Administrative Officer Job at Jhpiego Nigeria (3 Positions)

Applications are invited from interested and qualified candidates to apply for the administrative officer job at Jhpiego Nigeria–Johns Hopkins University.

Jhpiego is an international non-profit health organization affiliated with Johns Hopkins University. It was founded in 1973 and focuses on creating and delivering health care solutions to save lives, improve health, and transform futures, particularly for women and families in the developing world.

Working with Jhpiego Nigeria, an affiliate of Johns Hopkins University, offers employees competitive compensation and a comprehensive benefits package. This includes health and dental plans, and life insurance.

Individuals interested in the administrative officer job at Jhpiego Nigeria should review the job details, requirements, and application process provided below.

Administrative Officer

Specifications:

• Full Time
• Required Qualifications: BA/BSC/HND 
• Location: Ebonyi, Kebbi | Nigeria. See other Jobs in Nigeria
• Category: Admin Jobs
• Job Alerts: To receive Job Alerts on WhatsApp, Click HERE

Description:

Overview

• The State Admin Officer (SAO) reports to the State Team Leader and will be responsible for providing administrative support to Jhpiego state office.
• The SAO will ensure that administrative processes follow Jhpiego, donor rules and regulations, and other applicable approved procedures at all times.
• The SAO will be responsible for ensuring cost consciousness, efficiency of administrative operations, and maintaining an on-site administrative system required to assure the integrity and effective performance of admin operations.

Responsibilities

• Ensure that administration processes run smoothly to support effective and efficient program implementation.
• Coordinate procurement processes in the state offices in line with the delegation of authority and Jhpiego policy and procedures
• Ensure effective and efficient management of assets, inventory, and consumables in the state office
• Ensure that all administrative reports (e.g., assets and inventory reports, store reports, etc.) are periodically provided using the agency’s automated reporting system
• Responsible for managing and reporting operational usage of vehicle fleet and other facility equipment
• Ensure that all logistics requirements are available for the smooth running of program activities.
• Ensure that all shipments (incoming and outgoing) are properly tracked, and that the appropriate department is informed of the movements of each shipment.
• Maintain the lease and contract management database and ensure that renewals, extensions, and termination processes are promptly initiated and completed
• Lead office management and facility management process at the state office
• Set the standard for compliance with donor and Jhpiego’s regulations and standards.
• Lead administrative and logistics planning and coordination of business travels for all state office staff

Qualifications and Requirements:

• B.Sc. in Business Administration, Public Administration, or relevant field
• Professional Certification in Project Management, Administration or Logistics Management is an added advantage. A master’s degree is an added advantage
• 3+ years of experience, 2+ years progressive experience in program operations
• Previous experience of demonstrated administrative experience within an international not-for-profit organization is highly desired
• Practical understanding and application of donor regulations in large and complex projects is highly desired

Knowledge, Skills and Abilities:

• Computer skills, including the use of automated fleet management and reporting software.
• Working knowledge of database applications, MS Word, and Excel etc.
• Excellent organizational skills, detail-oriented, and high degree of accuracy;
• Excellent interpersonal skills to effectively interact with all levels of staff and partners.
• Good oral and written communication skills to effectively communicate findings and analyses
• Cooperative, hardworking, flexible & dependable.
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities to achieve the goals/objectives set by the organization
• Capability to develop and implement effective strategies and tactics for accomplishing assigned duties
• Ability to work independently and as a member of a team.
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.

Finance Officer

Specifications:

• Full Time
• Required Qualifications: BA/BSC/HND 
• Location: Ebonyi, Kebbi | Nigeria. See other Jobs in Nigeria
• Category: Finance Jobs
• Job Alerts: To receive Job Alerts on WhatsApp, Click HERE

Description:

• The State Finance Officer (SFO) reports to the State Team Leader and will be responsible for providing Financial Management support to Jhpiego state office.
• The SFO will ensure that financial management systems and processes follow Jhpiego, donor rules and regulations, and other applicable approved procedures at all times.
• The SFO will be responsible for the daily entry of financial data into the agency’s software and periodic preparation of accurate financial reports. The SFO is also responsible for supporting an effective and efficient budget management process at the state office.
• He/She is expected to demonstrate a high level of integrity and strong compliance with the laid down internal control systems in the performance of the finance functions in the state.

Responsibilities

• Accurately post financial transactions into the accounting system on a daily basis
• Performs reviews of financial documents such as invoices, vouchers, expense reports, and other documents, such as purchase orders, to ensure the completeness, accuracy, reasonability, and validity of financial data
• Tracks and processes technical consultant invoices for payments on a timely basis
• Ensure prompt preparation and processing of training and workshop participants’ payments
• Prepare periodic allocation reports for review by the Senior Finance Manager
• Maintains, monitors, and disburses funds from the bank account(s) in accordance with Jhpiego’s financial policies and procedures as outlined in the Jhpiego Finance and Accounting policies manual for country offices, QuickBooks Manual, Banking Policy, Procurement Policy, and any other policies
• Support the prompt monthly bank reconciliation process and ensure that any post-reconciliation issues are closed at the latest by the third business day after a reporting period
• Monitor compliance with document retention strategy of the agency by leading and ensuring that documents are adequately filed on a timely basis, proper accounting records are maintained and compatible with standard accounting practice, JHU/Jhpiego, and donor guidelines, etcetera
• Performs physical verification of assets and inventory records with the administration department in line with donor requirements and Jhpiego’s accounting policies and procedures
• Assess capacity and develop capacity building plans for field-based non-finance staff
• Ensure adherence to policies, procedures, and SOPs at the state office
• Perform ageing analysis of all accounts receivable and payables and ensure compliance with the agency’s policies at all times
• Monitors and reconciles supplier statements on a regular basis and ensures timely settlement of bills
• Assist the Senior Finance Manager in the preparation of the monthly financial report, accruals and projections, and any other financial reports
• Ensures prompt remittances of statutory deductions (PAYEE, Pension, NHF & WHT) to the appropriate government authorities.
• Provide feedback to the Senior Finance Manager to ensure the sound functioning of the systems in the state office
• Assume other duties as assigned.

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Qualifications and Requirements:

• BSc. or HND in Accounting or related field
• 3+ years experience, minimum of 2 years relevant finance experience, supervisory experience is an added advantage
• Highly motivated, energetic, independent self-starter with strong service orientation
• Highly organized with keen attention to detail and ability to prioritize multiple responsibilities
• Strong presentation and communication skills, oral and written
• Highly organized with keen attention to detail and ability to prioritize multiple responsibilities
• Strong interpersonal, presentation, and communication skills, oral and written
• A team player with experience working in a multi-cultural environment.
• Be self-motivated, proactive, and have a positive attitude to work requiring minimal supervision.
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities to achieve the goals/objectives set by the organization.
• Must be flexible and able to work independently and as part of a team.
• Knowledge of Jhpiego organizational policies / USG policies and procedures.

Grants Officer

Specifications:

• Full Time
• Required Qualifications: BA/BSC/HND
• Location: Abuja | Nigeria. See other Jobs in Abuja
• Category: Finance Jobs
• Job Alerts: To receive Job Alerts on WhatsApp, Click HERE

Description:

• The Grants Officer (GO) will provide support to Jhpiego Nigeria in strengthening the financial management systems of sub-awardees funded by Jhpiego through international governments and private foundations.
• He/she will work closely with all sub-grantees of Jhpiego across active awards and projects.

Responsibilities

• Jointly perform sub-awardees’ pre-assessment with project teams
• Based on the outcome of the sub-award preassessment, prepare report and develop financial capacity building plan for review by the Director of Finance and Operations (DFO) and Project Leads
• Support in reviewing sub-award agreements before the signature of authorized signatories
• Follow-up and reconcile invoices from sub-grantees during sub-award implementation
• Ensure prompt settlement of sub-grantees’ invoices in line with agreements and in line with internal approval protocols
• Performs periodic field visits to sub-grantees’ offices for financial monitoring and support
• Maintain adequate filing systems for each sub-grantee’s operations and make ready for third-party reviews and audits
• Ensure that all sub-grantees’ activities are in line with contractual obligations and agreements with respective grant funders
• Provide regular updates to the DFO on compliance issues following field visits
• For sub-grantees with cost-reimbursable contracts, ensure that periodic financial reports, bank reconciliations and supporting documents are received on time and accurately reflect sub-grantees’ operations
• Build the financial capacity of the relevant sub-grantees’ staff on compliance and other necessary regulations
• Performs other Jhpiego financial management roles as assigned by supervisor

Qualifications and Requirements:

• Bachelor’s Degree in Business Administration, Finance, Accounting, or other relevant disciplines.
• Minimum of 3 – 5 years of experience managing grants for donor organizations.
• Experience with the USG-funded grants management system is highly preferred.
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.
• Good knowledge of donor regulations such as USG and other international donor sources.
• An understanding of maintenance of ledger entries, bookkeeping skills, and bank reconciliation.
• Computer skills, including use of spreadsheets and/or accounting packages
• Knowledge of Generally Accepted Accounting Principles, GAAP.
• Knowledge of internal controls
• Good attention to detail with the ability to follow, apply, interpret, and explain instructions and/or guidelines.
• Excellent interpersonal skills to effectively interact with all levels of staff and partners.
• Good oral and written communication skills to effectively communicate findings and analyses
• Be cooperative, hardworking, flexible & dependable.
• Be of high integrity and have a sense of confidentiality
• Excellent negotiation and representation skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
• Good context analysis skills.

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