Admin and Finance Assistant (Abuja) At iMMAP

Organization

iMMAP is an international nongovernmental organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

Background

Country specific

iMMAP program in Nigeria started late 2016 and was designed to support the response to the ongoing crisis in in the Northeast of the country, by strengthening the information management (IM) capacity of the responders within the different humanitarian sectors. The target beneficiaries of this program are the humanitarian partners (who are all sectors members) and the United Nations Office for Coordination of Humanitarian Affairs [UNOCHA] in its mandated inter-cluster coordination role.

Description of Duties

Administration and Asset Management

• Perform all the logistical tasks assigned by the line manager.
• Coordinate the logistic of the transportation process for staff movement.
• Provide logistical support to the organization and preparation of all workshops, meetings, and events.
• Ensure that suppliers provide proper documentation for goods and services provided to iMMAP and make sure purchases are done in line with our procurement guidelines.
• Ensure the finance induction of new staff and carrying out administrative briefings.
• Follow up on assets monitoring in the iMMAP office on monthly basis.
• Ensure that the asset register is updated when procuring and disposing of assets.
• Ensure that inventory under supervision is continuously maintained and all movements/transfers are supported by the correct documentation.
• Ensure that all items are well organized and correctly stored, protected, fully identified, and easily accessible (cleanliness, security, access, etc.).
• Responsible for the repairs and maintenance of equipment and premises.
• Archiving all procurement documents.

Cash Management (Cash & Bank) and Remittance

• Manage petty cash and petty cash requests on a daily basis.
• Conduct weekly cash counts for the office and submits the cash count sheets.
• Check that cash vouchers are properly filled (Accounting code, designation, budget lines…)
• Ensure the monthly statutory deductions (Pension, PAYE, WHT, NHF) are remitted to the relevant institution in Abuja with proper record keeping and follow up where necessary.

Payments and Invoices review

• Makes sure invoices are filled in line with the latest iMMAP guidance policy.
• Review eligibility of all related expenses shown in the invoice.
• Liaise with Finance Coordinator regarding invoices validation, payments.
• Ensure that payment schedules are accurately filled and timely share with the Finance Coordinator
• Ensure that finance supporting documents for all expense reports are in accordance to iMMAP’s policy
• Ensure that monthly timesheet and pay slips for employees are generated and duly signed
• Liaise with Finance Coordinator regarding invoices validation, payments.

Accounting

• Ensure the validity of the invoices (quality of invoices, validation) and applicable WHT rates
• Computerize, on a daily basis, cash and bank expenditures in Excel.
• Support the line manager to prepare cash book for office as per the Finance calendar.
• Ensure payment documents are scanned by the end of each month.
• Other tasks as assigned by the line manager

Requirements

• Education
• University an Institute degree in business administration, finance or relevant field
• Experience
• With at least 3 years or work experience in Administration field.
• Soft skills
• Flexible and adaptable to any situation.
• Ability to work independently while under pressure and during long hours.
• Excellent work habits with a willingness to work in a multi-cultural environment.
• Excellent organizational skills, including proven ability in administration, financial and logistics.
• Excellent communication skills, including drafting documents;
• Programmes
• **Excellent computer skills in the Windows and Microsoft Office especially MS Excel and MS Access.

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP’s policies, procedures, and values at all times and in all Countries.

iMMAP has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.

iMMAP is an Equal Opportunity Employer regardless of background.