Latest Jobs at ICAP (Columbia University)

Job no: 493284
Reports To (Title): Associate Director of Finance
Work type: Regular Full-Time
Categories: Finance/Administration

Position Summary

• Working under the guidance and direction of the Associate Director of Finance and Administration based in Nigeria, the Finance Officer will ensure compliance to administrative and financial procedures, ensure sound management of donor funds, track expenditures and supervise the finance and administrative team in support of the implementation of Projects.

Major Accountabilities
Finance and Accounting Management:

• Supervise financial data entry performed by the accountants in Quickbooks
• Ensure accounts are consolidated monthly in line with the required deadlines
• Conduct weekly bank reconciliation
• Follow payments to service providers enforcing payments within a maximum of one month after submission of invoices
• Facilitate internal payments related to program expenses (e.g. staff business trips) within a maximum of one month after submission of supporting documentation (expense report and receipts)
• Ensure receipts and financial documents are correct and submitted for approval to concerned supervisors
• Supervise archiving and organization of financial records according to required standards
• Support regular financial forecasting in line with program activities
• Consolidate timely financial reports (records, forecasting, check registers etc.) and other reports / documents as required by HQ
• Ensure that taxes /VAT /customs fees are paid monthly and within the deadline
• Support the activities of the administrative officer as needed.

Internal control of operations:

• Support the development, revision, and dissemination of rules and internal procedures
• Develop and follow finance activities for the finance team and financial / accounting activities
• Adhere to risk management / risk mitigation plans
• Safeguard the assets of the organization by certifying the inventories of fixed assets
• Adhere to systems that address recommendations from internal audits / compliance reviews
• All other duties assigned by supervisor.

Requirements
Education:

• Bachelor's degree in Accounting and Financial Management.

Experience, Skills & Minimum Required Qualifications:

• Maximum of three (3) years’ and Minimum of 2 years experience in accounting and working with an international NGO
• Knowledge of accounting software including QuickBooks
• Ability to work independently to meet set deadlines
• Capacity to analyze situations and be open to innovation
• Be fluent in French and proficient in English
• Ability to prioritize tasks
• Ability to adhere to strict professional and HIV/AIDS confidentiality regulations
• Ability to work in a multicultural environment.

Other requirements:

• Prompt and efficient with minimal absences
• Exhibits a positive and professional demeanour in and outside of the workplace that exemplifies and furthers the mission, vision and values of the program
• Travel to field sites as required.
• Travel Requirements: N/A

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Job no: 493280
Location: Abuja, Nigeria
Reports To (Title): Country Director
Work type: Regular Full-Time
Categories: Finance/Administration

Position Summary

• The incumbent will have demonstrated experience analyzing and interpreting financial data, sound knowledge of accounting principles and techniques required; experience with accounting software and working with international donors, specifically with US government donor agencies, familiarity with USG rules and regulations amongst.
• Reporting to the Country Director and Chief Financial Officer, the Associate Director of Administration and Finance will oversee all finance and administration functions of ICAP in- Nigeria, including budget development and tracking, financial management and reporting, subcontracts, procurement, human resources and office management. Builds and supervises a strong administration and finance team.

Major Accountabilities

• Develop, manage and regularly review ICAP finance and administration procedures to ensure efficiency and compliance to Columbia University/funder rules and regulations; serve as the primary custodian of all financial transactions; establish and manage financial systems to ensure transparency, accountability and accuracy of all financial data; establish and maintain financial procedures, ensuring adequate segregation of duties are maintained
• Develop and monitor budgets across multiple grants, in accordance with pre-established ICAP, Columbia University and donor guidelines; prepare forecasts of programmatic and Job Description Template Updated January 2018, Page 2
• operational costs, ensuring the availability of funds to meet financial needs; ensure that advances are reconciled in accordance with procedures and required deadlines
• Establish and maintain solid professional relationships with vendors, ensuring that all payments are made timely and that products and services are delivered in accordance with established standards; ensure that ICAP meets donor financial and administrative requirements, and apply fiscal controls and compliance procedures
• Conduct periodic pipeline and burn rate analyses, audits of actual expenses and budget-to-actual comparisons; present relevant reports to internal and external audiences to facilitate financial and programmatic planning and monitoring
• Perform periodic training for staff and partners in financial systems and policies
• Serve as lead liaison to ICAP headquarters in New York, to ensure that all administrative and financial obligations of the program are routinely met; serve as lead liaison with national tax authorities to ensure that ICAP in-country adheres to taxation requirements and receives taxation relief
• Maintain banking relationships, ensuring transactions are processed timely, accurately, and adequate balances are maintained; ensure timely financial reporting
• In close coordination with the ICAP-New York sub award team, supervise sub agreement development and management process, including negotiation of contracts, development of budgets and provision of technical assistance to sub grantees, to ensure effective management of funds and financial reporting
• Oversee procurement of office and program-related equipment, supplies and services, ensuring adherence to all donor, Columbia University and national regulations; maintain appropriate inventory of supplies and equipment, taking special care to ensure that all items are adequately documented and costs are appropriately chronicled; ensure that bid analysis is done and filed as part of the supporting documents for all purchases
• Ensure effective and smooth office operations, including security and transportation management of a fleet of vehicles; review the logs of vehicles maintenance; review the property log at least once a quarter; ensure that insurance policies are updated when new items are bought
• Serve as lead liaison with in-country legal counsel and coordinate legal matters with ICAP-New York;
• Ensure effective establishment and implementation of ICAP systems for recruitment, orientation and on-going performance management for all staff; manage complex human resource matters including grievances, discipline, terminations, staff reductions, severance and rewards
• Facilitate decision making on human resources matters (including organizational design and development, staffing, change management, position classification, compensation, supervision, performance management, and conflict resolution)
• Ensure that monthly payroll change files are submitted to New York and ICAP’s international payroll provider timely, accurately and in compliance with prescribed requirements, and payroll reconciliations and variance analyses are done
• Performs other related duties as directed

Education

• BS / BA degree in Accounting, Finance and Business Administration
• MS/MA/MBA degree in Accounting, Finance and Business Administration or its recognized equivalent.
• CPA, ACA, ICAN, CIMA, CFE or any other relevant professional qualification is required.
• Experience in managing financial records of donor-funded organizations, and familiarity with donor and local contractual procedures is an advantage.

Experience, Skills & Minimum Required Qualifications:

• Minimum (7) years of relevant work experience with at least five (5) years of work experience at an international NGO
• Minimum of 3 years’ supervisory experience in office management and administration.
• Demonstrated experience analysing and interpreting financial data
• Sound knowledge of accounting principles and techniques required; experience with accounting software, such as QuickBooks, is a plus
• Experience working with international donors required; experience specifically with US government donor agencies and familiarity with USG rules and regulations strongly preferred
• Strong supervisory and management skills and demonstrated experience in the supervision of finance and administrative staff
• Demonstrated experience working independently with minimal supervision, reliably establishing priorities and meeting deadlines
• Advanced proficiency in Word and PowerPoint to develop presentations and Excel to develop moderately complex spreadsheets
• English proficiency required

Travel Requirements:

• Frequent travel to field sites, and possible international travel, is required

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