Job Vacancies at MENTOR Initiative

The MENTOR Initiative is a UK registered charitable, not-for-profit, non-governmental organization working globally to relieve human suffering from tropical diseases. With support from BHA-PUI, The MENTOR Initiative is implementing Emergency Control of Malaria amongst high malaria areas in Borno state. The MENTOR Initiative works in close partnership with the MoH in Nigeria to build technical capacity and effective planning and responses to malaria and other VBDs.

We are recruiting to fill the position below:

Job Position: Finance & Admin Officer

Job Location: Monguno, Borno
Duration: Projected contract duration is up to June 2023
Reporting to: Finance & Admin Coordinator
Start Date: 01st March 2023

Overall, Job Purpose

• Under the direct supervision of the Finance & Admin Coordinator, the Finance & Admin Officer is responsible for ensuring that the day-to-day accounting operations and financial management functions are performed in accordance with MENTOR’s policies and procedures.
• He/She is will also responsible for providing support for day-to-day administrative requirements in Monguno base office.

Tasks and Responsibilities
Financial Management Tasks:

• Ensure that all standardised MENTOR finance procedures are understood and respected by all MENTOR field staff.
• Ensure communication with Finance & Administration Coordinator (and the Country Director when needed) on accounting documents, weekly and monthly reports (cash counts, accountability/SAGA).
• Check and arrange support documents at the field base office.
• Maintain a daily management of the Cash accounts in Monguno offices and inform the Finance Coordinator about the cash flow for the week ahead as well as weekly plan expenditures.
• Ensure the weekly reporting of expenses: Proceed to a weekly cash count of the cash boxes in NGN with the Snr Prevention Officer in order to ensure that the balances are corrects and submit to Finance Coordinator for review.
• Close all the Monguno Cash books every end of month in liaison with Finance Coordinator
• Ensure all cash payments and other payments and paperwork correspond and follow The MENTOR Initiative’s procedures and protocols (procurement and authorizations requests, Advances request, etc.…)
• Ensure that all advances are liquidated at the end of each month if possible
• Arrange for monthly shipment of the accounting documents to Maiduguri Office on time
• Help in planning for future expenditures of the current month and project costs for future months

Administrative & HR Tasks:

• Follow up & renewal of any registrations at field Level under the direction of Finance Coordinator.
• Help with the recruitment process for the Daily workers to support on program activities.
• Update the HR folder for each casual field staff (Daily workers) and follow up and filling of staff contracts, identification documents, account details…etc. on need basis.
• Establish service or casual contracts in collaboration with the logistic department and under the direction of Finance Coordinator.
• Advise, give feedback and recommendations to the field base staff in term of operational matters.
• Assist and guide national staff to comply with MENTOR contracts, Staff Handbook, and Code-of-Conduct
• Adhere and comply to labour laws of Nigeria and liaise with relevant authorities when required.
• Ensure that all staff have access to MENTOR guidelines regarding their employment, valid staff ID cards and business cards when necessary.
• Support the Finance Coordinator in follow up of contracts, MoUs renewals, track update table for deadlines of payments and contracts renewals at field level. File all contracts and MoUs corresponding.
• In support of Logistics officer at the field, ensure contractual framework for relations with the various stakeholders of the Monguno base (suppliers, daily workers, craftsmen ...etc).
• Supervise the work of base office cleaner to ensure their tasks are completed properly, and plan performance evaluations on a quarterly basis.
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within MENTOR and amongst beneficiaries served by The MENTOR Initiative policies.

Other:

• Participate to the Administration and Human resources meetings and working group when requested
• Convene weekly staff meetings and minute discussions for updating the Coordination (SMT) on matters administration at field level.
• Write a weekly report on activities past and future when requested
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the organization’s needs.

Job Requirements

• Bachelor's Degree in Business Administration, Finance, Accounting or equivalent.
• 2 to 3 years of Previous INGO and/or work experience related to Finance Administration or HR.
• Able to work as part of an established team with excellent communication skills, team builder, flexible, adaptable.
• Proficiency in Accounting software-SAGA preferably, Microsoft package (Excel, Word, Outlook, PowerPoint)
• Excellent Computer/ Reporting skills
• Familiarity with INGO working environments and standard procedures preferred
• Transparency and integrity
• Monguno indigene and resident preferred

What We Offer

• Salary + Transport & National housing fund contributions + Social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government).

Job Position: Logistics Officer

Job Location: Monguno, Borno
Duration: Projected contract duration is up to June 2023
Reporting to: Logistics Coordinator/ Assistant Logistics Coordinator
Start Date: 01st March 2023

Overall, Job Purpose

• Under the direct supervision of the Logistics Coordinator/ Assistant Logistics Coordinator, the Logistics Officer is responsible is responsible for providing logistics and supply chain needs/requirements of the project including procuring all program supplies and services, accounting for all assets, managing stocks, and managing other tasks in Monguno as assigned.

Expected Key Results
Provide support to the Logistics Coordinator (or Assistant Logistics Coordinator) for the achievement of the following results:

• To implement logistics activities according to Mentor/ donor guides – especially in procurement and technical fields.
• To provide timely and regular updates to the Logistics Coordinator (or Assistant Logistics Coordinator) on logistics activities.
• Proper documentation of various project activities including timely reporting and dissemination.

Tasks and Responsibilities
Supply Chain & Logistics Management Tasks:

• Implement/maintain MENTOR’s standard practices in logistics procedures.
• Procure goods and services on behalf of the MENTOR’s; Following procurement procedures and keeping documentation in compliance with donor audit requirements.
• Provide advice to Logistics Coordinator (or Assistant Logistics Coordinator) (Assistant) on negotiation of contracts required by the MENTOR for goods and services.
• Aid in updating of price lists, supplier database, contract follow-ups, and purchase tracker in the field.
• Plan and organise transportation requirements; best use of vehicles, vehicle tracking and fuelling. 
• Conduct regular spot checks for warehouse stocks and assets and report damages immediately.
• Plan, organise and maintain any stores/warehouses containing MENTOR’s stock to required standards, providing timely stock reports to Logistics Coordinator (or Assistant Logistics Coordinator) and security to stores to keep losses to minimum.
• Organise the transportation and other commodities for incoming and outgoing goods to ensure the timely receipt into stores/warehouses.
• Ensure the archiving of procurement files and contracts follows the mentor initiative procedures.
• Directly line manage the mission drivers in the field.
• Provide weekly stock movement report to Logistics Coordinator (or Assistant Logistics Coordinator).
• Provide timely advice and technical support on logistics issues to other functions within the MENTOR-Initiative.
• Ensure good communication with the program staffs at all the level of the purchase process
• Support, train and develop other staff in Logistics best practices as directed by the Logistics Coordinator (or Assistant Logistics Coordinator).
• Liaise with international, government and non-government agencies and collaborate with them as appropriate under the guidance of Logistics Coordinator.
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within MENTOR and amongst beneficiaries served by The MENTOR Initiative.
• Any other tasks required within skill set.

Security Tasks:

• In close coordination with the Logistics Coordinator, oversee the transportation, proper and secure storage of the prevention items in the field.
• Follow up on vehicle movements within Monguno with a tracking system tool like GPS SMS, WhatsApp, etc.

Project Support Tasks:

• In close coordination with the Senior Program Officer-Monguno; support on implementing of the planned activities especially in Monguno and adjacent host communities.
• Support on security management in the hard-to-reach locations; IDPs camps and host community.
• Provide support to finance and administration department where needed.

Others:

• Adhere to MENTOR Code of conduct on Ethics and Integrity, SAFEGUARDING and Whistle blowing policy.
• Conducts all activities in honest and trustworthy manner in the best interest of The MENTOR Initiative and the target community
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the organization’s needs.

Job Requirements

• Bachelor's Degree in Logistics, Supply Chain, Public Administration or equivalent.
• 2 to 3 years of Previous INGO and/or work experience related to Logistics, Supply chain or Administration.
• Able to work as part of an established team with excellent communication skills, team builder, flexible, adaptable.
• Proficiency in Microsoft package (Excel, Word, Outlook, PowerPoint)
• Excellent Computer/ Reporting skills.
• Familiarity with INGO working environments and standard procedures preferred
• Transparency and integrity.
• Monguno indigene and resident preferred.

What We Offer

• Salary + Transport & National housing fund contributions + Social benefits (medical coverage, 24 days of Annual leaves per year, compassionate leaves, public holidays as announced by government).

Method of Application
Interested and qualified candidates should send their CV including three (3) References (not more than 4 pages) and a Letter of Motivation to: recruitment.nga@mentor-initiative.net using the Job position as the subject of the mail.

Note

• As position is required as soon as possible, interviews will be conducted on a rolling basis. MENTOR reserves the right to select a candidate and finalize the recruitment before the application close date.
• The Mentor Initiative applies a zero-tolerance approach to sexual exploitation, abuse, mistreatment or harassment, and other types of unethical behaviour including fraud.
• The Mentor Initiative will contact previous employers of applicants to determine if they have any history of violating international standards and codes of conduct relating to such matters.