Administrative and Accounting Jobs at Malaria Consortium

Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.

Administration Officer (BMGF)

Location: Niger state

Grade: 6 
Role type: National 
Department: Operations  
Length of contract: 4 years 
Travel involved: In-country travel on occasion 
Reporting to: Project Manager Direct reports: Cleaners 
Dotted line manager: Country Office Manager 

Country and Project Background

  • In Nigeria, many women of childbearing age (44,000) and children under-five (940,000) die annually from preventable and treatable causes (UNICEF/WHO 2012). While the trends show that Nigeria has made progress since the 1990s in reducing under-five and maternal mortality rates, the country remains the second largest contributor to under-five and maternal deaths in the world (UNICEF 2018).
  • Niger State Government is committed to improving her Health sector and articulated this state health plan and adoption of ‘primary health care under one roof’ policy to reduce fragmentation of services and to bring their management under one authority. The state leadership is also committed to increasing the number of primary health care centres in compliance with the national standards by having a focal centre per ward. 
  • Niger State Government has also entered into a memorandum of understanding (MoU) with Bill & Melinda Gates Foundation (BMGF) to strengthen its primary health care (PHC) system. The BMGF component of the MoU is delivered through technical assistance grants implemented by other partners with a focus on strengthening: leadership and governance of health services, health care financing, Human resources for health, health information management, access to affordable medical products, service delivery and community engagement in health service delivery. 
  • Malaria Consortium has recently received Bill and Melinda Gates Foundation four (4) year grant to provide ‘wrap- around’ technical assistance for implementation of the community based health service delivery component of the state plan through harmonizing and integration of the various health service interventions at the community level including maternal and child health services.

Job Purpose

  • The Administration Officer will be responsible for providing administrative support to the project office in Niger. This includes and not limited to providing and maintaining health and safety, effective running of the office at all times.

Scope of Work:

  • The Administration Officer will manage the Niger office including its maintenance, landlord liaison, cleaners, generator management, security and IT. 

Key Working Relationships:

  • The Administration Officer will report to the Project Manager and will work closely with the team to provide them with the required administrative support. 

Key Accountabilities 
Office Management: Administration and Logistics – (55%):

  • Lead in setting up a filling system for the office, ensuring ease of storage and retrieval of documents;
  • Develop and maintain effective maintenance procedure for all IT equipment and computer in the office
  • Responsible for overseeing all logistic arrangements including maintaining an updated record of events, travel itineraries of staff and short term consultants (as applicable) to ensure proper delivery and satisfaction of service to the project;
  • Responsible for procurements of assets in line with MC procurement policies as well as vendor management and other service providers contracting (including security and IT);
  • Will ensure updated records and valid documentation all of vendors. And other service providers and consultants are registered on NAV;
  • Responsible for negotiations with hotels, travel and transport services and oversee general logistics for field/state activities;
  • Liaises with Country Office Manager on difficulties and other office maintenance issues;
  • Manage the Office generator to ensure it is serviced based on a preventative servicing schedule, that the fuel is managed appropriately with relevant stock management document and the logbook is completed by the security guards, with logbook data analysed to ensure efficient running of the generator;
  • Manage the office security provider to ensure that the office has effective security 24/7.
  • Manage the office ICT support provider to ensure all ICT assets are maintained in good working order, to support Malaria Consortium staff in completing their daily activities;
  • Organise, monitor and manage staff mobile phone credit
  • Act as a fire warden and first aider

Programme Support – 30%:

  • Coordinate internal and external stakeholder or technical meetings, workshops, seminars, including all travel and accommodations arrangements;
  • Lead the compilation of participants list (i.e. CHWs, health facility staff, team supervisors, ward supervisors, state, and LGA supervisors), during MDA and other project events
  • Responsible for contracting short term consultants in state office in close communication with the HR manager at the country office and in line with the procurement policy; 
  • Responsible for coordinating the administration and logistics support for the programme office on all field related activities in the state;
  • In line with the programme budget and working closely with the finance officer, ensure value for money of all procurements for programme activities carried out in the state; 

Asset and Stock Management (15%):

  • Manage all project based assets to ensure that they are registered, tracked, maintained and disposed of according to the Malaria Consortium Asset management Policy
  • Maintaining the Property Inventory Register for all office equipment (as per the Malaria Consortium Fixed Asset Policy) in the State
  • Purchase and manage stocks, in accordance with the Malaria Consortium Inventory Management Policy
  • Manage stationeries and office supplies for effective management and running of the office;

Person Specification 

Qualifications and Experience
Essential:

  • Degree or similar qualification in Administration or related field
  • At least 5 years’ experience working in an operations related role specifically in administration and logistics
  • Previous experience in procurement particularly within the donor funding environment
  • Proven written and oral skills in English
  • Ability to work effectively and sensitively with staff 
  • A collaborative and flexible style, with a strong service mentality
  • Effectively prioritise and perform to tight deadlines

Desirable:

  • Attentive to detail
  • Highly organised
  • Flexible and self-motivated
  • Excellent written and oral communication skills
  • Fire warden experience
  • First aid competence
  • Facilitation and coordination skills

Work-based Skills and Competencies:
Essential:

  • Excellent interpersonal and communication skills
  • Good computer skills with proficiency in Microsoft Word, Excel and PowerPoint
  • Ability to troubleshoot basic ICT issues

Desirable:

Core Competencies

Delivering results:
LEVEL B – Takes on pieces of work when required and demonstrates excellent project management skills:

  • Shows a flexible approach to taking on additional work / responsibilities when needed to achieve results
  • Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements)
  • Makes clear and timely decisions within remit of own role

Analysis and use of information:
LEVEL A – Gathers information and identifies problems effectively:

  • Interprets basic written information
  • Attentive to detail 
  • Follows guidelines to identify issues 
  • Recognises problems within their remit
  • Uses appropriate methods for gathering and summarising data

Interpersonal and communications:
LEVEL B – Fosters two-way communication:

  • Recalls others’ main points and takes them into account in own communication
  • Checks own understanding of others’ communication by asking questions
  • Maintains constructive, open and consistent communication with others
  • Resolves minor misunderstandings and conflicts effectively

Collaboration and partnering:
LEVEL B – Collaborates effectively across teams:

  • Proactive in providing and seeking support from expert colleagues
  • Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution
  • Proactive in building a rapport with a diverse range of people

Leading and motivating people:
LEVEL B – Manages own development and seeks opportunities:

  • Actively manages own development and performance positively
  • Learns lessons from successes and failures
  • Seeks and explores opportunities within Malaria Consortium which develop skills and expertise

Flexibility/ adaptability:
LEVEL B – Remains professional under external pressure:

  • Able to adapt to changing situations effortlessly
  • Remains constructive and positive under stress and able to tolerate difficult situations and environments
  • Plans, prioritises and performs tasks well under pressure
  • Learns from own successes/ mistakes

Living the Values:
LEVEL B – Promotes Malaria Consortium values amongst peers:

  • Shows a readiness to promote Malaria Consortium’s values amongst peers
  • Promotes ethical and professional behaviour in line with Malaria Consortium’s values

Strategic planning and thinking and sector awareness:
LEVEL A – Manages own workload effectively:

  • Plans and manages own workload effectively
  • Is familiar with Malaria Consortium’s mission and current strategic plan.
  • Understands own contribution to Malaria Consortium’s objectives

Salary
Competitive.

How to apply

Use the link(s) below to apply on company website.

Click Here for More Information (PDF)

Accounts Officer

Locations: Gombe, Kano and Niger
Department: Finance 
Length of Contract: 3 years
Role Type: National
Grade: 6
Travel involved: 5%
Reporting to: Line manager – Zonal Project Manager

Country and project background

The Nigeria Country Office in Abuja, started operations in 2008, through the DFID/UKaid funded Support To National Malaria Programme, SuNMaP (2008 – 2016).The office had presence in 23 states of the country and has managed at various times, about 15 programmes and projects. It follows the mandate of the parent organization in Nigeria and has been working specifically in the following areas:

  • Malaria control/elimination
  • Integrated community case management (iCCM) for malaria, pneumonia and diarrhoea
  • Nutrition
  • Neglected tropical diseases (NTDs)

Malaria Consortium has recently become a sub-recipient for the new grant of the Global Fund to Fight AIDS, Tuberculosis and Malaria (GF) under the National Malaria Elimination Programme (NMEP) and Catholic Relief Services as the principal recipients.  

The goal of the grant is to contribute towards reducing the malaria burden to preelimination levels and bringing malaria-related mortality to zero by 2020 in Nigeria. 

This project aims to achieve seven objectives while delivering high quality malaria services in 14 states (MC implementing in 7 of the states – Kano, Kaduna, Jigawa, Niger, Yobe, Gombe and iCCM only in Kebbi and Niger) through improved service delivery mechanisms, demand creation and health system strengthening strategies.

  • To ensure at least 80% of targeted population utilizes appropriate preventive measures by 2020 
  • To test all care-seeking persons with suspected malaria using RDT or microscopy by 2020 
  • To treat all individuals with confirmed malaria seen in private or public facilities with effective anti-malarial drug by 2020 
  • To provide adequate information to all Nigerians such that at least 80% of the populace habitually takes appropriate malaria preventive and treatment measures as necessary by 2020 
  • To ensure the timely availability of appropriate antimalarial medicines and commodities required for prevention and treatment of malaria in Nigeria wherever they are needed by 2018 
  • At least 80% of health facilities in all LGAs report routinely on malaria by 2020 
  • To strengthen governance and coordination of all stakeholders for effective program implementation towards an “A” rating by 2018 on a standardized scorecard

Job Purpose

  • The Accounts Officer will provide a cashier function and accounting services of maintaining proper financial records of all transactions in accordance with MC financial procedures to the respective field offices in the zone.

Scope of Work:

  • The Accounts Officer will be responsible for timely posting of all Invoices approved and paid, petty cash management and banking, filing of field office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc. S/he will also ensure orderliness within the finance department.
  • The Accounts officer will deals with all cash receipts and payments as well as advising the Project Manager, Technical Officer and Financial Accountant on the arising financial matters and sharing area of concern with suggested solution.

Key Working Relationships:

  • The Accounts officer (AO) will be a staff in the state and will report to the project manager while interacting directly with other staff including operations officer, administrative officer and other technical staff in the field office.
  • S/he will also work with stakeholders, Local government and communities in the state. Indirectly report to the country finance officer.

Key Accountabilities 
Finance work (40%):

  • Prepare monthly reports to the Project Manager as set on monthly finance timetable which comprises the following:
    • Bank reconciliation statement including copy of bank statement
    • Aged list of outstanding Advances and Other ledger balances
    • Fixed asset register update and Spot Check reports
    • Authorised Petty Cash Count Certificate and reconciliations
    • Monthly timesheet updates
    • End of Month Checklist
  • Making Payments of all meetings, workshop and training participants and consultants
  • Safeguarding the organisation resources by scrutinising all payment requests, TAFs, PRFs by adhering to the MC Manual, Policies and Procedures
  • Advising the Project Manager and Financial Accountant on the arising financial matters and sharing areas of concern with suggested solutions
  • Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs

Suppliers Invoice (25%):

  • Receive all invoices from suppliers & vendors and prepare the Invoice authorisation forms
  • Review and post all invoices onto PSF ledger ensuring the accuracy of codes, support documentation, budget availability and necessary approval from the authorised personnel
  • Prepare all payments – cash, cheque, bank transfers and obtain approval from the authorised personnel
  • Post payments onto PSF general ledger ensuring the accuracy of all the required codes

Operations related work (25%):

  • Be responsible for issuing travel and activity advances to project managers, consultants and/or any other staff travels, including reconciliation of the same on return
  • In charge of archiving and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team
  • In-charge of collating timesheets of all field office staff 

Petty Cash (10%):

  • In charge of keeping the Petty cash impress system and records, making requisitions and issues as approved by the authorised personnel. Take collections after issuing proper receipts and make a deposit of all cash collections in a timely, honest and trust worthy manner
  • Count Petty Cash on a minimum of a monthly basis with the Financial Accountant
  • Post all petty cash invoices and vouchers into the General Ledger with accurate codes

Person Specification 
Qualifications and Experience

Essential:

  • HND or Bachelor’s in Accounting
  • Minimum of 3 years’ experience in a finance team, with at least one year in an Accounts Officer position

Desirable:

  • Experience in working in INGO an added advantage
  • Member of Accounting Professional body is an added advantage
  • Working knowledge of accounting software 
  • Good excel and other software skills

Work-based Skills and Competencies
Essential:

  • Excellent interpersonal and communication skills 
  • Knowledge of NGO donors and their financial reporting requirements
  • Excellent computer skills with high proficiency in Microsoft excel
  • Good analytical and reporting skills
  • Strong ability to be able to manage and prioritise multiple tasks
  • Willingness to learn at all times

Desirable:

  • Working knowledge of accounting software is an added advantage
  • Trustworthiness, Stress tolerance and operational decision making skills is an added advantage

Core Competencies 
Delivering Results:
LEVEL A – Focuses on delivering contribution to Malaria Consortium and achieving own objectives:

  • Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
  • Strong self-management of time and effort
  • Checks own work to ensure quality

Analysis and use of information:
LEVEL A – Gathers information and identifies problems effectively:

  • Interprets basic written information
  • Attentive to detail 
  • Follows guidelines to identify issues 
  • Recognises problems within their remit
  • Uses appropriate methods for gathering and summarising data

Interpersonal and Communications: 
LEVEL A – Listens and clearly presents information:

  • Actively listens and pays attention objectively
  • Presents information and facts in a logical way
  • Shares information willingly and on a timely basis
  • Communicates honestly, respectfully and sensitively

Collaboration and partnering: 
LEVEL A – Is a good and effective team player:

  • Knows who their customers are and their requirements
  • Respects and listens to different views/opinions
  • Actively collaborates across teams to achieve objectives and develop own thinking
  • Proactive in providing and seeking support from team members

Leading and motivating people: 
LEVEL A – Open to learning and responds positively to feedback:

  • Willingness to manage own development and performance
  • Builds capacity of colleagues by sharing knowledge (induction) and acting as induction ‘buddy’ when asked
  • Open to learning new things
  • Responds positively to feedback from others 
  • Identifies mistakes and takes positive steps to improve

Flexibility/ adaptability: 
LEVEL B – Remains professional under external pressure:

  • Able to adapt to changing situations effortlessly
  • Remains constructive and positive under stress and able to tolerate difficult situations and environments
  • Plans, prioritises and performs tasks well under pressure
  • Learns from own successes/ mistakes

Living the values: 
LEVEL B – Promotes Malaria Consortium values amongst peers:

  • Shows a readiness to promote Malaria Consortium’s values amongst peers
  • Promotes ethical and professional behaviour in line with Malaria Consortium’s values

Strategic planning and thinking and sector awareness: 
LEVEL A – Manages own workload effectively:

  • Plans and manages own workload effectively
  • Is familiar with Malaria Consortium’s mission and current strategic plan
  • Understands own contribution to Malaria Consortium’s objectives

Salary
Competitive.

How to apply

Use the link(s) below to apply on company website.

Click Here for More Information (PDF)

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