Senior Finance and Administration Officer at International Alert

Location: Abuja
Reports to: Nigeria Country Manager
Functional Supervisor: Head of Operations and Development (London)
Other lines of communication: Works closely with Country Managers and Senior Project Officers.
Contract Duration: One year with the possibility of extension.

Job Purpose
International Alert are starting a new programme in Nigeria.

• The Senior Finance and Administration Officer (SFAO) position will be central to setting up the financial and administrative systems and supporting efficient management of the International Alert Nigeria country programme. The SFAO will:
• Oversee and manage all finance and administration related activities in regards to Alert projects in Nigeria, in line with local laws, Alert policies and procedures and international best practice.
• Supervise all aspects of programme financial management related to Alerts operations in Nigeria as part of the Africa programme and provide strategic and technical support to budget holders with all aspects of grant management.
• Oversee and manage all HR, IT and security-related activities, including administrative and logistical support to the country team and visiting staff members, in line with local laws, Alert policies and procedures and international best practice.
• Liaise with partners and donor representatives in Nigeria in relation to administrative and financial issues, with an emphasis on ensuring effective grant management.

Duties and Responsibilities

• Oversee and manage all finance and administration related activities with regards to Alert projects in Nigeria in line with local laws, Alert policies and procedures, and international best practice.
• Develop and maintain robust programme financial management systems to ensure the proper management of Alert financial resources in regards to operations in Nigeria;
• Maintain office accounts in accordance with local legislation, Alert’s finance systems and donor requirements;
• Oversee petty cash and monitor bank accounts (including reconciliations);
• Ensure that all expenses are authorised and efficiently processed;
• Ensure Alert tax payments and other statutory obligations are administered in accordance with Nigerian law;
• Submit timely, accurate monthly financial reports and expenditure forecasts as required by London Finance Team;
• Receive monthly overseas financial data from London Finance Team and review it for accuracy and completeness;
• Ensure compliance by Alert Nigeria and budget-holders with local legislation, Alert 2 policies and procedures as well as donor regulations;
• Comply in a timely, accurate way with any in-country reporting and audit requirements;
• Support London Finance Team in providing financial information and documentation for the annual organisational audit.
• Supervise all aspects of programme financial management related to Alert’s operations in Nigeria and provide strategic and technical support to budget holders with all aspects of grant management.
• Provide timely and accurate overseas office financial reporting to Alert London Office;
• Maintain an understanding of the overall financial picture of the
• country office including matched funding requirements and communicate this to Country Manager;
• Prepare expenditure forecasts and request project funds (from donors and partners);
• Ensure compliance with donor procedures and regulations, and oversee audits;
• Assist the Country Manager with annual budgeting and forecasting and business-planning;
• Support budget-holders, Country Manager and Senior Programme Design and Assessment Officer in developing budgets for new grant proposals;
• Induction and training on local finance policies, procedures and systems;
• Bring any issues of non-compliance to the attention of the Country Manager.
• Oversee and Manage all HR, IT and Security-related activities, including administrative and logistical support to the country team and visiting staff members, in line with local laws, Alert policies and procedures and international best practice.
• HR (working closely with Alert’s HR Team in London)
• Monitor Nigerian labour laws that are relevant to INGO work and contribute towards the development of Nigeria programme HR policy with the Country Manager as appropriate;
• Conduct quality control of HR practices and ensure that Alert Nigeria HR policies, systems and procedures are followed;
• Provide necessary administrative support on all aspects of HR management;
• Coordinate inductions, briefings, trainings of staff;
• Take out and maintain cost effective health cover for staff;
• Undertake annual salary benchmarking and inflationary reviews and recommend any changes to the Alert
• Nigeria salary scales to the Country Manager as appropriate. IT (working closely with Alert’s Technology Team in London)
• Ensure the smooth running of Alert Nigeria IT systems;
• Provide briefings on Alert’s IT policies, systems and procedures and ensure compliance;
• Ensure staff have necessary access to Alert Outlook and Intranet systems and provide briefings where required. Office administration systems
• Contribute towards the establishment of office policies and systems including sourcing an office;
• Ensure that Alert offices are in good order, ensuring rental agreements are kept up-to-date and facilities such as water, electricity, etc. are maintained;
• Act as an authorisation signatory in the absence of the Country Manager;
• Manage computer equipment, office supplies and other project assets (including inventories) in Nigeria;
• Purchase new equipment, as required and necessary, in full compliance with Alert and donor procurement procedures;
• Oversee the proper use of office vehicles, including maintenance, staff use and compliance with rental agreements and local legislation;
• Ensure implementation of office health and safety policy;
• Take out and maintain cost effective office insurance policies.
• Security Act as Point of Contact for Nigeria operations for all security-related matters;
• Be responsible for the country security plans, including regular updates as necessary, and drafting sections for new areas of operation;
• Provide security briefings, in line with Alert’s Security Policy and country plans, to all visiting staff members and consultants;
• Together with Country Manager, monitor the security situation in the country and keep colleagues up-to-date;
• Monitor staff movements when travelling on Alert business in the country
• Liaise with partners and donor representatives in Nigeria in relation to administrative and financial issues, with an emphasis on ensuring effective grant management
• Conduct partner assessments (financial and organisational) of capacity to receive and implement grants;
• Develop and issue partners with sub-contracting and other partnership agreements, ensuring compliance with agreed terms;
• Ensure timely transfer of agreed funds to all partners;
• Maintain regular relations with grant partners on issues of finance and administration;
• Provide partners with basic capacity building in financial management, where needed;
• Monitor and review partner financial reports, checking for accuracy and completeness;
• Provide other administrative support with partner management and relations as required;
• Liaise with donor representatives on financial and administrative issues, as necessary;
• Contribute to donor reporting, in close cooperation with Country Manager.

Other

• Provide administrative and logistical support to the team as required;
• Develop understanding of project activities and strategies;
• Participate in the development and implementation of Nigeria Country Strategy;
• Maintain good relationships and collaborate with Alert's London office, especially the Finance team;
• Accompany senior colleagues when undertaking external networking or representation, as required;
• Any other duties which contribute to the smooth running of Alert, as required by the Country Manager.

Travel requirements:

• This position is based in Abuja, with occasional travel to other regions of Nigeria.

Person Specification
Essential requirements:
Talents:

• At Alert, we have introduced Talent Management to our business model as we believe talented people are crucial to the success of our work.  We believe all individuals are talented and success comes in matching the right talents to the right roles.
• For this role, the skills, qualifications and experience listed below are important, but we believe that to be successful in this job you will have a talent for being highly organised and flexible, with a solution-oriented, can-do, positive attitude even when under pressure.
• The post holder will be customer-focused and have highly developed interpersonal and communication skills, and an ability to build the kind of relationships, both internally and externally, that will gain respect and cooperation.
• A Degree or equivalent in a relevant subject.
• At least 3 years’ managing finance and administration for an INGO project/office in Nigeria, including experience of accounting for funds from international funders and grant audits
• Significant experience of developing budgets and financial forecasts, monitoring and reporting
• Experience of systems development and management (financial and others)
• Experience in negotiating best value contractual agreements with service providers
• Good English language skills
• Good understanding of Nigerian legal and labour law requirements for INGOs
• Excellent computer literacy and knowledge of Microsoft Office applications -Word, Excel, Power point, internet, etc.
• Good understanding of donor requirements, e.g. EU/USAID
• Good knowledge of accountancy packages (preferably SUN systems)
• Good interpersonal skills and communication skills
• Ability to work under pressure and to tight deadlines –to be able to prioritise clearly
• Personal and professional integrity, flexibility, initiative and meticulous attention to detail

Desirable Requirements

• Qualification in Management;
• ACA/ACCA/CIMA Audit training with a reputable company.
• Experience in financial capacity building of non-finance managers, in particular working with  partner  organizations  (establishing  and  operationalising  partnership  agreements, capacity building).
• Experience of management of security in an INGO context Business planning IT networking and maintenance.

Salary

• Competitive salary.