Vacancies: Finance and Admin Officer, Office Assistant, Driver
ABT Associates is a mission-driven global leader in research and program implementation in the fields of health, social and environment policy and international development. Known for its rigorous approach to solving complex challenges, ABT Associates has multiple offices in the U.S. and program offices in nearly 40 countries. ABT Associates is committed to fostering a diverse workforce. Please refer to our website at http://www.abtassociates.com for more information on our work.
Strengthening Private Sector Family Planning/RH services (SPSFP/RH), a USAID Nigeria private sector FP/RH project being implemented by ABT Associates Inc. is seeking candidates for the following positions:
Position: Finance and Admin Officer (2 positions)
Location: Lagos and Kaduna
Supervisor: Senior Finance Manager/Kaduna Regional Manager
Job Responsibilities:
The Finance and Admin officer is responsible for all accounting processes of the SHOPS/Nigeria Office in accordance with ABT (Associates and ABT Development Foundation (ADF) established financial policies and procedures. Specific responsibilities include the following:
- Communicating effectively with the supervisor(s) regarding contract documents, change orders, and other contract modifications, approvals, and any additional services related to billing.
- Reviewing all payments to be made at the state level for completeness, appropriateness, authorization and availability of funds.
- Ensuring proper maintenance of all state books of account under the supervision of the SFM.
- Supporting the preparation of monthly quarterly and annual state financial/expense reports including bank and cash reconciliations to be submitted to the SFM.
- Preparing final invoice packages for approval by the COP and SFM, containing draft and final invoices for all billable expenditures and including all required backup documentation.
- Handling the timely preparation and submission of taxes due and filing of tax returns, while ensuring that contracts are issued to clients in compliance with HR guidelines at the state level.
- Working closely with the SFM to provide technical team members with advice on activity budgets, relative to procurement of goods and services invoicing and reimbursable expenses, while maintaining a continuous line of communication to clear any financial issues.
- Assisting all project staff to reconcile variances that occur in the application of cash and other spending in the course of implementing activities that are in line with the work plans.
- Reviewing staff timesheets on a weekly and monthly basis, ensuring timeliness, correctness, and compliance with policies and procedures of Abt Associates.
- Preparing balance sheet account reconciliation, as directed by the SFM and with approval of the COP.
- Providing support for annual audits, which may include research and reconciliation.
Skills Prerequisites:
- Bachelor’s Degree in Accounting, Business Administration, or other relevant field
- At least 2 years of professional accounting experience, preferably in a development work setting.
- Proficient communication, interpersonal, analytical and organizational skills.
- Demonstrated self-management skills and ability to work with limited supervision.
- Intermediate to advanced computer literacy, including experience in Microsoft word processing, spread sheets and accounting software, with knowledge of Quicken software or other accounting platform, a plus.
- Knowledge of standard contract terms, including hourly, lumps sum, not-to-exceed and how they are applied in the billing process.
- Ability to work well with others under deadline situations and respond to changes in priorities
- Good written and verbal communication skills and strong organizational skills desirable
- Strong service orientation and ability to work effectively in a challenging and diverse socio-economic and cultural environment.
Position: Office Assistant
Location: Kaduna Nigeria
Supervisor: Kaduna Regional Manager
Job Responsibilities:
The Office Assistant under the direction of the Kaduna Regional Manager, provides a variety of administrative and logistical support port to the SHOPS/Nigeria Office in Kaduna. Specific responsibilities include the following:
- Performing routine maintenance chores around the office.
- Checking and replenishing stock in supply cupboards, bathrooms and kitchen on a daily basis and informing the Regional Manager of purchasing requirements.
- Providing beverage service (tea, coffee, water) for guests and staff.
- Serving as the initial point of contact for the SHOPS program’s administrative and logistical operations in Kaduna.
- Acting as the Receptionist, meeting, greeting and guiding clients and visitors to the office.
- Answers and transfers telephone calls to the office.
- Performing general clerical duties, such as photocopying, faxing, scanning, mailing, and filing.
- Maintaining hard copy and electronic filing systems for the office.
Skills Prerequisites:
- Secondary School completion (minimum).
- 2 years experience in office assistance or other relevant work.
- Ability to communicate in English, is desirable.
- Proficient in the use and application of Microsoft office and telephone protocol.
- Ability and willingness to learn and advance on the job.
- Culturally sensitive and able to work in the diverse socio-economic and cultural setting of Kaduna and environs.
- Ability to meet deadlines and work under pressure.
Position: Driver (2 positions)
Location: Lagos and Kaduna
Supervisor: Senior Finance Manager/Kaduna Regional Manager
Job Responsibilities:
Based at the SHOPS/Nigeria Office, the Driver performs the operations, maintenance, and management of project vehicles, including routine maintenance, registration, tagging, and tax exemptions, as well as providing transportation for project activities for the SHOPS/Nigeria team. As needed, the Driver performs office support tasks, as requested by the project Specific tasks include:
Project Vehicles Tasks:
- Drive project, and project affiliated personnel to project sites within and outside of Lagos/Kaduna for project activities, including official site visits.
- Establish record keeping systems for vehicle issues, including fuel, mileage, and trip logs; observe all company vehicle utilization policies, in-country traffic laws
- Responsible for maintenance of project vehicle, keeping accurate records, and following a schedule of routine maintenance, cleaning, etc.
- Ensure the readiness of the vehicle for transport service by checking oil, water, fuel and other parts or the vehicle prior to driving.
- Perform project routine business around Lagos/Kaduna, such as receiving and delivering official project documentation to and from USAID, general office purchasing.
Office Tasks:
- Regularly check post office boxes, collect and dispatch letters, parcels and other correspondence.
- In general, perform any other tasks as designated by the supervisor.
Skills Prerequisites:
- Valid Nigerian Driver’s License.
- At least 5 years prior experience in commercial driving.
- Completion of Secondary School is highly desirable.
- Excellent driving record and experience in traveling through Lagos/Kaduna and other key cities;
- Previous work experience on a development project is desirable.
- Good command of English language skills.
- Good interpersonal and communication skills.
How to Apply:
- Send an email application to shopsnigeriajobs@abtassoc.com
- Use the position/location applied for as the subject title
- Attach a cover note addressed to Chief of Party, SHOPS Nigeria, #1, Bola Crescent Anthony Village, Lagos
- Attach a copy of your Resume/CV
- Deadline on 20th October 2011.
