Finance and Operations Manager, Alive & Thrive (A&T) Nigeria

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Finance and Operations Manager, Alive & Thrive (A&T) Nigeria
Location: All Nigeria
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Ad description

Job Description:

Under the leadership of the A&T Nigeria Project Director:

  • Assume primary responsibility for managing project financial, operational and administrative functions.
  • Manage financial/accounting operations including overall financial monitoring and accurate and complete financial reports.
  • Ensure sound financial management of sub-awards, including appropriate utilization of funds, timely invoicing, financial tracking, etc. Liaise with key sub-contractors in relation to financial matters as per the project financial guidelines.
  • The position requires qualification and appropriate skills in accounting, extensive experience in sub-award management, as well as strategic thinking, excellent communication skills, and strong technical knowledge in the area of financial management.

Responsibilities:

  • Assume responsibility for managing financial/accounting aspects of the project on a daily basis.
  • Work closely with the A&T Nigeria Project Director and project headquarters staff with regard to budgeting, fiscal monitoring, accounting, sub-award planning, contracting, financial monitoring, and other tasks, as requested.
  • Follow up on all financial aspects of local procurement and contracting, including processing of payments, financial monitoring, tracking, etc. as per project financial procedures.
  • Ensure compliance of internal and sub-contractors’ expenditures with organizational policies and procedures.
  • Provide necessary financial and administrative support tall project staff, consultants and sub-contractors and ensure timely reporting of expenses.

Imprest Accounting:

  • Assume primary responsibility for processing and reconciling imprest account promptly and accurately, including the review of bank statements, bank reconciliations, expense/advance reports, and imprest summaries. Imprest account is managed using QuickBooks.
  • Ensure that imprest report is complete, individual transactions are properly documented and all accounts are reconciled prior to submission to Headquarters.
  • Work closely with project headquarters staff to ensure final reconciliation of imprest transactions and to resolve questions on the imprest reports promptly.
  • Work closely with the A&T Nigeria Project Director to prepare cash flow and monthly projection of expenses for replenishment of field funds.

Financial Management of Sub-Awards:

  • Review and analyze vendor and sub-contractor vouchers for accuracy and compliance with client’s and organization’s billing requirements.
  • Processes vendor and sub-award payment requests.
  • Maintain individual financial trackers for each sub-award.
  • Conduct periodic site visits to sub-awardees to monitor financial performance, verify supporting documentation, review invoices, and ensure proper internal control systems and procedures are in place.
  • Serve as a liaison between vendors and sub-contractors and the project headquarters office in matters related to financial management.
  • Compile and record regular information on the payments, invoices, and overall financial status of sub-awards in the monthly commitment tracker.
  • Request annual audit reports from sub-contractors and partners as applicable, review and report to headquarters Senior Finance Manager on the results.

Accounts Payable and Cost Allocation/Administration:

  • Prepare and process payroll in collaboration with FHI Nigeria Country Office
  • Review and reconcile expense reports submitted by office staff and consultants, provide feedback as necessary.
  • Review and analyze vendor vouchers for accuracy and compliance with client’s and organization’s billing requirements; process payment requests accordingly.
  • Assure proper allocation of expenditures to funding source and expense categories.
  • Manage petty cash.
  • Work with FHI Nigeria Country Office counterparts as necessary for financial, procurement and administration processes.

Budget:

  • Work closely with the A&T Nigeria Project Director to prepare annual budgets.
  • Maintain, review, analyze and track country project budget as necessary; record costs against budget.

Administrative Management:

  • Coordinate project activities with the Field Office team in order to support sound fiscal and administrative management of these activities in accordance with organizational policies and procedures.
  • In coordination with A&T Nigeria Project Director, monitor project activities and make sure that communication and coordination among project partners is effective to ensure that activities are complete and on schedule.
  • Coordinate local procurement for equipment, supplies, and services.
  • Monitor and administer local contracts and consultancies.
  • Ensure that appropriate supporting documentation is obtained for all procurement transactions.
  • Ensure compliance with Nigerian laws (including labor laws) and tax regulations.
  • Organize business meetings and workshops, including engaging speakers, making room arrangements, arranging refreshments, and taking minutes, as directed.
  • Coordinate and arrange travel and accommodation for staff and visiting consultants, including booking hotels, organizing meetings, arranging train, car, or air travel; tracking messages and communication; and maintaining contact with staff during travel.
  • Maintain and update project inventory list.
  • Manage filing system for all financial, contractual, and personnel documents.
  • Coordinate with local organizations to ensure collaboration on administrative issues.
  • Maintain close communications with project partners and HQ staff.
  • Assist the A&T Nigeria Project Director and other program staff as applicable to prepare advance lists of procurement and technical activities for planning efficient and timely inputs to support work plan activities.
  • Keep the A&T Nigeria Project Director updated on latest rules and regulations regarding country operations and support him/her to carry out activities accordingly.
  • Serve as liaison between home and field office.
  • Perform other duties as necessary.

Qualifications:

  • Degree in Accounting, Finance, or other relevant field or equivalent combination of education and work experience.
  • Strong financial and accounting skills
  • QuickBooks experience strongly preferred
  • Computer skills, including Microsoft Word and Excel
  • Excellent organizational and written and oral communication skills
  • Ability to travel to project field sites
  • Fluency in written and spoken English required
  • Ability to work with minimal supervision
  • Proven ability to pre-plan critical actions and carry out actions in an efficient and timely manner
  • Track record of being a team player, ability to deal with multiple tasks, flexibility and getting critical tasks completed on time

job.naij@gmail.com
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