Overview

The State Finance & Admin Assistant is responsible for ensuring the smooth operations of finance and logistics provided by the Operations Unit by providing financial and administrative support. The role ensures that all payment-related activity in the state is processed and works with the Finance Team, Senior Operations and Procurement Specialist, and State Specialist to coordinate and manage the operation and implementation of project activities in the state.

Responsibilities

• Arrange hotels for staff, participants, and consultants visiting the state for assignments.
• Assist with dispatching goods and equipment, ensuring packing lists, waybills, and export documentation are prepared where necessary, and communicate shipping details promptly to receivers.
• Manage calendars, conference-room bookings, and meeting, conference, and activity logistics; update records regularly.
• Arrange workspaces for new employees, ensuring desks, chairs, and other requirements are ready on their start date.
• Manage inventory and assets.
• Coordinate approved Activity Profiles and ensure materials and equipment are ready for activities.
• Coordinate procurement and vendor engagement for goods and services.
• Coordinate catering services for official functions inside and outside the office.
• Prepare payment schedules for vendors and participants.
• Properly code transactions and maintain administration and accounting files.
• Follow up on outstanding vendor payments and ensure timely reconciliation.
• Control consumption of project petrol, electricity, water, and telephone services.
• Participate in improving accounting systems and internal controls.
• Ensure compliance with MSH policies, internal controls, Global Fund guidelines, and Nigerian Government regulations.
• Prepare monthly administrative and financial reports as requested.
• Manage state-level tax and other statutory payments.
• Compile, review, and send payments to the country office promptly for processing.
• Enter project activity tracking logs accurately and on time.
• Complete month-end and year-end activities accurately and in compliance with MSH policies.
• Perform other duties assigned by the supervisor.

Qualifications

• University degree or HND in Accounting.
• Minimum of 2 years’ experience as an accountant and administrator.
• Understanding of key accounting principles.
• Experience with Global Fund and U.S. government projects.
• Proficiency in Microsoft Office, especially Excel spreadsheets, or comparable software.
• Excellent written and spoken English.
• Ability to work independently, take initiative, learn complex programme procedures, and manage priorities.
• Good typing, memo composition, editing, internet research, and computer skills.
• Proficiency in Word, Excel, Outlook, PowerPoint, and knowledge of Photoshop is an advantage.
• Ability to multitask, organise projects, meet deadlines, and maintain attention to detail and quality.
• Strong office, organisational, interpersonal, and teamwork skills.
• Ability to work professionally with culturally diverse staff, clients, and consultants.

MSH is an equal opportunity employer. All qualified applicants receive consideration without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or other protected category under applicable law.