Finance, Compliance, and Admin. Manager at African Youth for Peace Development and Empowerment (AFRYDEV)

POSITION SUMMARY:

The Finance, Compliance and Admin Manager will manage and coordinate all aspects of financial management and Administration, ensuring smooth workflow, control and compliance with organizational and donors’ guideline. The role will ensure value for money is enshrined across all the projects. Ensure that finance-related and operational activities are established and delivered to the required standards to enable successful programs delivery. Develop long-term financial planning to support organizational  goals. He/She oversee administrative and operations of the organization including setting goals and establishing guidelines to optimize various unit operation, build operational policies and strategies that keep the organization functioning smoothly, and ensure sufficient funds for activities of the organization by tracking burn rates and requesting funds from donors. The Finance, Compliance and Admin Manager will oversee the AFRYDEV Finance and Admin Unit, directly supervising all finance and Admin staff and will work under the supervision of the Executive Director.

REPORT DIERCTLY TO: Executive Director SUPERVISORY RESPONSIBILITY: Finance Unit RESUMPTION: Immediately
LOCATION: Damaturu with frequent travels 

PRIMARY RESPONSIBILITY:

Financial Management:

• Oversee and ensure daily financial management and accounting obligations are performed in accordance with AFRYDEV’s policies and guidelines.
• Ensure that all accounting data is updated, reconciled and fully supported with backup docs.
• Ensure timely processing of staff payroll, allowances and other reimbursements.
• Monitor program and operational forecasting, establish and maintain cash controls to ensure supply of adequate funds.
• Develop project budget, preparation, monitor, review and revise as required by the by the Executive Director
• Prepare budgets against actual analysis and report the variances to the Executive Director.
• Provide financial status of project expenses and budget information on Monthly basis or as when required by the Executive Director.
• Proactive, resourceful, solutions oriented and results oriented.
• Conduct internal audits on a monthly basis for all projects to ensure accurate documentation in
• accordance with donors requirements.
• Lead in managing project audit process with External Auditors ensuring smooth audit and provide all documents required by Auditors as and when needed.

Administrative role:

• In consultation with the Executive Director  support the Human Resource Officer to recruit, interview and select well-qualified program staff, support technically and manage staff on both professional and administrative basis.
• In consultation with the Executive Director, oversees the functionality of personnel management
• system, which includes work allocation, training, promotion, enforcement of internal procedures and standards, and problem resolution; evaluates performance and make recommendation for personnel actions; motivate employees to achieve peak productivity and performance.
• Provide  coaching  to  finance  and  Admin  staff,  supporting  strategically  tailored  individual’s
• developments plans and contribute to performance management of AFRYDEV staff.
• Ensure staff capacity by providing plans for them to be self-motivated and take responsibility for their contribution to the finance unit.
• Ensure that all staff understand and are empowered to perform their role.
• Prepare and conduct staff appraisals and provide performance feedback to the finance unit.
• Manage  team;  define expectations, provide leadership  and  technical  support as  needed, and evaluate direct reports regularly.
• Ensure recruitment, training, and professional development of team as part of the wider staff development strategy.
• Ensure that Office is well equipped, has sufficient levels of supplies (consumables, stationery,
• equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency
• Oversee the maintenance of office premises/residences, furniture, fittings and all equipment in a fully functioning state.
• Pro-actively identify potential problems affecting staff and the running of the office, proposing
• solutions and working to put them in place.
• Manage the Support Services budget including preparation and monitoring; manage cash flow forecasting and supervise the petty cash for support services. 
• Oversee the equipment and inventory in accordance with AFRYDEV Policies and Guidelines. This includes safety/security and maintenance of equipment.
• Liaise with other departments on tender processes for contractors for support services including travel, hotel, etc
• Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money.

Financial Reporting:

• Manage the finance unit to meet the financial reporting requirements, ensuring that all financial reports are submitted on time.
• Generate segregated finance records at the Senior Management Team such as expenses for specific locations or projects.
• Request project fund from donor and report expenditure on Monthly, Quarterly or as required.
• Ensure grant end reporting requirements are all met, commitments accrued, pending payments liquidates, and grant closeout process concluded in a timely manner.
• Ensure accurate and smooth month and year-end closing and reporting within agreed schedules.
•  
• Internal Controls and Compliance:
• Maintain  proper  internal  controls  by  monitoring  the  finance staff,  supervising  them,  and segregating their responsibilities.
• Alert non-compliance financials issues to the attention of Executive Director.
• Ensure audit-ready documentation should be ensured and regularly tested.

QUALIFICATION:

Education Kills and Experience:

• Must have bachelor’s degree in accounting or business administration
• 4years+  of  progressive  financial  management  experience,  including  supervisory  experience required.
• Strong accounting skills and experience including management of the general ledger, journal entries, payroll, payables and balance sheet.
•  Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.
• Strong analytical, decision making and strategic planning skills with the ability articulate complex information in an easy-to-understand manner.
• Knowledge of local law in taxation and local regulatory reporting procedures.
• Proficient  in  MS  Office  packages  (Excel,  Word,  PowerPoint,  Visio),  Web  Conferencing Applications.
• Ability to prioritise, plan ahead, and manage a complex and diverse workload with tight deadlines.
• Experience of donor funded projects guidelines including UN, USAID, EU etc.

Computer Skills:

• Must have Experience using accounting QuickBooks.
• Proficient in MS Office packages (Excel, Word, PowerPoint, Visio).

Language Proficiency: 

• Proficient English reading, writing and speaking.

Key Working Relationships:

• Internal: Program Managers, Finance Staff, HR and Admin staff and the Executive Director.