Finance and Administrative Officer at Global Fund

Employer: USAID
Reports to: Executive Secretary
 
Job Purpose

• To maintain robust finance and administration management systems of the Secretariat of the Nigeria Country Coordination Mechanism, and to provide accurately, timely, and fully transparent reports and information to the Global Fund, CCM implementing partners and constituencies, and other external stakeholders. 
• Assure that NCCM financial activities, records, and information are in compliance with all official governance documents of the Nigeria CCM (e.g., Constitution, Governance Manual, and Implementation Annex to Governance Manual).

Key Duties and Responsibilities

• Manage all CCM finances and accounting in accordance with Global Fund and other donors’ requirements, and in accordance with NCCM Financial Management and Procedural Manual; 
  • Maintain accounting records of CCM budget and expenditures under the supervision of the Executive Secretary; liaise with funds receiving bank or other entity for timely financial management;
  • Provide routine financial reports on CCM funds, quarterly at CCM plenary meetings and monthly for Executive Committee;
  • Ensure that CCM annual audits are conducted and reports submitted in a timely manner, and archived.
  • Archive and maintain budget and expenditure documentation for ease of access and ready reference
• Provide administrative, financial, and logistical support for core CCM functions mandated by the Global Fund, including the development of CCM requests for funding, nomination of Principal Recipients, oversight of Global Fund grants, and periodic program reviews and requests for continued funding:
  • Provide financial and logistical support to CCM members for meetings, venue, catering, travel, and supplies associated with CCM activities, and
  • Ensure preparation, filing and archiving of required documentation and records for all CCM functions.
• Provide administrative, logistical, and financial support for CCM membership renewal and constituency consultations:
  • Assist Communications Officer, as needed, to support CCM in electing and orienting members;
  • Assist Communications Officer, as needed, to support CCM members in planning and conducting constituency consultations;
  • Maintain and archive financial records for any activities related to membership renewal and constituency consultation activities.
• Provide administrative, logistical, and financial support for CCM governance activities, including:
  • Rreview and revision of CCM By-Laws and Standard Operating Procedures;
  • Maintaining and archiving Conflict of Interest policy and records (e.g., annual Declaration of COI forms);
  • Executive Committee actions.
• Provide administrative, logistical, and financial support for CCM operations, including:
  • Organization and conduct of CCM and committee meetings including meeting invitations,  logistical arrangements (member per diems, travel/lodging, and meeting refreshments);
  • Financial and logistical support to CCM members for meetings, venue, catering, travel, and supplies;
  • Preparation, submission, and securing approval of CCM two-year operational plan and budget; conduct Secretariat activities according to the CCM work plan and budget
  • Maintain and update, as needed, the CCM Financial Management and Procedural Manual
  • Archive all CCM documents, including governance documents and policies, proposals, grant performance and CCM oversight reports, communications with the LFA and the GF Secretariat, and all CCM secretariat activities.
• Provide administrative and logistical support for CCM Resource Mobilization Committee
• Manage routine Secretariat operations, including:  office communications, phones, and internet; office supplies; equipment maintenance.
• Complete any other assignments that might be assigned by the Executive Secretary.

Key Outputs

• CCM financial reports produced and submitted in a timely manner.
• Financial accounts and procurement reports prepared and submitted to CCM.
• Technical support and guidance provided to CCM to implement the Financial Management Manual, Procurement Plan and Policies and Procedures or similar documents.
• Financial Management Manual and Procurement Plans updated periodically.
• Periodic operational plans for monitoring the financial performance of CCM Funds formulated.
• Implementation of activities and attainment of targets specified in the annual CCM financial and procurement plans monitored.
• Joint reviews and sector reviews of the progress of the national response supported.
• Input provided into the CCM performance monitoring tool for the CCM Funds and GF grants; from the financial data obtained through the monitoring exercise.
• CCM annual audits are conducted and reports submitted in a timely manner.

Personal Specifications
Qualifications:

• A first degree in Finance, Accounting, Business Studies or equivalent

Experience:

• Minimum of three years of experience in working with multi/bilateral organizations, national and/or international NGOs

Competences:

• Financial accounting skills
• Good administrative skills
• Excellent computer skills including proficiency in using email, word processing and spread sheet applications, preferably Microsoft Office applications.
• Good planning, organizing and coordinating skills
• Problem solving skills
• Excellent verbal and written communication skills
• Demonstrated experience in standard budgeting and financial management practices
• Logistical and organizational experience and capacity
• Highly detail-oriented