Job Vacancies at Center for Civilians in Conflict (CIVIC) Center

Job Summary

• The Operations & Finance Officer is responsible for all areas relating to financial reporting and accounting.
• This position will be responsible for developing and maintaining accounting principles, practices and procedures to ensure accurate and timely financial statements.
• This position addresses tight deadlines and a multitude of accounting activities including general ledger preparation, financial reporting and year-end audit preparation and supporting the Country Operations Manager with budget and forecasting activities.
• This position will also be responsible for ensuring that field office financial management is consistent with the country office and grant regulations, and that consolidation of this information is seamless and accurate.
• He will work under supervision of Country Operations Manager and finance for all grant and financial management at field office.

Job Responsibilities

• Prepares monthly statements by collecting data; analyzing and investigating variances; summarizing data, information, and trends.
• Support the coordination of relevant project BvA processes.
• Prepares state quarterly and annual statements by assembling data.
• Complies with state and federal tax filing requirements by studying regulations; adhering to requirements; advising management on required actions; calculating quarterly estimated tax payments; assembling data for quarterly and annual tax filings.
• Responds to financial inquiries by gathering, analyzing, summarizing, and interpreting data.
• Provides financial advice by studying operational issues; applying financial principles and practices; developing recommendations.
• Prepares special reports by studying variances; preparing budgets; developing forecasts.
• Updates project knowledge by keeping current with financial regulations and accepted practices.
• Tracking grants spend and provide relevant data for decision making
• Maintain an updated program equipment, tools and accessories in liaison with Logistic and Admin including those of program partners supported by CIVIC.
• Support, planning and programming work to be done quarterly in reference to the workplans
• Support the upholding the donor rules and regulation/compliance issues
• Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Educational Qualification & Experience Requirements

• B.A. Degree in Accounting, Finance, Economics, Business Administration strongly preferred. Courses in accounting, or a qualification in accounting (ACA/ACCA or equivalent).
• Minimum of three (3) years accounting experience, preferably with an international or local NGO, or a financial/banking institution.
• Familiarity the relevant public donors’ regulations a plus.
• Proficient in Excel and experience with Word and PowerPoint. Knowledge of financial accounting package/ reporting software a plus.
• Must have completed NYSC
• Excellent analytical skills with ability to detect and report inconsistencies
• Excellent organizational skills with great attention to detail
• Ethical conduct in accordance with recognized professional and organizational codes of ethics
• Proactive, resourceful, solutions oriented and results-oriented
• Ability to work collaboratively.

Language Required:

• Fluency in oral and written English and Hausa is required.

Key Working Relationships:

• Internal-All staff (Program & Operation staff)
• External -Donors Representatives & Vendors.

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Job Responsibilities

• Ensure day-to-day accounting operations and financial management functions are performed in compliance with internal and donors’ policies and procedures.
• Ensure funds availability and verify that all procurement actions are compliant with internal and client’s financial management guidelines.
• Ensure that all accounting data is updated, reconciled, and fully supported with backup documents.
• Responsible for the timely processing of staff payroll, allowances, and other reimbursements.
• Monitor cash flow and regularly update budget projections to ensure supply of adequate funds.
• Support the preparation of budgets, monitor, review and revise as required.
• Meet financial reporting requirements, ensuring that all financial reports are submitted on or before deadline.
• In coordination with HQ, ensure accurate and smooth month and year-end closing and reporting within agreed schedules.
• Provide financial status of project expenses and budget information as requested.
• Ensure compliance with local laws, particularly on withholding taxes.
• Coordinate with Program Manager(s) to establish proper controls for grants management; and
• Ensure and routinely test for maintenance of audit-ready
• Review and analyze financial reports, including cost allocation of shared costs, to verify financial transactions. Prepare balance sheet account reconciliations to ensure all transactions are accurately stated and appropriately classified. Work with relevant staff to address irregularities and resolve accounting issues and ensure correction of accounting entries and payroll.
• Serve as the key point person on all issues related to financial transaction records. Provide proactive advice, support, and capacity building to managers, staff, and subrecipients to ensure compliance with standards and proper records of financial transactions, as well as to support strengthening of internal control.
• Ensure financial reports are generated accurately and disseminated timely as per established reporting schedules and assist staff with financial reports analysis.
• Oversee maintenance of a good filingsystem of required supporting documentation to ensure easy access and retrieval, and a reliable and easy to follow audit trail.
• Ensure efficient management of cash flows and availability of sufficient and optimal cash in the CP’s operating account through monitoring cash balances (both cash-in-bank and cash-on-hand), preparing bank reconciliations, analyzing, and forecasting cash needs
• Manage physical office and liaise with building management.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Keep track of CIVIC assets (technology equipment etc.)
• Control correspondence including fax and mail dissemination.
• Serve as overall first point of contact for staff with technical issues.
• Responsible for the technology management within the program office and ensures all staff are set up and understand how to use CIVIC-approved technologies.
• Trouble shoot technical glitches including internet, phones, printers, network etc.
• Manage supplies and approve staff requests for furniture, equipment, and supplies.
• Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Educational Qualification & Experience Requirements

• B.A. Degree in Accounting, Finance, Economics, Business Administration with courses in accounting.
• Qualification in accounting (ACA/ACCA/CPA).
• Master's in Business Administration will be an added advantage.
• Minimum of 7 years financial management and bookkeeping experience including budgeting, and forecasting, accounts payable, and accounts receivable, payroll, general ledger, and financial reports.
• Substantial budgeting, budget/expense analysis, and accounting experience.
• Knowledge of the relevant public donors’ regulations preferred.
• Knowledge of local law in taxation and local regulatory reporting procedures.
• Proficient in MS Office packages (Excel, Word, PowerPoint, Visio), Web Conferencing Applications. Knowledge financial accounting package/ reporting software preferred.
• Understands local labor law requirements, human resource, and facilities management.
• Knowledge of working with international NGOs (INGO).
• Ability to perform several tasks concurrently with ease and professionalism.
• Ability to communicate clearly and concisely, verbally and in writing, in English.
• Must be able to keep CIVIC matters strictly confidential.

Language required:

• Fluency in oral and written English is required.

Key working relationships:

• Internal-All staff (Program & Operation staff in-Country & HQ)
• External -Donors Representatives & Vendors.