Finance and Operations Manager at Girl Effect

Context of the Role

The FinOps Manager will be responsible for the day-to-day operational and financial management of the Girl Effect Nigeria (GEN) Office. This includes leading on and coordinating all operational matters including IT, procurement, logistics, assets, security, HR management and general administration; while at the same time managing all financial activity, including budgeting, accounting, audit, accounts payable and receivable, cash management, and year end.

Key Responsibilities

Procurement

• Lead on the procurement of goods and services for GEN in accordance with procurement policy and best practice value for money.
• Ensure all, particularly high value tenders, go through the appropriate process with adequate timing for a competitive process and to capture cost efficiencies. This includes obtaining competitive quotations, completing bid analysis for supplier selection, completing business cases as well as establishing relationships with suppliers, and ensuring that all the necessary paperwork is completed adequately, accurately and on a timely basis.
• Contract Management on Salesforce in line with GE contract management guidelines.

Logistics

• Be responsible for proactively managing the transport needs of all staff in accordance with GEN policy. This is both in terms of vehicles (hired cars) and air travel.
• Oversee and manage logistical support for GEN visitors, events and workshops.

Security

• Establish strong networks with Spearfish Security Company and proactively network and engage in the security management of Girl Effect Nigeria operations including travel risk assessments.
• Ensure that relevant policies and guides are up to date (the GEN Visitor Guide, SMPs, SOPs, telephone tree numbers)
• Ensure that GEN has an adequate response to any security related emergency and to a medical emergency across all levels
• Ensure that all staff have security briefing when arriving in country (visitors) and/or prior to travel (all staff).
• Arrange risk assessments of Marker Hotels/Accommodation for visitors; ensure they meet basic security requirements.
• Coordinate with the GEN Team and complete the Quarterly Risk Register and Incident Reporting liaising with Ops Manager in London.

HR Administration

• Prepare the monthly staff payroll for approval.
• Ensure all personnel files are maintained confidentially with appropriate records filed in line with the checklist (inc. emergency contact details, medical scheme details, absences etc).
• Facilitate the on-boarding and off-boarding of staff and ensure detailed induction plans are prepared for all new team members, liaising with the wider team where relevant.
• Pro-actively and periodically refresh the GEN team on key HR policies and procedures to ensure adherence and appropriate authorisations for leave, TOIL and travel.

 Office Management

• Oversee and manage GEN IT infrastructure, including management of any Service Level Agreements (SLA), and ensure best practice by all staff on data protection and IT security.
• Maintain the IT Problem Log ensuring problems are addressed effectively, monitoring repeats and identifying on-going problem areas for solution.
• Ensure the visitors’ and staff movement tracker is updated as and when staff travel and oversee the car hire and driver(s).

Asset & Inventory Management

• Manage and maintain the asset / inventory register ensuring all new assets are recorded in the register, provided with an asset code and are physically labelled.
• Safeguard all of Girl Effect's physical assets ensuring high value items are secured daily and physical verification spot checks are carried out monthly with full asset verification quarterly. Maintain assets. Report any loss as per process.
• Review and ensure adequate asset, risk and cash insurance is in place for GEN.

Budgeting & Accounts Payable

• Develop and report against the GEN budget.
• Manage all donor budgets and donor budget reporting
• Oversee the day to day management of the purchase ledger team ensuring that supplier payments are made in a timely manner and in accordance with contract terms, including management of Finance Officer.
• Ensure Supplier Statement Reconciliations are carried out
• Manage expense reimbursement across the business ensuring timely payment to staff.
• Review payment requests are in line with the Organisations policies for UK and In-Country offices.

Financial Accounting

• Oversee month-end closure and the timely and accurate reconciliation of control accounts supporting the management accounts process.

Treasury Cash Management

• Oversee day to day banking and weekly cash flow report to be provided to the Financial Controller.
• Manage the petty cash process on a monthly basis ensuring that cash discrepancies are investigated and resolved and petty cash control account is reconciliation.

Year End

• Ensure the transactions, bank reconciliations, balance sheet reconciliations, payroll control accounts and fixed assets asset are ready in line with the year-end close down.
• Assist in the preparation of the Financial Statements and the preparation of data for the auditors.
• Assist with the provision of documents and information for country statutory and tax audits as they arise.

This role is being recruited on a 12 month fixed term basis