Finance and Operations Officer at International Alert

Terms of Reference

Job Title

Finance and Operations Support Officer (FOSO) 2 Staff

Reporting to

Finance and Operations Officer (NE)

Organizational context

Role Purpose

The position will be responsible for supporting financial, operational and administrative management of Alert’s scope of work of an EU-funded consortium project led by Save the Children, to Support Early Recovery from Conflict and Resilience Building in Yobe and Borno States. One position is based in Damaturu with travel to implementation sites in Yobe State; and the other position is based in Maiduguri with travel to implementation sites in Borno states. The FOSO will ensure that all of Alert’s finance, operations and administration actions are compliant with donor and internal policies.

Key Responsibilities:

1.  Financial management

• Prepare fund requests for Alert office running costs and service providers in a timely manner
• Review all staff activity and travel expenditure requests and advance retirements for processing
• Support project managers in preparing partner budgets and fund requests
• Maintain petty cash float
• Provide capacity-building support and spot-check visits to partner organizations
• Thoroughly review all partner financial reports and ensure collaboration with project manager for coherence between workplan and expenses reported
• Prepare and submit monthly financial report and documents to the country office
• Ensure value for money, transparency, and compliance in all expenditure and ensure that records are properly filed

2.  Logistics

• Prepare a project procurement plan for all equipment and assets
• Ensure that all local procurement is conducted transparently and with adherence to Alert and donor policy. Conduct due diligence assessment of suppliers
• Ensure update of Damaturu/Maiduguri office inventory and tagging of all assets
• Organize logistics (transport, accommodation) for visitors to Yobe/Borno

3.  Security

• Participate in updating of the country security plan and ensure that Alert’s country security plan is adhered to by all staff in Yobe/Borno
• Prepare SOP documents for each LGA in Yobe/ Borno where Alert is operational
• Ensure necessary security equipment is procured and maintained
• Attend INSO security meetings and share information with colleagues as needed
• Conduct security briefings for visitors to Yobe/Borno
• Ensure close monitoring of the political and security environment and communicate to colleagues as necessary.
• Maintain office first aid box and hibernation kit

4.  Human resources

• Collect staff timesheets on a monthly basis
• Support administrative management of staff & record-keeping (emergency contacts, insurance, etc.)

5.  Other relevant tasks as required by the line manager

Qualifications and Experience:

• Relevant degree: accounting, security and logistics certifications would be an asset
• At least 3 years working in finance and operations; experience with an INGO would be an asset
• Strong competence working with Excel; knowledge of SUN System and other financial tools would be an asset
• At least 1 year of experience working in Yobe/ Borno State
• Excellent coordination and communication skills
• Ability to work under pressure and in a high-risk security environment
• Willingness to travel regularly to rural locations

Language Requirements:

• English fluency (oral and written), Hausa fluency
• Knowledge of other languages prevalent in Yobe and Borno State would be an advantage

Travel:

1 staff Based in Damaturu with regular travel to Yobe LGAs, and 1 in Maiduguri with regular Borno LGAs; and sporadic travel to Alert’s Abuja office