Finance and Administration Manager at Plan International

Role Purpose

• The Accelerated Nutrition Results in Nigeria (ANRiN) project aims to increase the utilization of quality, cost-effective nutrition services for pregnant and lactating women, adolescent girls and children under five years in Nigeria.
• The World Bank-funded programme will be implemented across selected states through community-based nutrition services. In Kaduna State, there will also be an additional element of the provision of adolescent health services. The purpose of this role is to manage administrative/logistical support and Finance
• The project will be implemented by Plan International Nigeria in collaboration with the State Ministry of Health,  State Primary Health Care Development Agency, local CSO partners and other relevant stakeholders.

Dimension of Role

• The Finance and Administration Manager will be responsible for overall financial and Administrative management of the ANRiN basic nutrition package programme in one of the states where Plan International will be implementing (Kaduna).

Key Roles/Responsibilities

• Support the reconciliation of overall programme budgets and budgets of implementing partners
• Prepare programme quarterly expenditure and forecasts reports for the donor
• Work with the Project Director to support the monitoring and reporting of progress against programme KPIs and outputs
• Liaise with Grants Finance staff at the national UK office, and have regular catch-ups on progress of project
• Contribute to programme procurement processes by offering financial advice, if/ as needed
• Manage contracts and services for the office and delegate houses and apartments
• Provide day-to-day support to staff, including telephones, internet service and office equipment and identify future needs
• Coordinate the planning and organization of meetings and workshops
• Manage and maintain a well-functioning logistics support operation
• Manage logistics and procurement operations with partners, finance, logistics and procurement units.

Key End Results and Typical Responsibilities: Finance
Support Budget preparation and Budgetary Control for the effective implementation of financial plans. To do this, the role will:

• Prepare the ANRiN project annual budget as part of the preparation of the Country’s annual budget.
• Monitor the project budget to ensure spending as per plan to avoid over/under spending.
• Prepare the monthly project IGF (Indicative Grants Funding) report.
• Prepare the quarterly Project KP06 budget.

Prepare Financial and other Reports to aid the preparation of the overall country’s financial report for dissemination and decision-making. To do this, the role will:

• Assist in the preparation of country’s financial management reports (Monthly, quarterly and yearly).
• Prepare a monthly budget vs Actual spending project report.
• Prepare the Project monthly Target Bank Balance (TBB) report.
• Prepare the monthly Partners unliquidated advances report.
• Assist the CFM in the preparation of the quarterly and year-end financial schedules.
• Make a monthly support visit to the project partners and submit report.
• Submit the project office sub-ledger for all advances, prepaid expenses, accruals etc., to CO.
• Follow up staff advances to ensure prompt liquidation and submit monthly report to CO Finance Officer for consolidation.   

Support the Field Office Treasury Management and Cash Forecasting to ensure the availability of funds for country operations. To do this, the role will:

• Prepare and submit the project monthly cash forecast.
• Ensure prompt transfer of funds from CO to the project bank account.
• Ensure that the project cash and bank accounts balances are never in negative.
• Follow up bank account issues in a timely manner.
• Prepare the monthly bank reconciliation statement and submit to CO for consolidation.
• Review and submit to CO the monthly receipts reconciliation statement.

Manage the operations of the SAP system in the field office to meet Plan’s spending and financial reporting requirements. To do this, the role will:

• Undertake accuracy checks to ensure all transactions entered in SAP are correct.
• Regular review of NRGRANT status towards ensuring grant-related expenditure are charged on applicable grant.
• Ensure correct use of WBS (work breakdown structure) for all requisitions and journals etc.
• Ensure that invoices are posted only when good receipt note have been entered by Procurement dept., to avoid GR/IR (Good receipt/Invoice receipt) related issues.
• Submit to CO Finance Officer the monthly accrual and prepayment schedules.
• Advise CO on all project-level intercompany recharges.
• Ensure to carry out all required month-end procedures before SAP is closed - balance sheet accounts review, clearing of accounts 121000, NO recharge GLs etc.
• Ensure the required SAP monthly reports are printed and signed off.
• Maintain a good filing for all project-level SAP payment vouchers and reports.

Implement Internal Financial Controls & Payment processes for the attainment of value for money at all times. To do this, the role will:

•  Ensure payments made are as per Plan’s approved policies, procedures, and that of the donor rules and regulations.   
• Review the finance sections of all purchase requisitions, advance requests, liquidations, and purchase orders for financial conformity.
• Review all cheques issued before sign off by Plan authorised Managers.
• Prepare Project financial audit action list after each audit and ensure compliance.
• Ensure project-level accounting is processed and prepared based on the accrual accounting principle.

Support the accurate and timely payment of statutory deductions. To do this, the role will:

• Ensure all withholding taxes are remitted as per statutory timelines and receipts collected.
• Ensure withholding tax credit notes are promptly collected for distribution to vendors/consultants etc.  

Others:

• Ensure direct report’s IAP, six months appraisal and annual appraisal are timely completed and documented.
• Provide training and share good experience/practice among the team to strengthen team capacity.
• Keep Supervisor informed of any initiative or difficulties relating to the job’s responsibilities.
• Perform any other duties that may be assigned from time to time to support the achievement of organizational goals.

Technical Expertise, Skills and Knowledge
Essential:

• Qualified Chartered Accountant (Accounting professional qualification is essential) with minimum of 10 years of experience
• At least 7 years of experience in a bi-lateral or multi-lateral agency financed project in Nigeria (or an African country)
• Working Experience in use of SAP
• Excellent and demonstrable experience in procurement processes and logistics management.
• Knowledge and expertise in the field of project preparation, commercial negotiations, financial management, internal controls/systems development, accounting, auditing and reporting
• Ability to solve problems effectively, exercising good judgement.

Desirable:

• Experience in financial management capacity building of implementing partners
• Experience working and collaborating with diverse stakeholders, such as local NGOs, government officials, donor representatives, local and international staff
• Ability to represent the project to various audiences including senior government officials and donor representatives
• Strong communication skills, including advanced report writing skills
• Nigerian national with the ability to articulate and demonstrate a strong understanding of the contextual challenges faced by communities in Nigeria (ideally in Kaduna).