Operations Officer at CLEAR Global

The role

• The Operations Officer is a key support position for the Third Party Monitoring (TPM) of the Humanitarian and Resilience Program (HARP) project.
• CLEAR Global, in consortium with Fact Foundation (FACT) and IMPACT Initiatives (IMPACT) will be supporting FCDO, HARP IPs, and the affected populations of Northeast Nigeria by conducting a range of TPM activities that would ensure that the humanitarian programming within the HARP portfolio is carried out effectively, compliantly, and attuned towards the needs of affected populations, while promoting continuous learning through innovative best practices for the HARP program, as well as the wider humanitarian response.
• The Operations Officer supports the day to day financial operations of the Consortium office, including supporting with financial reports review and supporting Consortium members’ daily life in Abuja as well as managing project assets and rentals. The Operations Officer provides a supportive contribution to operations by assisting in the implementation of financial and administrative processes, handling of relevant data and providing information when required.

Responsibilities

Finance:

• Monitor the Consortium office budget and expenditures and contribute to budget planning and revision.
• Verifies Consortium partners’ financial reports and supporting documentation, making sure that expenses are reasonable, allowable, and allocable to the approved budget and comply with donor’s regulations.
• In collaboration with the Senior Finance and Compliance Officer, communicate findings to partners and ensure timely follow-up to provide solutions and document the findings. Reviews must be based on partner risk and sampling or review of full documentation, as required.
• Work under the supervision of the Senior Finance and Compliance Officer to ensure the financial monitoring and spot check visits to sub-awardee offices is conducted according to CLEAR Global requirements and standards.
• Under the supervision of the Senior Finance and Compliance Officer, ensure that a sound, accurate and organized archiving system is in place, both hard and soft (electronic) copies for all financial reports and their supporting documents.
• Support the Senior Finance and Compliance Officer to coordinate internal and external audits to ensure proper compliance with all regulations and to ensure that all sub-awardee files in hard and soft copies are always 100% ready for audit.
• Track monthly Consortium office petty cash expenditure and prepare petty cash reconciliation statements for sign off by the Consortium Manager.
• Prepare and manage in a timely manner, payment orders for invoices to be paid by the office.

Administrative/Logistics:

• Responsible for overseeing the procurement of equipment and supplies for the Consortium office in coordination with the Nigeria Country procurement team, ensuring strict adherence to CLEAR Global procurement guidelines.
• Oversee all logistic arrangements including maintaining an updated record of events, travel itineraries of consortium staff and short-term consultants (as applicable) to ensure proper delivery and satisfaction of service. Responsible for all travel arrangements of consortium staff, flight bookings, purchasing of tickets; making hotel/accommodation reservations and clearing the payments and keeping relevant records.
• Support in identification and recruitment of Abuja vendors/suppliers for the consortium office based on CLEAR Global procurement rules and regulations with support from the Nigeria Country Procurement Team.
• Responsible for the management of the rental of the Abuja consortium office. Provide support to the team by overseeing the management and maintenance of the office assets, utilities, office equipment, consumables and supplies.
• Responsible for recording and updating of office assets in the asset register;
• Keep track of all admin documents including registration all internal & external correspondence and records updated
• Responsible for the effective maintenance of all IT equipment and computers in the office.
• Provide monthly topline operations reports on state of activities as it relates to the admin, procurement and logistics of the consortium office to the Consortium Manager.

Please note that these roles and responsibilities are approximate and may change over time.

Qualifications

The right candidate is detail oriented and has knowledge of the rules and regulations of institutional donors.

• Experience in consortium structure and needs.
• Excellent oral and written communication skills, including the ability to present to groups of all sizes.
• Self-starter with ability to work independently and part of a team.
• Demonstrated ability to work effectively under pressure and handle multiple simultaneous tasks.

Required

• Bachelor’s Degree in Accounting, finance, or any related field.
• A minimum of 3-years’ experience in a related role.
• Previous experience within the INGO sector with experience working with institutional donor funded projects.
• Proficiency in Google workspace software suite – including Word, Excel, PowerPoint and Gmail. Experience working with databases and/or other tracking systems

Essential Aptitude

• Capacity to work remotely, prioritize, and work independently with minimal supervision
• Detail-oriented, thorough, accurate, able to meet deadlines under time pressure, and able to work quickly and steadily in a focused manner
• Demonstrates initiative, persistence, ability to problem solve, and enthusiasm for learning
• Good interpersonal skills
• Ability to mediate, negotiate, and resolve conflicts constructively
• Able to innovate to find creative solutions; willing to explore new technologies