Finance and Operations Associates at John Snow Inc - JSI

FSN Grade: 5

POSITION DESCRIPTION

The Finance and Operations Officer will assist ensuring financial and Operational day to day activities for JSI Nigeria is in conformity with laid down policies and in compliance with donor regulations. 

The Finance and Operations Officer (FOO) reports to the Finance Manager for financial transactions and to the Operations Manager for Operational activities.

Key  Responsibilities:

Budget, Accounting, Financial Management, and Operations. This position will be based either in any of the states (Bayelsa, Edo, Imo, Jigawa, and Lagos) or in the JSI Country office in Abuja.

Finance roles:

• Ensure all finances are managed in compliance with the Nigerian government regulations, JSI, and the client’s financial policies, procedures, and regulations.
• Conduct daily review of travel and activity requests, Memos, and claims from staff, Consultants, and vendors to ensure completeness, fully approved, and timely processing of claims as enshrined in JSI’s Operations Manual.
• Follow up on pending advances periodically as may be directed by the Finance Manager.
• To be profiled as an Uploader on banking platform when the need arises.
• Carry out daily, weekly, and monthly postings into QuickBooks, and bank reconciliations to meet home office datelines and audit readiness.
  • Support Finance Manager Programs or Accounting during forecasting for fund requests monthly.
  • Provide timely feedback to staff, consultants, and vendors when documents are reviewed, and need additional documentation.
  • Raise payments for complete and fully approved expenses using the bank upload forms and the expenditure tracker.
• Ensure and maintain proper sound internal control systems and use Generally Approved Accounting Practices.
• Work closely with technical staff to ensure all payment documents are  audit-ready.
• Ensure a proper filing system for financial records and documents monthly.
• Ensure timely liquidation of outstanding advances, and payments due from staff, in line with JSI policies.
• Ensure all donor rules relating to funds management are strictly adhered to.
• Ensure applicable tax rates for WHT, and PAYE are applied, and deductions are remitted as stipulated by the prevailing Tax laws.
• Maintain up-to-date bank and petty cash account transaction records and supporting documentation.
• Record all financial transactions in the financial templates provided by HQ, accurately and on time. 
• Prepare, review, and submit soft and hard copies on due dates to supervisors for review and transmission to HQ.
• Track and record all VAT expenses. reimbursements during or after procurements in collaboration with the Nigeria Compliance Manager.
• Provides Grants Management Support. 
• Conducts the review of grant recipients’ finance vouchers.
• Process recipients’ invoices and payments.
• Assist in end-of-year financial audit, as may be required.
• Carry out any legitimate task assigned to him/her by superiors.
• Reports to Finance manager.

Operations Role:

• Work closely with the Operations Officer for daily tasks and project management.
• Work with the Central Operations team to ensure Logistics arrangements for all state-level activities.
• Collate documents of vendors at the state level, REVIEW to ensure completeness, before submission to Finance for further review and processing on time using checklist.
• Support state teams in reviewing and processing PRs/APs and Budgets in line with the approved workplan.
• Support state teams in compiling cash requests and submission to the Finance Manager Program for review and further processing 
• Review drivers' log sheets before submission to the country office for review
• Submit activity reports basis every month to both Finance Manager and Operations Manager at the Country office.
• Conduct monthly, quarterly and annual inventory reviews and share reports with Operations Manager.
• Monitor Lease agreement and provide updates to Operations Manager
• Ensure prompt submissions of utility bills for the state office.
• Ensure the office environment is kept clean by the cleaners.
• Ensure functionality of equipment at state level for use by all staff.
• Ensure vehicles and generators are maintained as at when due.
• Share monthly report of the fueling of car(s) and generator including maintenance monthly to the Operations Manager.
• Conduct quarterly inspections of all vehicles that may be used for transport services when the need arises.
• Carry out any Operations task that may be assigned by the supervisor.

Candidate Requirements (Qualifications, Experience and Skills)

• A Degree in Accounting or Financial Management.
• At least 5 years of work experience with a minimum of 3 years in broader finance, accounts, and operations management with an international organization and USG contracts preferred (including office management, HR, finance, IT, and logistics);
• A good understanding of Finance Systems, Generally Accepted Accounting Practices, Taxation, and Accounting Controls.
• Able to communicate effectively and have excellent interpersonal skills to form effective working relationships at all levels.
• High level of computer literacy (QuickBooks knowledge, a plus).
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.
• Cross-functional team player.
• Results-oriented and attention to detail.
• Proven experience in managing expenditures within budget.

Note

• JSI has a zero-tolerance policy for any form of abuse, exploitation or violence. We take every measure to prevent such incidents and to ensure compliance to our donors. We will expect all our employees/Consultants/Interns/Volunteers to commit to protecting children, young people and vulnerable adults from harm and abide by our safeguarding policy.
• JSI is an equal opportunity employer and encourages individuals from diverse backgrounds to apply.