Latest Jobs at Search For Common Ground’s International

Major Duties and Responsibilities

Supervisory Responsibilities

Financial Management

• Supervise the Field Finance Officer and Assistant to ensure effective service delivery;
• Ensure proper documentation of transactions is kept in line with financial policies;
• Ensure all financial documents are stored in hard copies and backed up by scanning into our backup system
• Supervise and maintain Niger Delta Office’s cash management, optimal bank balance, and bank reconciliation
• Monitoring currency gains /losses by recording and reconciling them on a daily basis
• Monitoring of funds to ensure availability for disbursements
• Ensure timely reconciliation of bank accounts, advances, partner accounts, accruals, payroll, and severance, and ensure that data in books match data in the system (GP) on a monthly basis
• Correspond with local banks and donors on all financial operational matters
• Ensure regulatory reports and Tax obligations are properly prepared and timely reported
• Prepare Monthly Financial Reports (MFR) for review by the SFM and upload them into the Global Finance system 
• Ensure the Balance Sheet is reviewed and a schedule of outstanding balances is prepared and sent to the DFA for review
• Prepare Budget Vs Actual Project reports and ensure monthly meetings are done with the Project team
• Prepare and organize internal and external audits
• Ensure that Search and its partners have practices and policies that support easy audits
• Facilitate timely audits and responses to auditors, both local and at headquarters
• The position holder will conduct him/herself both professionally and personally in such a manner as to bring credit to Search and not jeopardize its mission and objectives;
• Any other function assigned to him/her by the Supervisor.
• Direct supervision of the Finance team in the Niger Delta Offices
• Country Director, Senior Finance Manager, Sub-Grants Manager, Consortium Coordinator and Head of Programme Implementation.
• Finance and program staff in partner organizations and donors.

Minimum Qualifications

• A bachelor’s degree in finance, business administration, or accounting is required.
• Professional qualification in accounting (ACCA, CPA, or equivalent)
• Minimum five years of relevant work experience within an NGO, of which three years should be working with EU and/or US government funds. Experience working within an international NGO is a strong advantage.
• Experience managing a portfolio of awards from multiple donors
• Experience preparing for internal audits and implementing audit recommendations
• Demonstrated ability to build capacity and lead training for staff and partners.
• Proven ability to be an effective supervisor of staff of varying levels of responsibility
• Proven ability in setting up and implementing accountability mechanisms
• Proven ability in financial planning and developing budgets for new business
• Excellent command of spoken and written English
• Mastery of Excel is a must
• Self-guided, strong organizational and planning skills
• Ability to work independently and under pressure
• Excellent communication, coaching, and facilitation skills
• Ability to travel up to 30% within Nigeria.

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Roles and Responsibilities:

• Monthly stock recording and ensuring adequate stock supplies around the office as needed
• Assist with conference room scheduling and maintenance, including setting up of tables and chairs for meetings.
• General administrative tasks like filing, scanning, photocopying, faxing and answering phones.
• Welcome guest and visitors at the reception.
• Keep tab of clock in-and-out book.
• Identify key administrative and housekeeping challenges and raise the challenge with supervisor.
• Facilitate purchase of office supplies. 
• Ensure that office equipment is kept in good condition.
• Support in management of petty cash.
• Work closely with vendor during general maintenance of office equipment.
• Coordinate package delivery and pickup.
• Maintain office files.
• Carry out terrorist checks.
• Ensure that SFCG’s inventory list is updated on regular intervals

Core Competencies

• Demonstrate integrity and promote SFCG values and ethical standards;
• Promote the vision, mission, and strategic objectives of SFCG.
• Demonstrate capacity to adapt to a multicultural context, and tolerance and respect to issues related to gender, religion, race, and nationality.
• Treats all people fairly without favoritism and solves problems in collaborative ways.

Required Skills and Experience

• A pleasant demeanor
• An attitude of honesty and integrity
• The ability to identify and solve problems on an immediate basis
• Fluency in oral and written English is essential;
• Good knowledge of other local languages might be an asset.

Qualification

• A minimum of HND / BA/ Bsc holder with a good knowledge of admin functions
• Previous experience as an Admin & Logistics Assistant or similar experience 
• Highly organized and systematic with excellent attention to detail.
• Excellent interpersonal and communication skills, both written and oral.
• Excellent cross-cultural communication and working skills, enjoys a multicultural work environment;

Success Indicators?

We expect:

• Ability to perform minor administrative tasks
• Ability to accomplish tasks with minimal supervision
• Ability to perform daily routine to ensure detailed filling and archiving of assets and documents
• Ability to perform general duties including logistics support. 
• Ability to stock and label office supplies and keep proper stock records to ensure ample supply to carry out duties. 
• Accountability
• Attention to detail
• Energy
• Quality of work
• Initiative

Required Competencies

• Attention to detail: The ability to process detailed information effectively and consistently
• Cooperation: The ability to work effectively with others to achieve a shared goal even when the object at stake is of no direct personal interest
• Quality of work: Work is performed accurately, neatly and on time. Work is consistent, complete, and requires minimal checking and correction
• Job Knowledge and technical skills: Understands the job requirements and policy requirements. Has specific content knowledge where appropriate
• Organization of work: Manages his/ her time effectively and takes initiative, finding innovative ways to get the job done. Demonstrates self-reliance and resourcefulness

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Position Summary

• The PAL Coordinator will provide the main logistical support to the Niger Delta offices (Port Harcourt, Delta, Bayelsa), liaising closely with the Program Team and the finance team to ensure good recordkeeping, as well as liaising with the Admin officers and assistants to support the smooth running of the office.
• S/he will work under the direct supervision of the PAL Manager and closely with the finance and programs team.
• The position holder will supervise the PAL Officer, PAL Assistants, the Driver, and the Office Cleaning Staff.
• The position will be based in Port Harcourt, but travel to the offices in Delta and Bayelsa will sometimes be required.

Procurement Management

• Promptly coordinate Search procurement activities in collaboration with the PAL Manager in line with search and donor policies
• Coordinate procurement process of goods and services, ensure necessary documentation
• Ensure Search procurement guidelines are adhered to in all Search offices in Nigeria
• Enforce compliance with procurement threshold and procedures
• Ensure Search procurement processes are legal and ethical
• Regularly update the PR tracker to reflect stages of procurement for each request
• Conduct quote analysis and draft selection memos
• Interact with contractors in coordination with Admin and Procurement Manager
• Ensure prompt and correct filing of procurement-related documents both hard and e-copy
• Support Invitation to bids process.

Administrative & Logistics Management

• Supervise the maintenance of office equipment and oversee repair
• Liaise with the landlord of the office premises and other operational contacts such as vendors, suppliers, and courier services to keep the office fully functional
• Ensure that SFCG’s inventory list is updated at regular intervals
• Ensure that the door security system and key management is functioning properly
• Manage the office fleet and approve any private vehicle hire
• Oversee vehicle repairs
• Maintain and review office logs on travel, inventory, and fuel usage for generators, vehicles, etc.
• Support staff travel arrangements, relevant documentation (tickets, accommodation, etc.), and any necessary travel support
• Prepare and submit a monthly logistics report about the above to the Procurement, Admin, and Logistics Manager.
• Maintain and update the vendor’s database for necessary goods and services
• Monitor quality and control costs on various office supplies, stationery, hotel accommodation, transportation, and other equipment
• Provide support to HR where needed
• Any other function required to undertake broadly in line with the above functions.

Collaborations

• Work with members of the PAL team to draft LPOs for contractors
• Collaborate with the PAL team to ensure a regularly updated inventory tracker for all assets purchased
• Coordinate with the PAL Manager to draft Contracts
• Coordinate with the finance unit to ensure payments to vendors are timely
• Collaborate with the Program team to ensure seamless support of program activities

Asset Management

Other duties

•  Ensure proper tracking of all Search assets throughout the country
• Accountable for proper tracking of assets using Equipment Issue / Receipt forms
• Support asset verification process and submission of asset reports to the Admin and Procurement Manager for review.
• Ensure spot-checks are done systematically, documented, and reported for all Search assets, inventory, and equipment. 
• Keep colleagues apprised of developments in their own area as appropriate
• Contribute to staff meetings, and other internal meetings with appropriate content, views and suggestions
• Fulfill requirements of internal staff management processes including performance reviews, supervisory meetings, etc.
• Develop strong relationships with all SFCG colleagues and partners to enhance their understanding of admin/logistics and build their knowledge.

Qualifications

• 5 years´ professional experience carrying out administrative, logistical, and/or operational tasks
• Bachelor’s degree
• Effective oral and written English skills.
• Good level of proficiency in Microsoft Word and Excel
• Good administrative and organizational skills and ability to keep documentation tidy and accessible
• High level of attention to detail and accuracy
• Ability to plan and organize multiple simultaneous tasks efficiently
• Ease in communicating with colleagues and third parties via email
• Ability to work independently and ask for clarification where needed
• Excellent phone etiquette
• A demonstrated commitment to high professional ethical standards and a diverse workplace

Strategic Objectives

• Purchasing:  Purchase goods and services at the right time and at the most advantageous price and with proper tax and duty if applicable.
• Inventory: Ensure efficient management of the movement and storage of goods and maintain inventory at an appropriate level to avoid excessive or shortage of inventory
• Logistics: Coordinate seamless transportation and accommodation logistics for staff and guests, nationally and internationally
• Administration: Ensure all offices run smoothly
• Capacity Building: Identify the skills gap of your direct reports and facilitate the training required

Your competencies must cover:

• Accountability: Being accountable and passing on accountability for one's own actions and those of colleagues and the organization.
• Attention to detail:  The ability to process detailed information effectively and consistently
• Collaboration: The ability to work effectively with others in order to achieve a shared goal - even when the object at stake is of no direct personal interest possibilities.
• Creativity: The ability to come up with original and innovative ideas and solutions, to adopt points of view outside the usual parameters.
• Focus on Quality: Setting high quality standards and striving for continuous improvement and quality assurance.
• Learning Ability: The ability to absorb new information readily and to put it into practice effectively
• Adaptability: The ability to remain fully functional by adapting to changing circumstances (environment, procedures and people).