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FINANCE & ADMIN ASSISTANT [NIGERIA REGIONAL OFFICE]   DETAILS

JOB NAME

Finance & Admin Assistant [Nigeria Regional Office]


POSTED BY: Precisehire Associates
REF:PHA 331
Date Published:30 November 2023
Date of Expiration:28 May 2024
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LOCATION OF THIS JOB
 Nigeria |  NIGERIA REGIONAL OFFICE in Nigeria
INDUSTRY
DEVELOPMENT FINANCE INSTITUTIONS
JOB TYPE
Full-Time
MAIN JOB DESCRIPTION
GRADE: Temporary
DEPARTMENT: Business Development
UNIT: Nigeria Regional Office
INCUMBENT: NIL
REPORTING TO: Regional Representative

JOB PURPOSE
Responsible to the Regional Representative -provide support to the Regional Office and Head Office in managing finance and operational resources as well as coordination with finance, human resources and administration, and information technology functions at Head Office.

KEY RESPONSIBILITIES (RESULT AREAS)
Core Duties & Responsibilities
Finance and Accounting
1. Process accounts receivable invoices and receipts in an accurate and timely manner;
2. Maintain and manage petty cash, including records and reconciliations;
3. Provide inputs to operational plan and budgets;
4. Account for all funds advanced through the Oracle system within 3 days of exhausting the funds;
5. Provide inputs to operational plan and budgets;
6. Ensure that all expenditure is within budget.

Administration
1. Proactively manage the ordering, purchasing and distribution of office supplies, services and utilities;
2. Prepare and submit staff claims and expenditure requests to head office;
3. Develop and implement an administrative system for the management of visitors, records, mail services, and communications. In addition, assist in organizing shipments/couriers and preparing documents for shipments;
4. Ensure security of office premises, assets and staff;
5. Coordinate with and supervise service providers and suppliers to ensure quality services, adherence to contractual obligations and service agreements;
6. Liase with government agencies to obtain work permits and visas to various countries, including Nigeria;
7. Administer travel arrangements and bookings for staff;
8. Assist in ensuring the smooth running of the office equipment/facility. This involves vetting, forwarding, and following up on every issue, e.g., faulty office equipment, internet issues, and issues with building management such as plumbing, electricity, etc., among others.

Procurement
1. Assist in sourcing for top providers for a required service. This entails web searches, phone calls and emailing.
2. Assist in coordinating procurement processes, including drafting terms of references (TORs) and contracts in close collaboration with HQ Finance and Administration Teams. This will involve developing requests for quotes (RFQs) from vendors, obtaining quotes, and evaluating and proposing vendors for selection.
3. Assist in preparing inter-office memorandums, justification notes, and other supporting documents as necessary for procurement matters.
REQUIREMENTS FOR THIS JOB
QUALIFICATIONS, KNOWLEDGE, AND SKILLS
1. Minimum level of academic qualification, skills and knowledge required to perform effectively in the role
2. Bachelor’s degree or HND in business administration, finance, logistics, purchasing and procurement or related;
3. Minimum one (1) year relevant experience in finance, accounting, administration, logistics, procurement or related functions.

Key Skills & Competencies
1. Knowledge of accounting, finance, administration, budgeting, and data processing;
2. Electronic data processing applications, principles, methods, and equipment;
3. Strong analytical skills;
4. Strong leadership skills, including effective interpersonal, communication, influencing and negotiation skills.

WORKING RELATIONSHIPS
1. Direct reports: None
2. Customers of the position:
3. Internal: Head office departments and staff of Sub Regional Office
4. External: Suppliers and service providers, government agencies,

COMPETENCIES
1. Accountability
2. Teamwork
3. Integrity
4. Excellence
5. Diversity
6. Leadership
7. Innovation


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