Finance and Operations Officer, SPARK at International Budget Partnership

ESSENTIAL DUTIES AND RESPONSIBILTIES include, but are not limited to:

Finance Management:

• Develop, update, and implement financial policies and internal control systems and undertake periodic reviews to ensure compliance with local laws, professional standards, and good practices. 
• Keep track of, disseminate, and provide technical advice to management and the Board on developments, trends, and emerging issues in accounting and financial management.
• Responds to financial inquiries by gathering, analyzing, summarizing, and interpreting data.
• Development of annual budgets for the country office in close collaboration with the Country representative and the Finance Team of IBP Inc.
• Preparation of the monthly budget reports, i.e., Budget Versus Actual (BVA), to inform management in financial decision-making.
• Oversee annual external audit and give input to support responses to issues raised in the management letter.
• Provide technical support and capacity building to management and staff in accounting, financial management, professional standards, statutory and regulatory requirements, donor requirements, and reporting. 

Accounts Management Support:

• Enters all transactions in IBP accounting System (to be determined) , prepares monthly bank reconciliations  and management reports, before the Country Manager approves. If decision is made to externalize the accounting, prepares documentation for the accountant, supervises the relationship with the external accountant and review monthly reports and reconciliations before submission to the country Manager.
• Submit the monthly accounts, general ledgers and required supporting documentation to IBP inc, parent company, on a timely manner and address any requests.
• Conducts an internal periodic financial analysis to identify and resolve issues, gaps, or variances and present reports that reflect audit results and document process.

Cash Management:

• Monitor IBP’s bank account balances and IBP Nigeria cashflow forecast.
• Prepares quarterly cash request to IBP Nigeria parent organization.
• Prepares payment requests with all required supporting documentation for approval by the program team and payment release by the Country manager.
• Ensures proper recording of staff expense reimbursements and processes periodic reimbursement requests from staff.

Grants Management and Revenue:

• For grants received locally, coordinate all phases of grants in collaboration with the Country Manager from the expression of interest to award through close-out (including budget preparation and review, review of donor agreements, and ensuring compliance with regulatory requirements and donor funding agreements). This work will be done in close collaboration with the Finance Department of IBP inc.
• For grant received by another IBP entity covering activities in Nigeria, works closely with the other country teams and global teams involve in the project to ensure timely submission of budget, reporting and respect of requirements.
• In line with IBP sub-grantee policy, manage the subgranting process for any subgrants issued in country (due diligence, contracting, reporting, disbursements, close-out). 

Human Resource Management:

• Ensure existence and enforcement of human resource strategy, policies, and procedures.
• Ensure that IBP Nigeria maintains effective human resource management and development processes (recruitment, contracting and placement, onboarding, induction and orientation, work attendance, capacity building, performance management, disciplinary and grievances, separation), and administrative systems.
• Ensure that IBP Nigeria maintains effective employee and relations process (including disciplinary, grievance handling and separation).  
• Oversees processing of monthly payroll, including ensuring the proper recording of timesheets, disbursing of salaries, and timely submission of all statutory deductions i.e., PAYE, NSSF, and NHIF.
• Ensure that IBP Nigeria maintains adequate occupational health, security and safety standards.
• Manage supervised staff and maintain an effective performance management process for the department.
• Create staff files and maintain staff documentation and records as per IBP policies. 

Governance, Management, and Compliance Support :

• Support the Country Manager in facilitating the operations and administration of IBP Nigeria’s governance and management organs.
• Support the Country Manager in presenting the program, operational, financial, and business reports to the Board at ordinary meetings.
• Ensure compliance with Nigeria laws, and statutory and regulatory requirements, including legislation and regulations on taxation.
• Ensure safe custody of the organization’s legal agreements, documents, and official records, and ensure that the legal agreements are duly signed. 
• Ensure that annual reports are filed as per statutory regulations and requirements.
• Ensure that the organization has adequate management information for internal purposes, partners, and statutory bodies; and that records are properly kept.
• Participate in the development of terms of references for independent contractors required in the implementation of the IBP Nigeria strategy, and also in negotiation and securing approvals for the terms of references and in recruitment and management of consultants for the IBP country strategy as well as local support staff as appropriate.

General Operations:

• Oversee the maintenance of internal electronic filing systems with financial data.
• Develop, implement, maintain, and ensure adherence to policy and procedures for human resource, ICT, logistics, and general administration issues.
• Facilitate periodic review of policies, systems, and procedures, keep track, disseminate new developments, and develop policies in new areas that emerge.
• Ensure compliance with relevant laws and regulations, tax requirements, internal policies and procedures, and contractual obligations in the areas of responsibility.
• Advise Country Manager on financial, human resource, ICT, logistics, and general administration issues.
• Ensure that premises, facilities, furniture, equipment, and financial resources are effectively and efficiently utilized, maintained, and accounted for, kept in serviceable and good working condition.
• Support the management of the contracts and relationships with vendors, service providers, consultants etc., including contracting, extension, renewal, and closeouts. 
• Oversee effective logistical systems and support for the organization.
• Oversee an effective and transparent procurement system and asset disposal processes and maintain an up-to-date asset register, all in compliance with policy and regulations.
• Ensure necessary licenses and permits are obtained and kept current as required by local and national government.

Undertake any other assignment as may be directed by the Country Manager/Supervisor from time to time.

EDUCATION

• Bachelor’s degree in Finance, Accounting, Commerce, Business Administration, Economics, or other related disciplines required.  

PROFESSIONAL QUALIFICATIONS:

• Must be a holder of a professional accounting qualification from recognized bodies such as ICAN, ANAN, ACCA, and CIMA etc.
• Professional human resource management training.
• Professional training in management, procurement, and logistics.
• Excellent working knowledge of computerized accounting packages and MS office suite applications.

EXPERIENCE:

• Must have at least five (5) years post qualification experience in a similar position.
• Previous experience in non-for-profit accounting, finance and Human Resources management required.
• Previous experience in the grant management process required.
• Experience building policies and participating to the establishment of a country office is a plus. 

SKILLS:

• Strategic thinker; strong analytical skills
• Strong management and leadership skills.
• Have excellent planning, organizational, and time management skills.
• Strong written and verbal communication skills: high-level ability to communicate effectively with partners, colleagues, consultants, and representatives of government and other multilateral organizations; strong network building skills.
• Language skills – at least one additional fluency to English, relevant to Nigeria.
• Ability to work well independently with minimal supervision while maintaining regular and frequent communications with IBP colleagues geographically dispersed around the world. 
• Strong interpersonal skills and the ability to thrive in and contribute to a culture of collaboration and teamwork in a diverse work environment.
• Demonstrates a high level of organization; a strong ability to prioritize tasks to meet multiple deadlines.
• Thorough understanding of development sector financial guidelines and regulations and sound judgment in applying them to diverse field-based operations.

ATTRIBUTES:

• Personal qualities of integrity, credibility and a commitment to and passion for IBP’s mission.
• Highly flexible and adaptable to shifting environments and works well under pressure.
• Motivated to learn and willing to contribute to learning initiatives.
• Strong ability to work meaningfully with members of citizen-led campaigns and social movements.
• Considerate, humble yet strategic in sustaining relationship with key stakeholders and role players.