Finance Manager - Humanitarian at Plan International

Location: Maiduguri, Borno

Role Purpose

• The purpose of this role is to ensure financial accountability for all Humanitarian projects grant according to Plan International and donor requirements. Timely prepares and reviews all the financial report and ensures they have been accurately completed. Supervises the accounting functions handled by the Field Offices.

Dimensions of the Role
Communicates within Plan International Nigeria and with partners and related government institutions. The post holder will contribute towards financial management of all Humanitarian programmes, interfacing with both operations and programme team members. The post holder will also contribute towards the organisational development of Plan International Nigeria’s implementing partners.

• Direct supervision of Humanitarian Projects Finance Coordinators.
• Management of all Humanitarian projects budget at the Country Office and Project implementing areas. 
• Ensure the respect of the financial procedures and standards of the organization.
• Ensure that Country Finance Manager and Humanitarian project teams are provided with timely data and analysis to support effective financial management, reporting, effective decision-making and the optimal use of resources.
• Contribute and/or follow-up with the timely set-up in SAP of Humanitarian projects.
• Ensure Humanitarian projects Key Performance Indicators are on track.
• Support the preparation of budgets for grant proposals.
• Communicate instructions and milestones for business planning, budgeting and cash forecast, reporting etc. to all Humanitarian finance staff.

Accountabilities
Key End Results and typical Responsibilities:

Support Budget preparation and Budgetary Control of all Humanitarian projects for effective implementation of financial plans. To do this, the role will:

• Review and consolidate the annual plans and budgets of all Humanitarian projects as part of the preparation of the Country’s annual budget.
• Monitor all Humanitarian projects budgets to ensure spend as per plan to avoid over/under spending. 
• Reviews monthly project IGF (Indicative Grants Funding) reports prepared by Humanitarian Projects Finance /Coordinators.
• Review quarterly Project KP06 budget prepared by Humanitarian Project Finance /Coordinators.
• Prepare a master budget and keep it updated throughout the year.

Prepare Financial and other Reports to aid the preparation of the overall country’s financial report for dissemination and decision-making. To do this, the role will:

• Assist in the preparation of country’s financial management reports (Monthly, quarterly and yearly).
• Ensure that the periodic financial report to donors is accurate, with the appropriate template and timely share with the CO.
• Support the preparation of monthly budget vs Actual spending report for all Humanitarian projects in time.
• Review monthly Target bank balance (TBB) report for all Humanitarian projects dedicated bank accounts.
• Review monthly Partners unliquidated advances report for all Humanitarian projects.
• Review monthly-unliquidated advances report for all Humanitarian staff.
• Assist the CFM in the preparation of the Q1, Q2 (half year-end), Q3 and Q4 year-ends financial schedules.
• Make quarterly support visit to Humanitarian project offices/field visits and submit report.
• Carry out identified capacity building trainings for Humanitarian staff and partners.
• Ensure prepaid expenses, prepaid rent, accruals etc. are submitted timely to CO.

Support Project offices Treasury Management and Cash Forecasting to ensure the availability of funds for project operations. To do this, the role will:

• Reviews project offices monthly Cash forecast and forward for consolidation.
• Ensure prompt transfer of funds from CO to project offices bank account. 
• Reviews monthly bank reconciliation statement and receipt reconciliation reports for all Humanitarian projects accounts.

Manage the operations of the SAP system for all Humanitarian project to meet Plan’s spending and financial reporting requirements. To do this, the role will:

• Ensure regular follow up with relevant departments responsible for sections of FAD set-up in SAP.
• Taking responsibility for the Finance set-up in SAP as well as supporting project closure.
• Undertake accuracy checks to ensure all transactions entered in SAP are correct.
• Regularly review NRGRANT status to ensure grant related expenditures are charged on applicable grants WBS.
• Ensure correct use of WBS (work breakdown structure) for all requisitions and journals.
• Carryout regular review of the GR/IR Account to ensure compliance to SAP related indicator.
• Review and share monthly NRGRANT and GR/IR report for all Humanitarian projects
• Post all intercompany recharges with respect to Humanitarian projects.
• Carry out all required month-end procedures before SAP is closed.
• Support maintain a good filing for all Humanitarian related payment vouchers and reports.

Implement Internal Financial Controls & Payment processes for the attainment of value for money at all times. To do this, the role will:

• Ensure payments made are as per Plan’s approved policies, procedures, and that of the donor rules and regulations.  
• Review the finance sections of purchase requisitions, advance requests, liquidations, and purchase orders for financial conformity.
• Support the review of cheques for the Humanitarian projects.
• Ensures appropriate financial controls processes, procedures and systems are in place and adhered to.
• Prepare Finance related audit action list for all audit initiatives and ensure its implementation.
• Carry out agreed actions to address weaknesses in financial controls to mitigate risk.
• Ensure all expected costs are monthly and accurately recovered from the projects.
• Ensure that the filling of the financial and payment documents is done by project and make a periodic control
• Assist in getting the monthly signed salary sheet sent to CO for filing.
• Support the accurate and timely payment of statutory deductions. To do this, the role will:
• Ensure withholding tax is deducted and paid to the respective statutory bodies.
• Support vendors/consultants etc. with information of their WHT payments. 

Others:

• Ensure yourself and direct reports’ IAPs, six months’ appraisals and annual appraisals are timely completed and documented.
• Provide training and share good experience/practice among the team to strengthen team capacity and team building.
• Keep Supervisor informed of any initiative or difficulties related to job responsibilities.
• Fulfils Plan’s Safeguarding and Child Protection Policy at all times to protect children from all forms of abuse.
• Perform any other duties that may be assigned from time to time to support the achievement of organizational goals.