This position will be based in Maiduguri and will be the focal person for the IRC Nigeria’s Budget and Grants financial reporting function. This requires a motivated, flexible, problem-solving team player with excellent analytical communication skills and the ability to prioritize activities and work to tight deadlines.
As part of the finance team of the country office under the supervision of the Assistant Finance Controller the Budget & Reporting Manager will be responsible of managing the day-to-day budget and grants budgeting and reporting tasks. The Budget & Reporting Manager ensures the budget and grants management issues are immediately attended to and ensures that donor budgets are prepared in accordance with the IRC and specific donor’s requirements and are submitted on time.
In addition, this position will ensure that the grants are implemented in compliance with the donor regulations and the IRC requirements, ensure timely submission of the donor financial reports, additionally will develop budget tools and conduct trainings to ensure efficiency in the Budgeting and reporting function.
Major Responsibilities
Nigeria Country Office Fiscal Year Operating Budget
- The Budget and Reporting Manager will support the preparation of the Nigeria Fiscal Year Country Operating Budget following the IRC standard format for the final review of Deputy Director Finance before further submission.
- Support in ensuring that the country-operating budget is regularly updated and is available for use as a management tool during the development of new proposal budgets and during times of rapid expansion and/or program reduction.
New proposal for budget Development
- Prepare and consolidate budgets for the new proposals and revises existing budgets, ensure all costs are covered (not under/over budgeted), in addition, ensures the correct use of the IRC and specific donor budget standard templates and linking it to the donor template.
- Prepare the new Category code budget (D2 codes) and look up codes for new grants, perform upload in Integra.
Grant Management & Reporting
- Prepares and updates spending plans for all active grants in conjunction with designated budget holders and SPC calculation projection.
- Review budget spending against spending plans / actual spending and advise relevant staff on spending status. Request feedback on all over/under spending from budget holders.
- Participate in monthly BVA panel and share spending analysis with grants spending feedback and follow-up on action points identified during the grant’s meetings.
- Attend and provide input and support to Grants Opening, Project Implementation meetings - PIM and Grant Closing Meetings.
- Provide support and feedback to Operations and Program Managers on all questions regarding the BvA reports
- In compliance with the donor regulations and the IRC requirements, propose adjustment entries required for the BvA reports and grant financial reports
- Prepare grants for external donor financial reports for review and sign off in country by the Deputy Director Finance and grants for further submission. Ensure reports follow the donor reporting template, to be submitted on time as per internal and external contractual requirements.
- In consultation with the Grants Unit, provide review on actual charges transactions and advice on key donor compliance requirements.
- Provide analysis and guidance on staff coverage, salary mapping in addition to the Shared Program Cost –SPC coverage and allocations for Assistant Finance Controller final review and further approval
- Provide analysis review of grants spending plans vs actual spending.
- Perform the Finance verification of Purchase Requests to ensure: Items are allowable, allocable, and reasonable; Budget remaining balances are adequate; Accuracy of information included of: Items charging codes are correct and Mathematical calculation of total amounts.
- Work closely with our Partnership unit in the management of partnership and consortium project.
- Closely participate in partnership pre assessment, project management, capacity building as per need and document verification as per the agreement.
Staff Training (Finance & Non-Finance)
- Assist the Assistant Finance Controller in conducting regular staff training and induction sessions for Program, Operations, Finance, Nigeria Field Offices staff on Budgeting and reporting topics, such as: Budget management, review grant actuals and reports… etc
- Build the capacity of the budgeting and reporting finance team
- Work closely with the team to build their capacity in budgeting and reporting aspects where needed.
- Able to transfer the knowledge of the donor reports, realignments, proposals.
- Reconciliation with the financial report tool and accounting system.
- Operating Budget development and quarterly updates.
Key Working Relationships
Position Reports to: Assistant Finance Controller
Indirect/Technical Reporting:
Position directly Supervises:
Key Internal Contacts:
- Country Program:
- lead, departmental head, supply chain, Grant, Program, and PMU team.
- Region/Global:
Regional finance team
Key External Contacts:
Different Donors, Audit firm
Job Requirements
Education:
- Minimum of bachelor’s degree or HND in accounting and finance.
Work Experience:
- Minimum 5 years of progressive work experience in a non-profit setting in budgeting and financial reporting
- Working experience on major donors funding UNOCHA,WFP,UKAID ,FCDO ,ECHO, BHA(OHA) USAID,OFDA, EU Trust Fund, SIDA, CAD, etc
Demonstrated Technical Skills:
- Strong analytical skills to be able to make logical and strategic budget decisions
- Skills and abilities in working remotely support staff.
- 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 whilst prioritizing multiple tasks
- Willing to travel within Nigeria.
- Hard-working and detailed oriented. Able to multitasks and demands coming from multiple sources.
Demonstrated Managerial/Leadership Competencies:
Languages:
Computer/Other Tech Requirements:
- Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint. Add position-specific (e.g. accounting application software, Enterprise Resource planning (ERP) etc.).
- Experience working with databases and/or other tracking systems.
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The Nutrition Manager will be responsible for technical oversight and support on nutrition and Social Behavior Change Communication components of IRC focusing on Nutrition and WASH promotion. In addition, He/she is responsible as technical focal for technical collaboration and capacity building of local partner organizations. Represent IRC as technical focal and technical collaboration with donor, fund management offices and counterpart ministries of Nigeria at different levels.
Responsibilities:
Program Management & Development
- Participate in the development of nutrition sector budgets and following up on their effective implementation.
- Develop nutrition sector work plans for all the IRC nutrition grants assigned to s/he by the nutrition coordinator. Supervise and coordinate the implementation and monitoring of nutrition project activities in the two LGAs in Borno states in line with proposal targets and work plan timelines.
- Conduct nutritional surveillance in the programme sites, including host community and internally displaced persons (IDPs)based on agreed methodologies including surveys, process monitoring, SMART, LQAS, SQUEAC and other rapid methods.
- Work with the field based nutrition staff and community health Volunteers to establish, implement and monitor community based management of acute malnutrition activities, coupled with patient follow up, referrals and education for their better management at community level.
- Coordinate with other IRC departments and implementing partners to develop training curricula and implementation plans for community Health Volunteers(CHV’s).
- Assist in response and management of any nutrition emergencies e.g. acute food shortages and participate in the development of disaster preparedness systems.
- Promote mother infant and young child feeding best practices in various health facilities.
- Oversee implementation and integration of comprehensive growth monitoring program/Mass MUAC screenings at community level and report accordingly.
- Participate actively in execution of operational research and Documentation of Best Nutrition practices in various health facilities/Outreach sites if need be.
- Participate actively in planned programme Rapid Nutrition assessment,nutrition surveys and KAP Assessments.
- Monitoring and supervising both IRC and MOH staff seconded to IRC to ensure work is performed efficiently.
- Routinely monitor staff performance according to their job description and provide written feedback in a timely manner.
- Oversee continuous training programs for the nutrition staff as well as organizing trainings with consultants as per the annual work-plan & budget.
- Review personnel issues and concerns of nutrition staff and assist with determining and implementing solutions.
- Participate in recruitment of nutrition staff as appropriate.
- Participate in the development of proposals, budgets and concept notes in coordination with the Nutrition Coordinator, DDP, Grants team, and HQ Technical Unit
- Monitor the purchase and use of materials, equipment and supplies
- Monitor and evaluate appropriate implementation of projects against program objectives and IRC’s Program Framework
- Identify opportunities for program development
- Directly supervise other Nutrition officers,
- ANY OTHER ACTIVITY ASSIGNED BY THE COORDINATOR.
Staff Management
- Recruit national staff in conjunction with the Human Resources Department
- Maintain updated job descriptions, conduct interviews, orient new staff to the IRC and the Protection program
- Supervise the nutrition staff directly, providing ongoing leadership to the project team and overseeing implementation and coordination of activity plans to ensure targets are met
- Provide ongoing supervision, leadership, training and technical support and guidance to nutrition staff, and ensure all nutrition staff adhere to best-practice principles in all aspects of program implementation
- Overall responsibility for Nutrition team’s timesheets, work plans, vacation schedules, and staff training/development activities
- Ensure Performance Management System documentation for all staff is in place and followed up regularly
- Build staff capacity in work plan development and reporting to ensure accurate monitoring and documentation of activities
- Recommend and implement a capacity building/development plan for project staff based on documented capacity needs assessments exercise
- Ensure nutrition staff understands and follows IRC and donor Policies and Procedures
Technical Monitoring and Program Quality
- Provide technical supervision of, and technical support to IRC nutrition programming activities
- Ensure that nutrition programs utilize standardized protocols, policies and guidelines, as prescribed by the Ministry of Health and WHO/UNICEF
- Ensure that all nutrition activities are consistent with established best practices
- Oversee the collection and timely reporting of data and statistics for all nutrition programs in line with IRC guidelines and according to internal and donor requirements
- Ensure appropriate follow-up and decision-making on data relevant to IRC nutrition programs
- Ensure good coordination with the health teams and with the Nutrition, Health, and iCCM Coordinator
- Monitor evolving needs of the target communities and adjust the programmatic priorities as necessary
- Conduct nutritional surveillance in the programme sites, including host community and internally displaced persons (IDPs)based on agreed methodologies including surveys, process monitoring, SMART, LQAS, SQUEAC and other rapid methods.
Grants Management and Reporting
- Manage and oversee all the nutrition grants; develop and maintain work, spending and procurement plans for all projects
- Participate in Grants Opening, Mid-Term and Closing meetings
- Prepare internal and external reports within agreed deadlines using IRC and donor formats, as required
- Assure appropriate and timely spending of grants to achieve program goals, grant reporting contributions, use and distribution of supplies and resources.
Representation & Coordination
- Develop and maintain effective working relationships with all stakeholders - including Ministry of Health, community leaders, NGOs, UN agencies, community based organizations and other IRC sectors to enhance cooperation and coordination
- Ensure that information from coordination meetings is shared internally and with other sectors, as appropriate
- Attend the nutrition coordination meetings or represent the IRC in other relevant forums
Qualifications
- Bachelor degree in Food, Nutrition and Dietetics or Registered nurse or Medical doctor with strong Nutrition Background from a recognized University.(Masters in Public Health (MPH)/Nutrition preferred)
- A minimum of 5 years of professional experience in nutrition, public health, nutrition planning and management and/or in relevant areas of maternal, infant and child nutrition care at program management level is required.
- Knowledge in computer statistical packages such as SMART and basic data analysis skills.
- Experience in designing and implementing nutrition surveys and other methodologies.
- MUST be registered by Nigeria Nutritionist and Dietitians Institute or other relevant Bodies, such as SQUEAC, SLEAC surveys techniques.
- Experience in managing a nutrition program in emergencies or among refugee/ displaced populations is an added advantage
- Excellent management skills
- Ability to write clear and concise reports and proposals and to meet required reporting deadlines.
- Able to work independently while being a strong team player.
- Experience supervising health staff in a complex setting; ability to support and build staff capacity.
- Excellent oral and written communication skills.
- Ability to live and work under pressure in an unstable security environment.
- Excellent computer skills: MS Word, Excel, Power-point, Epi-Info/SPSS, Outlook and the internet.
- Fluency in English. Skill in local languages an advantage.
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Job Overview/Summary
Under the supervision of Nutrition Manager, the Nutrition Officer will be responsible for all NHF project in his/her Local Government Area and is expected to ensure integrity, high level transparency and commitment in the implementation of the project.
He or she is responsible for overseeing all nutrition activities for IRC supported OTPs in assigned LGA in the targeted state.
The Nutrition Officer will oversee and supervise supported SMOH OTPs staff/CHVs and reports to the Nutrition Manager.
Major Responsibilities
Program Management, Technical Quality, and Strategy
Nutrition program management:
- Support planning and implementing of the project activities and outputs at the field level to ensure the project achieves its objective of improving access to quality Nutrition services
- The Nutrition Capacity Building Officer will take lead in coordinating with LGA authorities reviewing all the technical reports from the Implementing Partners which authorities assigned to them.
- Track the performance of the project activities and targets against the expected results and advise on implementation process to ensure the project is progressing towards attaining its targets in each LGA.
- Conduct periodic analysis of progress of the project at the LGA level and promote learning and sharing of best practices and lessons learnt through documentation
- Identifying program gaps in the supported OTP services with immediate solution for further necessary steps to address those gap.
- Provide capacity building and on-job coaching to Facility staff in CMAM services including IYCF best practices in supported facilities.
- Oversee the implementation of quality Nutrition program activities at all IRC supported health facilities in the targeted areas
- Design and lead assessments to ensure the voices of women and girls inform Nutrition program design
- Support proper Nutrition data collection and recording in the IRC supported OTP units and support the compilation of data and generation of quality Nutrition reports on a regular and timely manner;
- Support health facility-level reporting to SMOHs through LGA health authorities especially the HMIS.
- In line with the communication strategies of the consortium, ensure visibility of the project and project strategies at field level
- Support collection of stories and photographs that demonstrate the positive impact of the project.
- Monitor the performance of each supported OTP facilities with regular visits to the LGA health office, health facilities and communities
- Track work plan progress and participate in the review meetings with LGAs and Implementing Partners in the assigned LGAs.
- Coordinate assigned LGA needs assessments and capacity building plans leading to potential support in future in identified gaps.
- Act as liaison between the IRC, LGA and other implementing partners in the assigned LGA.
- Create an enabling environment to promote information sharing, partnerships and cordial relationship between community, government structures and target communities where the project works
- Foster inter program linkages, exchange information and experiences and contribute actively to protection and disaster risk reduction mainstreaming in the Nutrition program.
- Collaborate with other relevant sectors especially Environmental Health, as well as Health, Women Protection & Empowerment, and Child Protection to ensure holistic service package is available in response to the needs
- Participate in the development of nutrition sector proposals, including budgets and following up on their effective implementation.
- Develop nutrition sector work plans for all the IRC nutrition grants assigned to him/her by the nutrition coordinator. Supervise and coordinate the implementation and monitoring of nutrition project activities in line with proposal targets and work plan timelines.
- Coordinate routine project reporting, including mid-term and end of grant reports to the donor.
- Conduct nutritional surveillance in the program sites, including host community and internally displaced persons (IDPs)based on agreed methodologies including surveys, process monitoring, SMART, LQAS, SQUEAC and other rapid methods.
- Work with the field-based nutrition staff and community health Volunteers to establish, implement and monitor community based management of acute malnutrition activities, coupled with patient follow up, referrals and education for their better management at community level.
- Coordinate with other IRC departments and implementing partners to develop training curricula and implementation plans for community Health Volunteers (CHV’s).
- Assist in response and management of any nutrition emergencies e.g., acute food shortages and participate in the development of disaster preparedness systems.
- Promote mother infant and young child feeding best practices in various health facilities.
- Oversee implementation and integration of comprehensive growth monitoring program/Mass MUAC screenings at community level and report accordingly.
- Participate actively in execution of operational research and Documentation of Best Nutrition practices in various health facilities/Outreach sites if need be.
- Participate actively in planned program Rapid Nutrition assessment, nutrition surveys and KAP Assessments.
- Monitoring and supervising both IRC and MOH staff seconded to IRC to ensure work is performed efficiently.
- Routinely monitor staff performance according to their job description and provide written feedback in a timely manner.
- Oversee continuous training programs for the nutrition staff as well as organizing trainings with consultants as per the annual work-plan & budget.
- Review personnel issues and concerns of nutrition staff and assist with determining and implementing solutions.
- Participate in recruitment of nutrition staff as appropriate.
- Participate in the development of proposals, budgets and concept notes in coordination with the Nutrition Coordinator, DDP, Grants team, and HQ Technical Unit
- Monitor the purchase and use of materials, equipment and supplies
- Monitor and evaluate appropriate implementation of projects against program objectives and IRC’s Program Framework.
- Identify opportunities for program development.
- Directly supervise other Nutrition staff,
- ANY OTHER ACTIVITY ASSIGNED BY THE COORDINATOR.
Key Deliverables
- Regular communication to provide updates on projects using various forms of communication relevant for the message and audience; these include the security situation, monthly field visit reports and reports on workshops/trainings conducted.
- Updates on outcomes of reviews needs assessments and capacity building plans.
- Draft success stories on key project impacts in the assigned LGAs.
- Notify the Nutrition Managers on changes in security context in the assigned LGA as and when they occur to inform implementation, security and safety of staff and other related partners
- Support the implementation of an appropriate visibility strategy
- Report challenges and/or solutions and gaps if any
- Facilitate the data flow of all reporting.
- Program Development / Grant Management.
- Contribute to design, planning, and drafting new proposals.
- Contribute to donors’ reporting whenever necessary.
- In collaboration with Nutrition Managers, develop an expenditure plan, review budget vs. actual expenditure for Nutrition grants on a monthly basis and take necessary actions;
- Ensuring budgets are used appropriately and efficiently and spending is in line with the IRC financial procedures and donor requirements;
- Ensure data collection, data compilation, timely preparation and submission of all internal reports including weekly and other associated monthly, quarterly, donor and special reports;
Staff Performance Management, Learning & Development:
- Required for all positions with supervisory responsibility, if special considerations are needed (e.g. remote management), make this additive to the base language here.
- Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
- Develop and implement remote management capacity building approaches to build the strengths of the team in Nigeria.
- Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
- Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
- Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
- Hold high-quality meetings with each direct report on a regular and predictable basis, at least monthly.
- Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
- As required identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
- Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
- Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
- Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.
- Adhere to and act in accordance with the IRC Global HR Policies and Procedures, and communicates through word and example a high standard of compliance with all applicable policies and regulations.
- Research, Learning and Analysis
Monitoring Nutrition program implementation:
- Monitor project implementation and provide on spot support to field teams and propose modifications as necessary;
- Ensure regular health program data analysis and review, take follow up action on project implementation and prepare relevant action reports;
- Supervise and provide technical oversight in the interpretation of data for improved programming and implementation;
- Monitor and promote integrated programming in a way that increases overall impact of Nutrition program at the community level.
Coordination & Representation
- Represent the program to Local government representatives, , partner agencies, etc. as required;
- In coordination with the Nutrition Manager actively develop and maintain effective working relationships with key stakeholders with government actors, international and local NGOs, and other relevant actors;
- Attend all relevant meetings in relation to the Nutrition program as may be required and feed in the IRC priorities during meetings;
- Facilitate field visits for internal and external stakeholders, when required.
Qualifications
Education:
- Health professional (Nutrition and dietetics, MD or RN with a MPH is preferred) with strong Nutrition background.
- A mature person of high professional discipline and moral integrity, able to work independently and under stress as the situation may dictate.
Work Experience:
- At least 3 years’ experience in managing and implementing Nutrition programs.
- Able to lead a team and experience in staff management.
- Experience in outbreak response interventions
- Ability to work with displaced communities with diverse cultural and ethnic backgrounds.
- Experience in donor report writing and proposal development
- Have experience in general management including financial and budget management, HR and logistics management
- Demonstrated Technical Skills:
- Background in situation analysis, health assessments M&E and program implementation.
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