Vacancies at Propcom Mai-Karfi (A DFID Programme)

Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits. For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives. We are recruiting to fill the position below:     Job Title: Human Resource (HR) Assistant, Propcom Mai-Karfi (PM) Location: Abuja Project Overview and Role  

• Propcom Mai-Karfi was a six-year DFID programme aimed at increasing incomes for the poor in northern Nigeria through enhanced employment opportunities for increased employment and improved productivity in selected agricultural market systems in northern Nigeria. It now has a three-year extension 2018-2021 to work in a reduced number of states from mid 2018:
  • BAY States (Borno, Adamawa and Yobe);
  • GBT States (Gombe, Bauchi and Taraba) and
  • Partnership states (Kaduna, Kano and Jigawa).

• The Human Resource Assistant is to assist the HR and Personnel Manager with interviews and hiring actions, ensuring completion of employees’ documentation and administration, complete administrative tasks related to all aspects of HR sections on the Propcom programme.
• She/he will be required to assist in preparing job advertisement and general correspondence, arrange, coordinate logistics support for selection and maintain personnel files on the Propcom programme.
• The HR Assistant will serve as the liaison between the field offices and the Abuja office for HR related activities. He/she will perform any other duties that may be assigned by the HR and Personnel Manager.

• Assist with staff recruitment by sending invitations and scheduling interviews.
• Informing the HR and Personnel Manager and team members of joining dates of new hires and coordinating with other units for necessary arrangements.
• Preparing Induction Schedules for new hires
• Collate exit interview reports for exiting staff and filing.
• Researching on changes or updates in the country labor laws and informing the HR and Personnel Manager of these developments.
• Maintain personnel records, tracking employment history, confirmation, promotions, transfers, salaries, and training.
• Issuing of contracts and confirmation to newly employed staff.
• Ensure that all documents in respect of new employees are received in good time to facilitate prompt confirmation of appointment.
• Updating the HR online databases.
• Prepare HR reports.
• Administering payroll information to the Finance team and maintaining staff related records.
• With the HR and Personnel Manager; plan, coordinate and conduct training occasionally, including induction programs for new hires.
• Processing of staff benefits such as Health Insurance and Life Insurance.
• Scan all ex-staff files as soon as soon as possible after exit
• Collect approved leave forms from staff and update the Leave Tracker.
• Draft correspondence for and on behalf of Propcom staff.
• Any other duties that may be assigned from time to time.

• Relevant academic qualifications in relevant field.
• Relevant working experience within Human Resource Management and Administration.
• Good organizational and accurate record keeping skills.
• Ability to understand comprehensive information.
• Good numeracy and IT skills required for operating various systems.
• Ability to interpret, analyze, and explain the official framework employment regulation.
• Integrity and use of initiative.
• Good negotiating and influencing skills in implementing personnel policies.
• Able to work alone on a broad variety of projects.
• Good interpersonal skills should be helpful and have an approachable disposition.
• Experience using standard editing/proofreading marks and graphic layout designing.
• Demonstrate excellent computer skills in Word, Excel, and PowerPoint. Ability to work independently with initiative to manage high volume and sensitive workflow, knowledge of DFID employment regulations.
• Excellent written and spoken English.
• Able to manage multiple tasks efficiently and must work well under competing deadlines.

• Propcom Mai-Karfi is a six-year DFID programme aimed at increasing incomes for the poor in Northern Nigeria through enhanced employment opportunities for increased employment and improved productivity in selected agricultural market systems in northern Nigeria. It now has a three-year extension 2018-2021 to work in a reduced number of states from mid-2018:
• Tier 1 (Borno, Adamawa and Yobe);
• Tier 2 (Gombe, Taraba and Bauchi) and
• Partnership states (Kaduna, Kano and Jigawa).

• To supervise the efficient disbursement of funds in line with Palladium’s policies and procedures.

• The Finance Officer - Abuja will be responsible for ensuring timely payment of all invoices and expenses for the Propcom Mai-karfi programme and proper documentation of financial transactions for audit trail.
• S/he will form part of the programme finance team and work closely with the Cash Officer, Logistics Officer, Operations & Security Manager and report to the Senior Finance Manager, and through him/her to the Finance and Administration Manager.

• Preparation of payment vouchers for all transactions ensuring appropriate signing, filing and documentation and the existence of a clear audit trail in line with DFID and Palladium guidelines.
• Support the Senior Finance Manager in preparation of monthly financial forecasts for the state, including statements of the office imprest account and requests for funds from the Abuja office.
• Update all financial registers including travel advance register, recurrent bill register, withholding tax register, etc and support Cash Officer to maintain cash/bank registers, cheque registers daily.
• Prepare monthly office running costs analysis.
• Draw up schedules on withholding tax monthly for remittances to appropriate authorities, and ensure prompt remittance of PAYE, WHT and other statutory taxes in line with the tax guidelines.
• Support the programme Senior Finance Manager in the preparation of cash books
• Coordinate funds/advance retirements, reimbursement and refunds ensuring that advances are promptly retired as at when due.
• Support staff with lead responsibility for implementation of specific programme activities to calculate activity budgets (using the ‘standard unit costs’ spreadsheet in programme strategic planning framework) and to input into state workplans and budgets where required
• Support technical team to access, manage and retire funds for programme activities relating to partners and incidental expenses during and immediately after programme events.
• Compute Drivers’ monthly overtime and other associated costs in conjunction with the Logistics Officer
• Respond to any queries and requests from the FAM and SFM relating to financial oversight and quality control of state financial information and compliance with all external audit requirements.
• Provide support to Staff, Vendors, Consultants, etc with practical orientation and ensure adequate understanding of office financial management systems, procedures and individual responsibilities, and provide them with templates for fund requesting and financial reporting.
• Ensure all finances are managed in alignment with the Nigerian government regulations, company and client’s financial policies and procedures.

• The Finance Officer - Abuja will report to the Senior Finance Manager and, through him/her to the Finance and Administration Manager as designated by the Team Leader or Director Operations.
• S/he will also be expected to establish and maintain good working relationships with the rest of the Propcom Mai-karfi team.
• The Finance Officer - Abuja will also be expected to establish and maintain relationships with key account officers in the various banks through whom the programme financial transactions take place.

• Relevant academic qualifications in a related field.
• Relevant working experience within Finance and Administration.
• Good organizational and accurate record keeping skills.
• Ability to understand comprehensive information.
• Good numeracy and IT skills required for operating various systems.
• Ability to interpret, analyze, and explain financial report.
• Integrity and use of initiative.
• Good negotiating and influencing skills in implementing financial policies.
• Able to work alone on a broad variety of projects.
• Good interpersonal skills should be helpful and have an approachable disposition.
• Experience using standard editing/proofreading marks and graphic layout designing.
• Demonstrate excellent computer skills in Word, Excel, and PowerPoint. Ability to work independently with initiative to manage high volume and sensitive workflow, knowledge of DFID employment regulations.
• Excellent written and spoken English.
• Able to manage multiple tasks efficiently and must work well under competing deadlines.

• Only shortlisted candidates will receive an invitation for an interview. Please note that any successful candidate will be subject to a pre-employment background investigation
• Practical understanding and application of donor regulations in large and complex projects is highly desired
• Excellent computer skills including and proficiency in the use of automated assets and inventory software, fleet management and reporting software