Finance, Administrative and Operations Officer at Project Hope

Program Summary

• The People-to-People Health Foundation, Nigeria (PPHFN) is currently seeking a Finance, Admin and Operations Officer to support the Niger State Group Antenatal Care Deployment to address the critical gaps in access to ANC in Nigeria.
• The goal of this TA deployment is to improve the quality of RMNCH services by supporting the government’s strategic goal of increasing ANC coverage in the targeted LGAs in Niger state and generate an evidence-base to support other states to adopt G-ANC.
• This new business model for Antenatal Care will help achieve Nigeria’s development objective of a healthier, more educated population in targeted states through utilization of quality health services in target areas and population groups.

Position Summary

• The Finance, Administrative and Operations Officer is responsible for ensuring compliance with all regulations, grant specific requirements, reporting mechanisms, and Project HOPE policies and procedures.
• S/he is responsible for oversight and ensuring compliance and development of all financial and accounting activities for the project as well as HR responsibilities as assigned. 
• S/he ensures availability of financial resources for local payments of the team. 
• They review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments.
• Ensure the accuracy of financial transactions on the project using Quickbooks, and meet the financial reporting requirement including preparation, submission for review from HQ and final submission to donor within the deadline.
• The Finance Administrative and Operations Manager prepares the required budgets, realignment and manages the same through regular review of budgeted against actual expenditure.

Principal Responsibilities
Accounting and Finance Management:

• Ensure compliance with the organization and donor regulations and procedures; establishing finance and supporting function policies, systems and procedures, and directing or performing their development, documentation, and implementation
• Responsible for ensuring financial resources availability for local payments of the team, in coordination with International Finance Desk
• Supervise and ensure that the day-to-day accounting operations and financial management functions in field offices are performing in accordance with internal policy and procedures
• Review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control overpayments
• Suggest formats for financial reporting to aid financial statement users to better understanding the contents of the reports for decision-making and strategic planning purposes
• Ensure the maintenance of accurate records of financial transactions of the mission (main and field sites in order to monitor financial status of all response activities
• Manage the finance activities of the mission to meet the financial reporting requirements of field and senior management team, ensuring that all financial reports are submitted on or before the deadlines set and contain relevant information for all the users of the financial reports
• Direct the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements
• Maintain the organization’s system of accounts ensuring all accounting data are updated, reconciled and fully supported
• Oversee training of finance staff and provide technical support to mission program and logistics
• Supervise or prepare activity budgets in collaboration with the technical team
• Present and facilitate review of actual to budget expenditures with direct line manager, senior management, and field teams
• Provide recommendations for budget realignments as required.

Human Resources Management:

• Supervise the human resource and administrative functions in the field to ensure their smooth and effective operations
• Supervise the oversight of staff personnel files inclusive of contracts, leave records and other paperwork required for employment in local context
• Ensure compliance to local labor laws including contracts, compensation packages and working hours
• Oversee the recruitment and selection of qualified program field staff, recommend promotions, disciplinary action and termination of staff in consultation with supervisors
• Collaborate with Security to maintain security of staff in the field locations
• Coordinate team members’ airport pick-ups and drop-offs
• Handle team member complaints resolution
• Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to field staff
• Maintain open lines of communications with all field staff.

Administration:

• Responsible for all non-medical administrative tasks management within the responding team
• Maintain a database of food and other vendors for trainings

Training/ Capacity Building:

• Determine training needs for finance and human resources staff
• Advocate and plan for professional development for expat and national staff

Working Relationships:

• Maintain frequent communication with Senior Accountant HQ, Senior Program Officer (Operations) to ensure finance activities and objectives are communicated
• Work with direct line manager, senior management and field teams to ensure the coordination of programs are within budgeted targets
• Attend coordination meetings which are relevant to country activities
• Interface with national government and relevant agencies to ensure compliance with varying government regulations

Representation:

• Participate in donor meetings and communicate relevant information to Project Manager and Nigeria Country Representative and/or HQ
• Work with key donor staff to develop and maintain optimum financial and programmatic relationship
• Ensure maximum visibility of the agency among the NGO community
• Lead the production of reports and ensure the timeliness and accuracy of information provided, as well ensuring confidentiality of sensitive information.
• Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organization’s Code of Conduct, ethics, values and stand-point with regard to internal and external actors
• Other duties as assigned

Minimum Qualifications

• Master’s Degree in Finance, Accounting, Social Sciences, Business Administration and/or in a relevant field of study
• Prior Grant Management training/experience
• Minimum of five (5) years of managerial experience in a non-profit organization or equivalent experience, training and education
• Extensive experience in the administrative and financial management of overseas programs at the management level
• Extensive experience in working with computerized accounting systems
• Comprehensive knowledge and working experience with BMGF, USAID, World Bank, EU, DfID and other donors preferred
• Experience in developing and managing procurement and logistical procedures and policies
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Project HOPE and among beneficiaries served by Project HOPE
• Promote and encourage a culture of compliance and ethics throughout Project HOPE.
• As applicable to the position, maintain a clear understanding of Project HOPE’ and donor compliance and ethics standards and adhere to those standards.
• Conduct work with the highest level of integrity
• Strong writing and presentation skills
• Proven capabilities in leadership
• Strong negotiation, interpersonal and organization skills
• Ability to read, writes, analyze and interpret, technical and non-technical in the English language
• Ability to effectively present information and respond appropriately to questions from senior managers in the field and HQ, counterparts, senior government and rebel leaders and other related regional players

Physical Demands and Work Environment:

• The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

• While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
• Must be able to communicate in verbal and written form and must be able to travel internationally.
• Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.”

Work Environment:

• Typical office environment with exposure to a minimal noise level.
• Emergency deployments may be in resource-deprived environments with austere living conditions.
• Travel for extended periods may be by air and/or other modes of transportation.
• While international travel is not a regular part of every job, programmatic needs may require it intermittently.
• Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.”
• Lifting moderately heavy objects from the ground, carrying a backpack for extended periods of time, and walking or hiking in remote locations may be necessary to perform these functions.