Jobs at Kalthum Foundation for Peace

Job Summary

• Planning, coordinating, and implementing Financial, Admin and Human resources activities and policies according to legal obligations, standards, and procedures in order to provide quality, reliable and transparent information to the organization.

Functions
Accounting Management:

• Check all the accountings documents by ensuring that they meet the necessary quality standards procedures(internal request form, quotations, bird analysis, purchase order, goods or services receive note or delivery note,invoice, contracts, pay slip, time sheet or roster, ect),
• Submit the payments request to the budget holder for validation,
• Processing payments,
• Filing hardcopies of documents and recording information in the Excel spreadsheet,
• Cross-check all transactions in the bank and cash journal to ensure alignment with standard procedures, including appropriate accounting codes, budget lines, clear and understandable text memo reflecting the nature and purpose of the expenditure, and balance amounts.
• Proceed with the monthly accounting closure reporting, including cash inventory, bank reconciliation, trial balance (assets versus liabilities summary), general ledger or journal of expenditures, inventory of goods control, bank statement, operational and salary advance register.

Budget Management, Treasury, and Internal Control:

• Lead the budget planning process, calculating and forecasting the budget needed for activities.
• Ensure implementing and budget monitoring by checking the forecast with the expenditures report through budget lines.
• Prepare quarterly cash requests based on the funding agreement versus milestones.
• Ensure KFP treasury has sufficient balance to enable the continuity of activities.
• Cross-checking the roster and working hours, supporting the monthly items inventory control, and verifying the prices of goods and services in Maiduguri to ensure alignment with KFP's pricing list.

Administrative and Human Resources Management:

• Coordinate and schedule meetings and appointments for project team members and stakeholders.
• Maintain and update project documentation, including contracts, agreements, and personnel records.
• Assist in the recruitment and onboarding of project staff, ensuring compliance with HR policies and procedures.
• Provide administrative support to project team members, including arranging travel, preparing expense reports, and handling logistics for project-related activities.
• Maintain project databases, filing systems, and record-keeping mechanisms to ensure organized and easily accessible information.
• Prepare labor contracts between KFP and employee recruited, control the timesheet or roster and working hours.
• Responsible for managing the payroll of KFP staff, managing leaves and disciplinary processes with the support of KFP senior management team.
• Support the assessment of capacity-building needs and develop a plan for training with the support of KFP senior team.
• Ensure monthly Human Resources reporting.

Qualifications and Requirements

• Bachelor’s Degree in Finance, Accounting, Business Administration, or a related field.
• Minimum 1 year experience in financial management, budgeting, and administrative roles.
• Strong knowledge of accounting principles, procedures, and standards.
• Familiarity with HR policies and procedures.
• Fluency in English, Hausa, and Kanuri.
• Excellent organizational and multitasking skills.
• Strong interpersonal and communication skills.
• Proficient in Microsoft Office Suite and accounting software.
• Ability to work independently and collaboratively in a team environment.

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Key areas of accountability
Programme delivery/implementation:

• Provide overall strategic and operational leadership to programme team members and partners under the RUMEDIprogramming.
• Lead the development and successful implementation of high-quality program activities in line with the grant agreement and KFP technical and operational requirements. 
• Develop detailed implementation plans, procurement plan, including phased budgets, updating these as required in collaboration with relevant departments
• Conduct planning meetings with key program staff, while ensuring adequate planning documents are established and maintained.
• Ensure that activities are appropriately planned, that delays and constraints are documented, and solutions identified.
• Inspire, lead and motivate programme staff and partners to deliver on programme objectives and build culture of accountability within the programme.
• Ensure strong internal communications with team members and partners.
• Plan, organise and facilitate regular joint programme meetings and reviews with staff and partners.
• Ensure timely program reports on project activities in compliance with internal requirements and any relevant external donor requirements.  
• Oversee and support implementation, including the supervision of proper targeting, identification, registration, and monitoring of beneficiary lists to prevent overlap with other humanitarian programmes in the intervention areas. 
• Steer efficient internal coordination of the RUMEDIprogrammes, as well as other KFP program teams, to ensure effective program integration within the areas of intervention. 
• Ensure that efficient systems are in place to mitigate risk and to support all aspects of project activity, including financial and grant management, project monitoring and evaluation, and that they support the effective use of project resources and allow for contingencies, in compliance with RUMEDIregulations.

Financial, Budget and Grant Management:

• Serve as overall budget holder for RUMEDI awards, support for individual projects. 
• Ensure that programme budgets are managed through rigorous budget and finance monitoring practices with participation of all key functions involved in projects. 
• Oversee the general application and observance of financial procedures and guidelines set out in KFP financial manual and donors' requirements. 
• Lead the timely expenditure of approved budgets, avoiding both underspending and overspending on grant line items. 
• Ensure monthly AIR meetings are conducted to review programme BVA.
• Work together with Junior Programme Managers/ Head of medical, implement based on their field level budgets. 
• Ensure that budgets are spent and charged to their respective budget heads and grants by diligently reviewing the financial expenses.
• Ensure that grants are managed as per KFP and donors’ requirements; lead the development, review and approval of high-quality donor reports that reflect information from all implementing teams, in line with internal and donor requirements.
• Work with Junior Program Manager(s) to gather accurate field information on particular activities for the development of new program design ideas, budgets revisions and learning.

Programme Development and Strategy:

• Lead the development of Project Modifications and Amendment requests as identified during the implementation of the project. 
• Contribute to situation/response analysis and any corresponding revision of program strategy documents and sector response plans, ensuring integration with other sectors.
• Promote accountability, communicating expectations and providing constructive feedback through regular performance reviews.
• Participation as part ofKFP recruitment team, orientation, and training of new staff as needed. 
• Coordination, advocacy and representation
• Represent KFP and the program in meetings and with representatives from RUMEDI.
• The senior Program Manager will represent KFP in relevant coordination forums within the country, as and when required. 
• Ensure that involve programme partners coordinate their part of the programme with other stakeholders.
• Maintain good working relationships with officials and other humanitarian actors, particularly those within the relevant government agencies (local and national authorities including technical departments, INGOs, NGOs, UN agencies.)
• Maintain focus on KFP program principles.
• Oversee development of programme advocacy plans, key advocacy messages and implementation and evaluation of those plans.

Monitoring and evaluation:

• Where security permits, the Senior Program will make frequent visits to field sites, to monitor and oversee project implementation and provide managerial guidance/support identifying issues that need timely action and support at different levels. 
• Ensure regular price monitoring and post distribution monitoring is carried out appropriately and contributes to analysis. 
• Support and ensure the timely completion of program assessments, evaluations and other reviews required in the program. 
• To conduct lessons learn events and programme reviews from time to time and when relevant.

Additional job responsibilities:

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Requirements

• Bachelor’s Degree in a Health-related field, a post-graduate qualification (Preferably Master’s degree) in Public Health, Development Studies, or any other relevant field is an added advantage
• Minimum 2 years’ experience in coordination and implementation of health programs,
• Fluency in English,Hausa andKanuri
• Work experience in Borno State or any similar context is a plus.

Behaviours (Values in Practice):

• Accountability:
•  Ambition:
• Collaboration:
• Creativity:
• Integrity.