Operations Officer Job at Elizabeth Glaser Pediatric AIDS Foundation

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact. We are a proven leader in the global fight to end HIV and AIDS, and an advocate for every child to live a full and healthy life into adulthood. For more than 30 years, EGPAF has been a leader in meeting urgent needs in pediatric HIV and AIDS in the world’s most affected regions. We carry out our values of passion, innovation, teamwork, leadership, integrity, excellence and equity every day, while maximizing our impact in the communities we serve.

We are recruiting to fill the position below:

Job Position:  Operations Officer 

Job Location: Abuja
Employment Duration: Full-time

Job Description

• We are seeking a qualified, highly resourceful and dynamic Operations Officer to coordinator administrative, secretarial, and financial support services for the implementation of EGPAF’s program strategies in Nigeria.
• The Operations Officer will work closely with Cross Operations Support unit based in Kenya to provide effective and efficient support to Nigeria program.
• No two days are alike at EGPAF, but what can you expect in this role?

Administration:

• Coordinate all administrative and secretarial support services for the implementation of EGPAF’s program strategies
• Assist with effective management of day to day operations of the office.
• Receive visitors to the office with a high standard of courtesy and hospitality and direct them appropriately.
• Assist in documentation and archiving of program documents, records and reports in line with EGPAF’s requirements.
• Review outgoing correspondence for accuracy (address, attachments etc.) and conformance with formal formatting procedures and special instructions prior to dispatch.
• Support the organization of internal and external meetings and events as directed which may include setting up of rooms/venues, arranging catering and refreshments, ensuring the necessary equipment and materials are in place and functioning.
• Record minutes of staff meetings and circulate same amongst the staff and meeting attendees.
• Arrange travel logistics for staff, consultants and training participants including hotel reservations and where required airport and hotel pick-ups.
• Facilitate retirement of trips for program staff and non-EGPAF staff where required.
• Develop and maintain an updated address book of all key partners and stakeholders.

Financial:

• Coordinate collection of vendor invoices verifying that information and supporting documentation is timely, accurate, complete and in compliance with EGPAF’s financial policies to facilitate the payment process.
• Disburse travel advances and reconcile staff advance accounts.
• Assists the Country Manager in the maintenance of an efficient filing and recording of financial and administrative files.
• Daily posting of all transactions in quick books and ensuring consistency, accuracy and completeness of such transactions.
• Work on key finance end month KPIs to ensure Country office meets all HQ reporting deadlines for Quick Books closing.
• Support of both internal and external audit.
• Focal finance representative in   Country office.
• Supporting  budget monitoring in close liaison with the Cross Border team perform bank related activities; cashing checks, deliver communications, reconciliations etc.
• Assist with uploading of payment on the online banking platform.
• Support in the payments of participants and other beneficiaries.
• Respond to routine queries on status of payments, requests for general information and other budgetary issues.
• Maintain stock records for stationery and supplies for the office, working with suppliers, verifying receipt of supplies, and requisitioning in line with office procedures.
• Maintain and update spreadsheets and databases for internal expenditure control purposes.
• Prepare regular financial reports.
• Act as the petty cash manager.
• Coordinate any country related Tax and statutory tasks such as filing returns with Federal Inland Revenue Service (FIRS) .
• Vendor and contract management.
• Risk management tasks.
• Training and capacity building for staff members on financial procedures.

Other duties include:

• Oversee country Fleet management responsibilities as per the global manual.
• Oversee the country Inventory management responsibilities as per the global procedures.
• Any other duties as needful.

Qualifications
To be successful, you will have:

• Bachelor’s Degree in Business studies or any other related field.
• 2-3 years of relevant experience.
• Experience with automated accounting systems and MS Office Suite.
• Experience in QuickBooks.
• Experience managing procurements and tracking inventory, coordinator travel and logistics, and working in a fast-paced environment with multi-tasking and deadlines.
• Excellent analytical thinking with the ability to detect and report inconsistencies.