or misuse.
The person will be responsible 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 person will become aware of, and adheres to, MSH’s procurement integrity standards in all activities.
Major Activities / Responsibilities
Review payment vouchers.
Ensuring properly code all transactions.
Exercising control and monitoring all expenses from the petty cash,
Payment of expenses, including per diem and transport to participants during activities in the field.
Prepare and control advances.
Ensure balances of unused portions of advances are deposited into the MSH account.
Supervises deposit slips for cash to be deposited into the bank account.
Reconcile advances, including review of receipts, coding of expenses on the general voucher and entering into QuickBooks.
Maintain accounting files.
Follow up on outstanding advances and assure timely reconciliation.
Control consumption of project (petrol, electricity, water, telephone, supplies etc)
Participate in the improvement of the accounting system and the system of internal control.
Create all financial reports as requested by supervisor.
Capacity building of team members.
Preparation and filing of forms for payments of taxes and social security.
Ensure that payments are processed accurately, timely, and safely (to minimize MSH’s risk exposure).
Ensure that treasury practices in country minimize MSH’s cash exposure.
Ensure that entries are entered into financial system accurately and timely.
Ensure that month and year-end accounting activities are done accurately and in compliance with MSH policies and procedures.
Ensure that systems are in place in country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.
Systems are in place to:
Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures
Monitor and ensure compliance
Other tasks as requested by supervisor.
The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization and the donor.
Required Minimum Education
Master's Degree in Accounting / Finance is required. Alternatively, University Degree in Accounting / Finance with 7 years post degree experience or equivalent certification from a Business Technical School with 10 years of post-Diploma experience.
Required Minimum Experience:
Minimum of 10 years of relevant progressive experience.
3 years of managerial experience.
Knowledge and experience of handling U.S. government funded projects. Including knowledge of donor rules and regulations.
Understanding of key aspects of accounting.
Ability to use basic accounting software (i.e. QuickBooks).
Written and verbal proficiency in English including business terminology.
Knowledge and Skills:
Proficiency in Microsoft Office programs, especially Excel spreadsheets, or comparable software.
Strong written and oral presentation skills in English
A creative and proactive approach to all areas of work with a ‘can do’ attitude, in line with the MSH’s values
Strong team working orientation with a flexible and adaptable approach to work demands across the whole organization
Commitment to accuracy and attention to detail
Collaboration Skills
Competencies:
Performing financial management of the project.
Timely transactions recording, reviewing, vouchers file management and preparing necessary reports.
Demonstrate good judgment and sound financial "common sense"
Ability to create and monitor budgets. Understanding of Cash Control, Asset Management and Bank Reconciliations.
Understanding of principals of adequate documentation and of audit, and performance necessary to ensure audit compliance.
Good ethical conduct.
Ability to manage teams in Abuja and in the states.
Monitoring/assessing performance to make improvements or take corrective action
Good communication and interpersonal skills
Commitment to accuracy and attention to detail
Excellent interpersonal skills and ability to relate to people at all levels internally and externally
Ability to plan, balance and cope with competing priorities
Good written and verbal communication skills
Ability to manage teams, initiate and organize work
Ability to establish priorities in a time-sensitive environment and meet deadlines.
Ability to work under pressure.
Ability to work independently, prioritizes tasks, and meets deadlines.
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