Finance and Administrative Officer at Kalthum Foundation for Peace

Job Summary

• Planning, coordinating, and implementing Financial, Admin and Human resources activities and policies according to legal obligations, standards, and procedures in order to provide quality, reliable and transparent information to the organization.

Functions
Accounting Management:

• Check all the accountings documents by ensuring that they meet the necessary quality standards procedures(internal request form, quotations, bird analysis, purchase order, goods or services receive note or delivery note,invoice, contracts, pay slip, time sheet or roster, ect),
• Submit the payments request to the budget holder for validation,
• Processing payments,
• Filing hardcopies of documents and recording information in the Excel spreadsheet,
• Cross-check all transactions in the bank and cash journal to ensure alignment with standard procedures, including appropriate accounting codes, budget lines, clear and understandable text memo reflecting the nature and purpose of the expenditure, and balance amounts.
• Proceed with the monthly accounting closure reporting, including cash inventory, bank reconciliation, trial balance (assets versus liabilities summary), general ledger or journal of expenditures, inventory of goods control, bank statement, operational and salary advance register.

Budget Management, Treasury, and Internal Control:

• Lead the budget planning process, calculating and forecasting the budget needed for activities.
• Ensure implementing and budget monitoring by checking the forecast with the expenditures report through budget lines.
• Prepare quarterly cash requests based on the funding agreement versus milestones.
• Ensure KFP treasury has sufficient balance to enable the continuity of activities.
• Cross-checking the roster and working hours, supporting the monthly items inventory control, and verifying the prices of goods and services in Maiduguri to ensure alignment with KFP's pricing list.

Administrative and Human Resources Management:

• Coordinate and schedule meetings and appointments for project team members and stakeholders.
• Maintain and update project documentation, including contracts, agreements, and personnel records.
• Assist in the recruitment and onboarding of project staff, ensuring compliance with HR policies and procedures.
• Provide administrative support to project team members, including arranging travel, preparing expense reports, and handling logistics for project-related activities.
• Maintain project databases, filing systems, and record-keeping mechanisms to ensure organized and easily accessible information.
• Prepare labor contracts between KFP and employee recruited, control the timesheet or roster and working hours.
• Responsible for managing the payroll of KFP staff, managing leaves and disciplinary processes with the support of KFP senior management team.
• Support the assessment of capacity-building needs and develop a plan for training with the support of KFP senior team.
• Ensure monthly Human Resources reporting.

Qualifications and Requirements

• Bachelor’s Degree in Finance, Accounting, Business Administration, or a related field.
• Minimum 1 year experience in financial management, budgeting, and administrative roles.
• Strong knowledge of accounting principles, procedures, and standards.
• Familiarity with HR policies and procedures.
• Fluency in English, Hausa, and Kanuri.
• Excellent organizational and multitasking skills.
• Strong interpersonal and communication skills.
• Proficient in Microsoft Office Suite and accounting software.
• Ability to work independently and collaboratively in a team environment.