Business Support Manager at Oxfam

Job Description

• The Business Support Manager is a key role in the Leadership Team that provides financial and risk management services to the Oxfam Country Office in Nigeria.
• They develop business intelligence that supports program decisions and performance management and reinforce value-for-money criteria in close cooperation with the program and management units.

Responsibilities
Performance management & Business Intelligence:

• Lead business intelligence activities, performing proactive monitoring and analysis to drive strategic business decisions and continuous improvement activities.
• Support the development of Key Performance Indicators (KPIs) and action planning to meet targets.
• Understand the key drivers / scenarios that impact performance.
• Analyze the impact of different financing strategies on programs.
• Monitor and perform high level portfolio analysis of budget vs actual (BVA).
• Ensure financial sustainability of programs and work in the country.
• Respond to informational requests from the Executing and Partner Affiliates and the West Africa Regional Platform and be the main contact point for information for all on matters to do with programme support.
• Take prompt and definite action on non-compliance with policy and practice.
• Responsible for the annual operational planning and implementation (COP).
• Advise and monitor other teams/managers on the interpretation and implementation of the full range of Oxfam’s business policies and procedures, ensuring consistency and fairness in application, in accordance with Oxfam policy and local legislative requirements.
• Oversee the design and management of regular performance assessments and reviews of partner organizations, to ensure that the capacity building programme is delivering agreed results, making necessary adjustments as circumstances change.
• Participate in the development and implementation of organizational strategy.
• Provide high quality management reports as required and deliver all statutory and financial reports within required deadlines.

Financial planning and Information Management:

• Lead the annual and periodical financial planning, budgeting, forecasting, and reporting processes to ensure efficiency and compliance with all organizational standards of management and accountability.
• Monitor grants and ensure compliance with all donor reporting requirements, including proposals, budgets and donor reporting liaising with donors and partner organizations.
• Provide strategic financial counsel to the Country Director and Country management team, ensuring accurate and timely financial information.
• Provide direct support to Programme Managers and/or budget holders on all matters of finance, specifically budget preparation, monitoring, control, and reporting with a view to ensuring good financial standards is met.
• Design and influence adoption by the finance team of tools for management information and reporting purposes.
• Assume a strategic overview of financial management systems across all programme/projects, taking note of changing external and internal environment in financial and economic conditions.

Grant management and donor Reporting:

• Ensure that the Finance Team provides proactive response to the Programme Team.

• Departmental planning and budgeting (in departmental operating plans, budgets, and (re)forecasting and analysis);
• Cost recovery through proactive and aggressive recharging of core costs and key positions to restricted donor funding.
• Contribute to proposal development (for Grants and Tenders) and lead the development of detailed internal cost models and external budget / pricing proposals together with the Supply and Logistics Manager.
• Review and sign off all proposal budgets, budget reallocation/addendum and donor financial reports.
• Collaborate with Business Development Advisor to ensure best practice for compliance and financial reporting as required.
• Review partner grant budgets, activity plans and partnership agreements to ensure compliance with donor requirements and Oxfam policies and procedures.
• Review and sign off financial accounts, comments and supporting documentation for inclusion in donor reports, ensuring that all donor reporting deadlines are met and that reports adhere to donor requirements.

Procurement & Logistics:

• Support the Supply and Logistics Manager in design and implementation of effective supply chain and logistics management strategies working with the Country Director with respect to identifying required interventions, and the resolution of attendant issues.
• Together with the Supply and Logistics Manager manage costs and ensure that budgets are not eroded through unwarranted procurement expenses.
• Support the team to embed organizational systems, standards and structures into logistics & procurement functions, including strategic advice, clarity on policy, procedures and ways of working.
• Exercise approval and signature authority within defined limits for all purchases and contract agreements and subject to appropriate approvals.
• Coordinate proposal development, particularly with respect to innovative resource planning and budgeting and realistic estimates related to logistics requirements for support and other costing for support functions.
• Exercise cost efficiency through ensuring framework agreements are in place, and be part of the procurement committee.

Information Technology:

• Ensure that IT strategy not only incorporates developing effective business solutions and services with the underlying infrastructure but that it underpins the delivery of appropriate technology enabled solutions.
• Ensure continuous follow-up to IT process and day-by-day operation that complies with Oxfam minimum standards and policies; promote best practice.

Risk Management:

• Conduct regular effective risk analysis (i.e. variance analysis, trends) and reviews for the office, ensuring proper financial and operational controls are in place.
• Regular sample check country office and file office documents to ensure the audit trails are in place.
• Conduct field visits and partner visits in coordination with programme staff and ensure quality support is provided.
• Create strategies to mitigate financial and operational risk, working closely with Country Director
• Ensure compliance with all legal and statutory reporting requirements including providing reports to the relevant bodies.
• Ensure compliance with Oxfam financial procedures and policies, including financial risk management, money laundering, value for money etc. and reduce risks associated with the programme around legality and compliance issues and alert the Country Director of any imminent risks.
• Lead Pre-audits, expenditure verifications, audits and forensic audits ensuring that TORs are up to tasks and management response is properly coordinated and submitted timely.

Leadership, Coordination and Capacity Building:

• As a member of the leadership team, support the development of key strategies with a focus on ensuring sufficient capacity and support in business operations.
• To proactively address the interface within Finance, IT & Logistics teams ensure they operate effectively and provide support to programmes on cost effectiveness, efficiency and compliance with organizational standards of management and accountability.
• Support a culture of continuous professional improvement in business, support identifying key gaps and training opportunities for staff.
• Ensure that the transformation agenda in the country and its action plan is effectively implemented, ensuring guidance and adequate support.
• Promote and shape the One Oxfam culture by facilitating spaces of participation and contribution across the various programs and support functions.
• Support local partner capacity building in financial planning, management and reporting, supply & logistics, IT.
• Development of customer service attitude within the finance, logistics, IT and administration areas of work, with the intent of developing integrated teamwork within the remit of this role.
• Stay abreast of changing organizational and external situational circumstances which may impact both the business services team and the wider organization and proactively develop suggestions for addressing them and/or incorporating relevant information into Oxfam’s ideas and approaches.
• Be actively involved in and aware of all organizational issues, so as to proactively identify potential problems and concerns and deliver quick, practical, business focused solutions.

Requirements

• Master’s Degree in Accounting, Business Administration, Economics or closely related field.
• Minimum of 10 years “hands-on” working experience in providing a whole range of financial services within a structured organization, 5 years of which must be at strategic level in an INGO program work, including field experience and/or with institutional donors.
• Experience managing program budgets of over €5 million and reporting to relevant donors.
• Good leadership skills: experience of working in a supervisory position with a team structure.
• Excellent interpersonal skills, Able to work as part of a dispersed, multi-disciplined multicultural team.
• Fluency in English (both verbally and in writing) is essential.
• Commitment to Oxfam’s overall aims and policies of promoting women’s rights and the interest of marginalized people in all aspects of Oxfam’s work.   

Working at Oxfam Novib:

• All our work is guided by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.
• At Oxfam Novib, we work according to the Feminist Principles - Oxfam Policy & Practice.
• Oxfam Novib is committed to providing you attractive and honest benefits package that is justifiable to our donors. The salary range for this position is set in scale 710 with a salary range between €4028, - and €6199, - gross based on 40 hours working week.
• Oxfam Novib is based on the power of difference. That is why we aim to attract a diverse mix of talented people who share our standards, values and principles, and who are committed to prevent and eliminate any type of misconduct.
• We have an active policy against sexual harassment, exploitation and abuse, any form of abuse of power or lack of integrity and financial misconduct. This subject will be covered in our application and selection process.