Finance and Administration Coordinator at Survive Fistula Healthcare Foundation

Job Summary

The Finance and Administration Coordinator works with the Executive Director to lead and manage SFHF’s finance, compliance and program operations systems to support smooth and effective delivery and implementation of project activities. The role holder will coordinate team members to carry out tasks around budgeting, financial reporting, procurement and management of logistics and commodities (inventory management), information technology. They will be directly responsible for project financial reports to SFHF’s funders, and will provide guidance to the ED on corporate finance, administration, and human relations. The job holder will have supervisory responsibilities over Finance, Procurement, Logistics and Administrative staff.

Responsibilities

Finance

• Coordinate the project’s accounting, monitoring, and reporting systems, including following and improving on established internal control systems in accordance with SFHF SOPs and donor rules & regulations.
• Review of payment vouchers for completeness, accuracy, allocation reasonableness and appropriateness by project; and match all transactions to accompanying receipts (vendors, payroll, petty cash, provident fund, advances and their liquidation to staff & consultant).
• Review and verify uploaded electronic banking beneficiary account details and payment transactions.
• Review project budgets and monitor project expenditure in line with budget by maintaining a budget monitoring tool/system.
• Provide management & program staff with monthly reports and analysis as needed to help them manage their projects.
• Review bank reconciliation and review of monthly expense report for submission to Senior Management Team and project donors.
• Prepare the office monthly Payroll and ensure staff are paid by the 25th of each month, and ensure all personnel charges including timesheet and vacation details are properly reflected.
• Ensure that all the statutory deductions returns are submitted and paid to the authorities (FIRS, withholding tax, NSITF, Medical insurance, pension etc.) as at when due.
• Prepare project quarterly reports (PPRs) to SFHF’s funders.
• Coordinate internal and external audits.
• Participate actively in new business development/proposal costing for SFHF.
• Supervise relevant administrative support staff such as the, Senior Finance Officer, Finance Officer, Procurement specialist, Logistics officer and Admin Assistant.
• Carry out other duties as assigned by the Executive Director/PM

Administration

• Develop and keep up to date the program’s administrative manuals.
• Ensure maintenance of records and files related to finance, payroll and administration.
• Identification of operational issues and problems and implementing solutions.
• Ensure the Vendor Vetting process is being conducted before engaging a potential business partner (supplier, employee, consultant, sub-award etc)
• Weekly monitoring of the approved program activity profiles, and coordination with Finance and Operations team, to ensure proactive preparedness of the program activity requirements.
• Oversee the contracting and procurement of program supplies.
• Ensure procurement integrity and competitive bidding for all the office procurement.
• Ensure the office maintenance of asset, inventory register per SFHF and Donor regulations

Human Resources

• Work with the ED to coordinate human resources management including recruitment procedures for the Project and ensure that all new hires are properly on-boarded and oriented.
• Coordinating the performance appraisal review of the project employees and ensure timely conclusion and filing..
• Prepare and distribute staff monthly payslip and process annual tax certificates.

Required Education, Experience & Qualifications

• University degree in Finance, Accounting, Business Administration, Public Administration
• CIPM or ACA professional (full or part) qualification will be a distinct advantage.
• 5 years of work experience in the financial, administrative and/or HR management of donor funded projects with demonstrated experience in budget development and program finance.
• Excellent computer skills, with particular knowledge of Quickbooks accounting software is essential Excel, PowerPoint and Word (this will be tested).
• Available for immediate start in January 2023

Desired Knowledge, Skills and Abilities

• Knowledge of tax and other compliance implications of non-profit status
• Strong analytical skills
• Knowledge and capabilities in accounting, administration and operation and operational practices.
• Ability to facilitate decision-making processes and build constructive alliances internally and externally.
• Ability to provide technical support and training in finance and operations.
• Knowledgeable about logistics and procurements systems for supplies and equipment.
• Knowledge of office administration and document filing processes
• Knowledge of HR processes and guidelines for a medium size organization.
• Strong interpersonal, written and oral communication skills and requirement for fluency in English.
• Must be goal oriented and able to be flexible, manage, and accomplish multiple priorities.
• Strong leadership and technical skills, with proven capacity to manage conflicts, direct and manage change, and inspire high performing teams.
• Exceptional interpersonal, teamwork, communication, partnering and supervisory skills