Job Description
- The Finance Associate - Field Office Lead will be responsible for managing all financial, clerical, and administrative functions within the field office.
- This includes budget preparation and monitoring, payment processing, payroll data updates, financial reporting, compliance with statutory requirements, and audit support.
- The role reports directly to the Financial Controller and serves as the primary finance point of contact at the Abuja office, ensuring alignment with AATF’s financial controls and donor compliance requirements.
- The role demands high standards of professionalism, confidentiality, and integrity, with an emphasis on accuracy, timeliness, and accountability in all financial processes.
Key Responsibilities
Budgeting, Monitoring, and Variance Analysis:
- Lead the preparation of the annual field office and project-specific budgets in consultation with program and finance teams.
- Monitor and track expenditures against approved budgets.
- Analyze and report on variances between actual expenses and budgeted figures.
- Recommend corrective actions to ensure financial efficiency and adherence to budgets.
Financial Transactions and Payment Processing:
- Prepare payment requests and supporting documentation for reimbursements and vendor payments.
- Process payments via e-banking systems and issue cheques in line with internal procedures.
- Ensure timely settlement of recurring expenses including rent, utilities, and internet.
- Maintain a well-documented audit trail of all financial transactions.
Payroll and Staff Accounts Management:
- Update and manage payroll inputs for field staff including statutory deductions, allowances, and time reporting.
- Maintain accurate staff advance and personal account records.
- Provide monthly reconciliations and balance updates to staff.
Financial Reporting and Forecasting:
- Prepare weekly and monthly financial management reports including cash position and projections.
- Submit accurate monthly cash flow forecasts.
- Support preparation of donor and internal financial reports.
- Maintain updated donor fund status schedules for assigned projects.
Accounting, Reconciliations, and Record Keeping
- Code and post transactions in the accounting system in compliance with organizational policies.
- Perform timely reconciliations for bank accounts, petty cash, control accounts, and staff accounts.
- Maintain accurate and up-to-date electronic and physical filing of accounting records.
- Scan and upload documents to SharePoint on a weekly/monthly basis.
Compliance, Tax, and Statutory Responsibilities:
- Ensure timely submission of statutory payments (e.g., PAYE, NHIF, NSSF, withholding tax) for staff and vendors.
- Maintain compliance with internal policies and national financial regulations.
- Ensure proper documentation for tax and statutory audits.
Procurement and Administrative Coordination:
- Coordinate procurement needs in liaison with the Project Administrative Assistant.
- Track vendor contracts, consultant payments, and service delivery.
- Match invoices with purchase orders and delivery documentation.
Asset and Document Management:
- Maintain the office’s fixed asset register and support the annual asset verification process.
- Ensure proper documentation, scanning, and accessibility of financial records.
- Keep vendor files, statutory returns, and reconciliations organized and audit ready.
Audit and Internal Controls:
- Prepare schedules and retrieve documents for both internal and external audits.
- Contribute to the implementation of effective internal controls and suggest improvements as needed.
- Perform regular petty cash counts and ensure accountability.
Other Duties:
- Provide financial guidance to field office staff on policy and compliance matters.
- Support the improvement of finance, accounting, and procurement systems and practices.
- Perform any other duties assigned by the Financial Controller.
Requirements
- Bachelor’s Degree in Finance, Commerce, Accounting, or a related field.
- CPA, ACCA, or equivalent professional qualification is preferred.
- Membership in a recognized accounting body is an added advantage.
- Minimum of 4 to 6 years of progressive experience in finance or accounting.
- Experience with accounting packages such as SUN System, SAGE, QuickBooks, or ERP systems preferred.
- Prior experience in NGO or donor-funded environments is an advantage.
- Fluency in written and spoken English.
- Working knowledge of French is an added advantage.
- Proven experience in budgeting, monitoring, and variance analysis, including preparing annual/project budgets, tracking expenditures, analyzing variances, and recommending corrective actions.
- Hands-on experience in financial transactions and payment processing, preparing payment requests, processing e-banking payments, and maintaining audit trails.
- Demonstrated ability in payroll and staff accounts management, managing payroll inputs, staff advances, deductions, and monthly reconciliations.
- Proven capability in financial reporting and forecasting, preparing management reports, cash flow forecasts, donor reports, and maintaining donor fund schedules.
Key Competencies and Skills:
- Sound understanding of statutory regulations and financial policies.
- Strong accounting and analytical skills with the ability to meet tight deadlines.
- Proficiency in financial software and Microsoft Office applications.
- Ability to produce clear, accurate financial reports and forecasts.
- Excellent organizational and attention to detail skills.
- Strong communication, interpersonal, and cross-cultural skills.
- Ability to work independently while maintaining team collaboration.
- High level of integrity, professionalism, and discretion.
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