Finance and Administration Manager at Care Best Initiative (CBI)

Purpose of the Role

• The Finance and Administration Manager will have responsibility for all aspects of strategic and operational finance, acting as the principal finance business partner to the Chief of Party (COP) and other Senior Management Team, as well as conforming to the donor’s financial control environment and CFO standards and objectives.
• The Manager of Finance and Administration oversees Activity operations, including but not limited to human resources, logistics, procurement, sub-awards, and accounting/finance. This individual also develops internal control measures, conducts internal financial audits, and coordinates external financial audits. The Manager prepares budgets for annual work plans and financial reports for the donor. This individual also develops the financial management capacity of all relevant staff and sub-awardees.

Job Description / Principal Accountabilities
Rank 1 - % Of Time: 100%:
Leadership and Program Compliance:

• Establish program’s finance and support function policies, systems and procedures, and direct or perform their development, documentation, and implementation.
• Lead immediately upon award, including establishing field offices as relevant, setting up the system, crafting a staffing plan, and preparing for annual workplans and budgets.
• Ensure that all policies and procedures are compliant with donor and CBI policies, procedures, and requirements.
• Maintain strict adherence to donor cost allowability principles through thorough review and justification of all project expenditures.
• Enforces internal control policies and procedures.
• Closely monitor all financial activities and keep the COP, and Country Senior Management Team advised of all situations which may have a negative impact on internal controls or financial performance.
• Lead the project's annual budget process and monitor budget execution to ensure adherence to the implementer and donor regulations.
• Support consortium partners with finance, accounting and administrative matters, maintain collaborative partner relations, and ensure effective delivery of program support when needed.
• In compliance with CBI policies, establish procedures regarding cash holding limits, cash movements and foreign currency holdings for the program.
• Design, implement, and monitor systems, procedures and report necessary information to maintain updated accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate CBI to future spending.
• Oversee all sub-recipients and sub-grantees’ adherence to donor and CBI requirements.
• Oversee development, delivery, capacity building, and monitoring of sub-grantees.
• Direct the preparation and approval of all financial reports in respect to accounting, legal and contractual requirements and ensure the review of such reports by the COP and CBI headquarters (HQ) prior to submission.
• Manage all procurement activities to ensure smooth and efficient implementation of project activities and minimization of fraud and related risks.
• Review and submit invoices that reflect accurate service delivery, ensuring timely collections within contractually obligated timelines.
• Maintain current knowledge of local Government requirements related to financial matters and ensure compliance with tax regulations and other legal requirements.
• Coordinate and lead the annual audit process, liaise with external auditors and CBI Finance team and Senior Management Team, supervise implementation of audit recommendations when necessary.

Technical Oversight:

• Establish program finance roles and responsibilities matrix; ensure job descriptions are updated; recruit and maintain qualified staff to perform finance functions.
• Provide oversight of Operations teams, including Procurement, Finance, Grants, Logistics, HR, Security, and Administration support staff.
• Manage all project finance activities and schedules to meet the financial reporting requirements and deadlines specified by the donor and CBI.
• Assist with the preparation and revision of project budgets.
• Provide program management and program staff with monthly actual-to-budget expenditure reports and analysis for project funds and facilitate the review and discussion.
• Prepare quarterly accrual reports, expenditure reporting, and burn rate projections.
• Prepare annual and monthly cash budgets based on approved funding.
• Supervise the preparation of Cash Transfer Requests to CBI and ensure that appropriate cash balances are maintained to facilitate program implementation.
• Supervise all project office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates.
• Oversee the timely preparation, review and approval of all monthly bank account and cash reconciliations.
• Provide program management and program staff with monthly actual-to-budget expenditure reports and analysis for project funds and facilitate the review and discussion.
• Ensure balance sheet reconciliations are completed monthly and on a timely basis and review final reconciliations and trial balances with the COP.
• Any other duty assigned

Staff Management and Development:

• Promote the growth and development of others within the Operations teams and consortium partners by assessing proficiencies, developing and leading targeted learning and training strategy, providing coaching, mentoring and supporting staff, providing vital finance and accounting tools and resources, as well as on the job training.
• Supervise medium to large sized Operations team across multiple sectors and geographical areas by setting clear performance objectives, managing staff work plans, establishing regular performance reviews, championing a positive working environment for professional development, fostering an inclusive and respectful team climate, where all staff are valued and respected and can contribute to their maximum potential
• Lead the recruitment of program Finance staff, temporary seconded staff, consultants and, support their onboarding.

Job Holder Entry Requirements
Knowledge (Education & Related Experience):

• A Master’ Degree from an accredited university in Accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting such as CPA.
• Minimum of ten years of experience in a similar Finance, Compliance, or Operations role for multi-million-dollar WASH programs – design, implementation and management of WASH programs- in Nigeria or relevant context.
• Experience managing grant agreements and overseeing financial management and reporting on institutional donor-funded programs with international and local sub-recipients and grantees.
• In-depth knowledge of institutional donor funds such as USAID, DFID, EU etc financial management processes, rules and regulations, budgeting and reporting requirements required.
• Strong knowledge of generally accepted accounting practices, financial reporting standards, financial management processes and procedures.
• Extensive experience in working with computerized accounting systems, standard spreadsheets and database programs.
• Significant previous experience working in crisis-affected contexts, preferably in West Africa and/or Nigeria.
• Demonstrated ability to establish and maintain productive working relationships with a wide network of partners and stakeholders.
• The capacity to work well under pressure and the ability to communicate appropriately and effectively cross?culturally is critical.
• Excellent oral and written communication in English and interpersonal skills with evidence of ability to productively interact with a wide range and levels of organizations.
• Full professional competency in Microsoft Office suite.
• Commitment to gender equality, diversity and inclusion.
• Ability to Travel: minimal.

Skills (Special Training or Competence):

• Ability to observe and understand cultural and social contexts and reflect the understandings in programming
• Excellent analytical and report-writing skills
• Strong community engagement and facilitation skill
• Ability to infuse positive energy to the team
• Attention to detail, keen at following procedures and meeting deadlines
• Ability to organize tasks simultaneously and prioritize work
• Strong verbal and written communication skills
• Strong interpersonal skills working with cross-cultural and multi-diverse teams
• Ability to build strong working relationships for partnerships
• Standards of Professional Conduct especially on integrity, service, and accountability

Key Behaviours:

• Interpersonal and intercultural sensitivity.
• Social and receptive (active listener).
• High degree of integrity.
• Ability to work independently and as a part of the team, as the situation dictates.
• Proactive and ready to take initiative.
• Ability to assimilate and handle a wide range of information efficiently and effectively.
• High level of stress tolerance and ability to work under pressure with minimum supervision.
• Willingness to undertake extensive field trip within the project working area.

Key Relationships (excluding own line manager and staff):

Internal:

• Program Coordinator
• Finance and Support Services team
• Various staff based in all CBI core departments, as and when necessary (e.g. funding, MEAL, finance, logistics and procurement, etc.) External
• Partners
• Consultants
• Service Providers/Stakeholders (Other NGOs)
• Government agencies
• Community leaders/CBOs