ROLE PURPOSE
The P&C coordinator is an integral part of the P&C Department. The position holder will maintain and improve P&C policies, processes, and practices, and recommend changes to the Partnership Manager where necessary. In addition, the role holder will be responding to internal and external P&C-related inquiries or requests.
Dimensions of the Role
Under the direct supervision of the Partnership Manager, S/he will be responsible for different P&C functions such as P&C Operations, Recruitment, Payroll, training & development, employee relations, and offboarding.
Accountabilities
P&C Operations (20%)
- Support in policy rollout and documentation especially about workplace safeguarding, grievance management and code of conduct
- Ensure the relevant P&C database is up to date, accurate and complies with legislation
- Ensure P&C-related documentation, such as contracts of employment and attestations are done correctly.
- Update Job Descriptions through a standardized process and prepare for the Job Evaluation process.
- Perform partnerships data assessment and visits to partners, and perform capacity-building training for partners when needed
- Complete P&C reports including P&C KPI reports & others related
Compensation and benefits (20%)
- Work with the Partnership Manager to ensure that pay and benefits structure and application are in line with GPON guidelines as per the new Job Evaluation process (JDs review, Korn Ferry Assessment and implementation for new scales)
- Manage the preparation of all staff payroll and timely disbursement of salaries or other employee benefits by ensuring leave and timesheet tracking for updating any payroll changes accurately and timely
- Work closely with the Finance team to ensure that timesheets are completed on time and all staff information is accurate for payroll processing
- Manage the Staff Medical Scheme in accordance with contractual obligations such that all medical services to staff are satisfactory
- Coordinates the day-to-day P&C administration duties by ensuring joiners, salary adjustments, employee advances, separations process, etc…
Recruitment, Selection and Induction (20%)
- Manage the recruitment of all Junior to mid positions (Officers & Coordinators) including; JD review, job advertisement, longlisting, interviews, etc…
- Guide the hiring managers through the recruitment processes
Human Resource Information Systems (10%)
- Maintain an effective electronic HR information system ensuring completeness and accuracy of records at all times in line with organizational standards and fitting practices.
- Induct staff and new joiners on the use of HRIS through training
- Act as a focal point for all HRIS-related issues (leaves and performance management-related assistance
Performance Management and Training & Development (15%)
- Ensure all performance stages are completed by reminding staff and line managers of the timeline of each stage
- Conduct refresher training on performance management processes for all staff and follow up to check if objectives set are SMART
- Extract quarterly performance review reports and recommend urgent actions
- Assess, identify, prepare and compile staff training needs as per performance appraisal results and work with the Country Director on the annual training plan
- Support in performance meetings & employee development plans with line managers in coordination with the Partnership Manager
- Lead the induction process and ensure all new staff have been inducted and completed all mandatory training.
- Deliver training where possible, in consultation with the Partnership Manager.
- Ensure the list of training and courses completed by staff members is up to date
Employee Relations (15%)
- Promote employee health and well-being, by working closely with the Partnership Manager
- Ensure that all staff understand GPON P&C procedures and policies.
- Lead on social committees and other social events
- Facilitate the P&C team’s socialization while nurturing GPON’s values and behaviours
- Support in managing employee concerns and conduct yearly one-to-one meetings with all staff.
- Conduct exit meetings with leavers and complete leavers’ assessments.
- Ensures that GPON policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and GPON’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
Key relationships
Internal: The job holder has a close working relationship internally with the following departments and/or functions:
External: The job holder has a close working relationship externally with the following departments and/or functions:
- NGOs
- P&C Network groups
- GPON Partners
Behaviours (Values in Practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling GPON values.
- Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
- Widely shares their personal vision for GPON, engages and motivates others.
- Future orientated, thinks strategically and on a global scale.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
- Values diversity sees it as a source of competitive strength.
- Approachable, good listener, easy to talk to.
Creativity:
- Develops and encourages new and innovative solutions.
- Willing to take disciplined risks.
Knowledge, Skills, And Behaviours
Demonstrable knowledge and understanding of:
- Responding to multiple demands from staff members
- Being updated on approaches in development and humanitarian organizations.
- Excellent understanding of child rights, gender equality and development issues.
- Working effectively with people of wide and various backgrounds.
- Knowledge of applicable local laws and regulations (, taxes, etc.)
Qualifications and Experience
- Bachelor’s Degree in Human resource management or any other relevant business degree
- At least 4 years of demonstrated experience in humanitarian/refugee setting in a similar field
- Experience in HR Information Systems (HRIS)
- SHRM and other relevant certifications are compulsory.
Skills
- Good computer skills especially in Microsoft Word & Excel
- Strong organizational abilities; able to prioritise and manage short-term and continuing projects across diverse themes despite competing deadlines.
- Strong commitment to child safeguarding policies both inside and outside the workplace, and experience working with children in a development environment.
- Ability and experience in adapting to systems & processes
- Good presentation skills and ability to provide training
- Excellent written and oral communication skills, with excellent command of spoken and written English and Hausa.
Level Of Contact With Children
High contact- the job responsibilities of this position require the post holder to have very frequent contact with children. It is expected that children shall be protected at all times.
Salary and conditions: NGN 650,000 - NGN 1,000,000. The income will be subject to statutory deductions as per applicable Nigerian laws. The employee is responsible for the tax returns.
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The Opportunity
- Lead the consolidation process for work plan budgeting and ensure that the process is coherent and aligned to the overall project and expected deliverable;
- Prepare consolidated project financial reports and ensure timely submission;
- Review and verify payment requests and ensure compliance with the donor and Plan policies and procedures;
- Financially analyze reports and provide recommendations to the Project Director on future forecasts and planning;
- Review audit reports, analyze, review, assist/prepare audit responses, and ensure follow-up and implementation of their recommendations for finance and administration;
- Monitor budget versus expenditure for the grant.
- Support partner organizations in financial management and reporting.
KEY FUNCTIONS AND RESPONSIBILITIES :
Reporting to Country Director and Director of Programmes, the Finance Manager will be responsible for day to day activities of financial and grant management. S/he will provide financial management support on various aspects of financial, grant, audit, and support to sub recipients of GPON Projects and visit to various partners to review and strengthen the financial system according to grant. S/he will be responsible to provide day-to-day technical support to finance and account coordinators.
Responsibilities:
- Develop and update standard guidelines and systems for finance management for the GPON;
- Develop check list and undertake pre-grant assessment of sub-recipients;
- Ensure compliance to financial and grant management for the project towards minimization and elimination of financial risks;
- Support budget holders in Budgeting, Budget monitoring (BVAs), and Budget control.
- Maintain financial records and monitoring systems; record and reconcile expenditures, balances, payments, and other day-to-day transactions; facilitate internal and external audits by providing all required information to the auditors.
- Manage and maintain the capitalized GPON fixed asset (FA) schedule tracking acquisitions, disposals, and write-offs and compute monthly depreciation charges.
- Prepare annual financial statements and schedules and ensures that GPON adheres to month-end and year-end procedures for audit readiness
- Execute financial review and monitoring, on-site-data-validation and provide technical assistance to the sub-recipient partner organizations;
- Ensure the training for finance teams of sub-recipient partners through supportive monitoring visits.
- Communicate with donors, auditors and other statutory bodies with regard to GPON project;
- Support to senior management team on the budget and forecast preparations and revisions;
- Ensure the verification, approve payment requisitions and fund requests submitted by the sub-recipient partners.
- Preparation and submission of timely and accurate financial reports to donors.
- Participate in periodic reviews of the project progress by technical team;
- Assist in periodic financial audits and donor reviews, and adherence to recommendations made by the auditors and donor.
- Undertake any other activities as required by the organization.
- Other appropriate duties as assigned by supervisor.
Performance Indicators
- Producing accurate reports on time.
- Meet the financial needs of all GPON intervention in an effective and timely manner.
- Effective management of donor financial requirements and responsibilities.
- Maintenance of proper and accurate financial records.
- Support to partners and program staff when required and in a timely manner.
- Effective maintenance of the grants management system.
Behaviours (Values in Practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling GPON values.
- Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
- Widely shares their personal vision for GPON, engages and motivates others.
- Future orientated, thinks strategically and on a global scale.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
- Values diversity sees it as a source of competitive strength.
- Approachable, good listener, easy to talk to.
Creativity:
- Develops and encourages new and innovative solutions.
- Willing to take disciplined risks.
About You
- MBA in Finance and/or Accounting or equivalent qualification is required
- ACA, ICAN or relevant professional certification is required.
- High level of advisory skills.
- Relevant professional experience as Finance Manager;
- Strong experience in working with donor-funded projects, e.g. EU, GAC, EWC, NHF, UNICEF.
- Ability to work well with others under deadline situations and respond to changes in priorities;
- Ability to interpret and work in accordance with laid down procedures.
- Proficient in computer skills and use of relevant software and other applications, e.g. word processing, spreadsheet, database, Quickbook
- Proven experience in managing the donor’s procedures;
- Numeracy and the ability to interpret financial data, in order to provide management support to budgetary processes including planning, monitoring, and reporting.
- Ability to communicate effectively and build high-performance teams in support of the achievement of organisational objectives.
- Excellent English and Portuguese oral and written skills are required.
Level Of Contact With Children
High contact- the job responsibilities of this position require the post holder to have very frequent contact with children. It is expected that children shall be protected at all times.
Salary and conditions: NGN 1,200,000 – NGN2, 000,000. The income will be subject to statutory deductions as per applicable Nigerian laws. The employee is responsible for the tax returns.
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ROLE PURPOSE
The procurement Coordinator, will be responsible for making timely and cost-effective buying decisions that secure value for money for the organization. The role pprovides overall coordination for procurement transactional activities in compliance with GPON’s policies mainly the Supply Chain Operational Manual, best practices, local regulations and business needs. In the event of a major humanitarian emergency, the role holder will be expected to ensure timely support.
PHYSICAL ENVIRONMENT
Typical office environment.
ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
Supply Chain Planning and Management
- Consolidate Procurement Plans submitted by Project or PO holders’ staff for effective program implementation;
- Analyse and consolidate Purchase Requisitions in accordance with the Supply Chain Operational Manual;
- Liaise with suppliers and purchase committee and ensure usage approved pre-qualified suppliers’ list in use.
- In collaboration with the Supply Chain and Security Manager and Purchase committee, compile an updated pre-qualified suppliers list for signoff.
- Guarantee adequate procurement transactions and accurate supporting documentation.
- Comply with GPON policies and procedures on procurement, storage, inventory, distribution and receipt of all GPON materials/goods.
- Prepare tender documents, requests for information, delivery costs and items;
- Monitor the compliance of the organizational policies and procedures as far as supply chain functions are concerned.
- Frequently carry out a market scan to review the prices for goods and services and to ensure that Plan is continuously getting value for money from the pre-qualified suppliers.
- To continuously research on the alternatives to save money on procurement or improve delivery of necessary goods and equipment’s.
- Provide support to implementation partners on procurement and logistics processes.
Procurement process management
- Develop and monitor the purchase tracker and procurement processes to facilitate effective delivery of programmes.
- Update and share the purchase tracking report with the and Supply Chain Manager.
- Maintains records of all purchases, agreements, contracts and ensure regular updates where necessary.
- Maintain accurate Bills of Quantity for appropriate projects, which are approved by a registered engineer for projects.
- Follow up and ensures that all outstanding purchase orders are delivered by the due date. Stock & Warehouse process Management
- Ensure appropriate flow of information between warehouse and stakeholder (procurement team) In receiving and handling stock movement.
- Ensure that all tools & template of stock and warehouse is in place.
- Oversee the inventory transactions through physical counts, inspection, etc. to ensure that inventories agree with recorded amounts.
Customs process management
- Oversee the process of customs and ensure that customs clearance is affected in an efficient manner within legal requirements.
- Tracking shipments sent from external parties and providing the required shipping agencies to clear the shipment when needed.
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