Finance & Administration Officer at Catholic Agency for Overseas Development (CAFOD)

Job Description

• This role is responsible for providing smooth and effective financial and human Resources administration for Nigeria office programmes.
• The post-holder will support in maintaining an accurate overview of programme and office finances, providing guidance and enabling the effective management for the country and/or region.
• They will be responsible for financial aspects of donor compliance, in liaison with the Programme Development and Funding Officer
• The postholder works within the team based in Nigeria and works closely with others across the region and with finance, human resources and operations teams in London
• The post holder is not a budget holder but handles cash and ensures financial and administrative compliance.
• The post holder will undertake the responsibility as the HR Focal Point for Nigeria Country.
• The post-holder will be expected to undertake some travel nationally (up to 12 weeks per year).

Key Responsibilities
Support the effective financial management of CAFOD’s finances:

• Responsible for book-keeping using relevant software
• Maintain bank and cash records using SUN Infor 10 accounting software.
• Lead the financial reporting process making sure deadlines are adhered to:
  • Prepare monthly accounts in compliance with CAFOD’s financial procedures.
  • Prepare bank and petty cash reconciliations and submit for approval
  • Perform petty cash count monthly under the supervision of the Country Representative.
  • Prepare monthly payroll report
• Support the budgeting processes and suggest relevant changes as necessary
• Monitor expenditure against budgets and advise budget-holders of expenditure-to-date and variances arising and prepare budget forecasts.
• Manage bank accounts (but not a signatory)
• Manage funds available in-country, ensuring that adequate funds are maintained for all areas of work, transfers are made as appropriate, and the necessary arrangements for obtaining and securing petty cash are in place and maintained.
• Process payments that need to be made for all goods and services
• Under supervision of the Country Representative, administer the monthly payroll for staff.
• Assist in maintaining overview of the programme and office finances, providing accurate and timely updates to Programme Managers and CAFOD in London when requested to
• Coordinate the timely submission of any records and accounts as required
• Assist in conducting financial assessments of CAFODs programme work, reviewing budgets and reports, reviewing audits; assist in identifying any financial problems or fraud.
• Support the budgeting processes and suggest relevant changes as and when necessary.
• Assist in training of programme staff in the policies and procedures for financial accountability.
• Ensure upward and downward transparency and accountability throughout the programme.
• Preparation of documents for annual or donor audits.
• Responsibility for book-keeping & ensure monthly returns to Finance.
• Under supervision of Country Representative, ensure accurate and timely monthly payroll for office staff.

Programme Finance:

• Support programme staff in conducting financial assessments of CAFODs partners programmes, reviewing budgets and reports, reviewing audits; responsible for identifying any financial problems or fraud.
• Review programme budgets, partner and donor financial and audit reports, and assist in identifying any financial problems or fraud
• Support CAFOD staff and partners to build their financial capacity where needed.
• Provide training of programme and partners’ staff in the policies and procedures for financial accountability, in collaboration with the Country Representative/Programme Officers.

Administration:

• Ensure the effective running of CAFOD offices in Nigeria, including their rental and running.
• Oversee all office administration and ensure effective and efficient administrative functions, including organising filing systems to facilitate easy access.
• Ensure the satisfactory use, servicing, and insurance of CAFOD’s assets, including computers, IT, photocopiers and other equipment as necessary
• Ensure appropriate insurance cover is in place for staff travel, health, office building and contents and vehicle insurance.
• Maintain contacts and relationships with legal advisors.
• Prepare the necessary documentation for annual audits
• Support to the Country Representative in maintaining CAFOD’s legal registration with relevant bodies
• Represent CAFOD at INGOs Administrators’ meetings and other relevant forums as required.

Human Resource Management:

• This post-holder is the HR Focal Point, responsible for the following: 
  • Support to Country Representative and other people managers on recruitment and HR processes including drafting of employment contracts in accordance with CAFOD policies and local labour laws. 
  • Work closely with CAFODs People Services Officers and People Partners holding regular meetings to ensure the efficient sharing of information and insights so that managers receive a streamlined and efficient service. 
  • Giving and receiving references in accordance with the inter-agency misconduct disclosure scheme 
  • Provide advice and support to staff and managers on CAFOD policies. 
  • Ensure HR records are up to date. 
  • Oversee induction of new staff members. 

Safeguarding:

• All CAFOD staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions they should take given their role and responsibilities.
• This list of duties and responsibilities is by no means exhaustive and the post holder may be required to undertake other relevant and appropriate duties as required. This job description is subject to regular review and appropriate modification.

Person Specification
Essential Criteria:

• Understanding our context
• Understanding Catholic identity
• Understanding CAFOD
• Understanding international development     

Working together:

• Managing ourselves
• Working with others: Coaches and mentors’ staff in sound financial management skills
• Communicating
• Looking outwards: Understanding of donors and ability to ensure compliance to donor requirements      

Making change happen:

• Managing resources:  Creates budgets; Full understanding and practical application of good financial standards and PCM; Full understanding of CAFOD’s finance systems and grant making; Monitors and reviews expenditures accurately, recognizes errors, issues and fraud.
• Achieving results: Suggests improvements in financial processes and practices 
• Managing our performance
• Taking the lead: Manages a multicultural team remotely   

Job-specific competencies

• Accounting qualification and experience. Proficient in double entry bookkeeping and accounting software; experience with SUN Infor10 an advantage
• Strong analytical and deductive skills
• Advanced level of written and verbal English
• Perform basic analysis using tools such as Microsoft Excel skills
• Able to support local HR functions providing advice and support based on CAFOD policies and local labour law.