Finance and Administrative Officer

The Finance and Administrative Officer is responsible for ensuring compliance with all regulations, grant-specific requirements, reporting mechanisms, and Project HOPE policies and procedures. S/he is responsible for oversight and ensuring the compliance and development of all financial and accounting activities for the project, as well as HR responsibilities, as assigned.  S/he ensures the availability of financial resources for local staff and vendor payments. S/he reviews and accounts for procurement transactions to ensure adequate supporting documentation, accuracy of amounts, and control over payments. The Finance and Administrative Officer certifies the accuracy of financial transactions on the project using QuickBooks and meets the financial reporting requirements including leading the preparation, submission for review from HQ, and final submission to the donor within the deadline.

ESSENTIAL RESPONSIBILITIES

Accounting and Finance Management

• Ensure compliance with Project HOPE and donor regulations and procedures, including establishing finance systems, supporting policies, systems and procedures, and directing or performing their development, documentation, and implementation.
• Guarantee the availability of financial resources for local payments of staff, in coordination with the International Finance Desk.
• Supervise and ensure that the day-to-day accounting operations and financial management functions in field offices are performed in accordance with internal policy and procedures.
• Review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts, and control over payments.
• Suggest formats for financial reporting to aid financial statement users to better understand the contents of the reports for decision-making and strategic planning purposes.
• Ensure the maintenance of accurate records of financial transactions of the mission (main and field sites) to monitor financial status of all response activities.
• Manage the finance activities of the mission to meet the financial reporting requirements of the field and senior management team, ensuring that all financial reports are submitted on or before the deadlines and contain relevant information for all the users of the financial reports.
• Direct the preparation of all financial reports for external purposes in respect to accounting, legal, and contractual requirements.
• Maintain the organization’s system of accounts certifying all accounting data are updated, reconciled, and fully supported.
• Oversee the training of finance staff and provide technical support to the mission program and logistics.
• Supervise or prepare activity budgets in collaboration with the technical team.
• Present and facilitate review of actual to budget expenditures with the direct line manager, senior management, and field teams.
• Provide recommendations for budget realignments, as required.

Human Resources Management

• Supervise the human resource and administrative functions in the field to ensure smooth and effective operations.
• Supervise the oversight of staff personnel files inclusive of contracts, leave records, and other paperwork required for employment in the local context.
• Ensure compliance to local labor laws including contracts, compensation packages, and working hours.
• Oversee the recruitment and selection of qualified program field staff and recommend promotions, disciplinary actions, and terminations of staff, in consultation with supervisors.
• Collaborate with the Security team to maintain the safety and security of staff in the field.
• Coordinate team members’ travel arrangements
• Handle team member complaints and facilitate resolutions.
• Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and offer support to field staff.
• Maintain open lines of communications with all field staff.

Administration

• Lead the management of all non-medical administrative tasks within the responding team.
• Maintain a database of vendors for trainings.

Working Relationships

• Maintain frequent communication with the HQ Senior Accountant and the Senior Program Officer (Operations) to ensure finance activities and objectives are communicated.
• Work with the direct line manager, senior management, and field teams to ensure the coordination of programs are within budgeted targets.
• Attend coordination meetings that are relevant to country activities.
• Interface with the national government and relevant agencies to ensure compliance with government financial regulations.

Representation

• Participate in donor meetings and communicate relevant information to Program Manager and Nigeria Country Representative and/or HQ.
• Work with key donor staff to develop and maintain optimum financial and programmatic relationship.
• Lead the production of reports and ensure the timeliness and accuracy of information provided, as well protecting the confidentiality of sensitive information.
• Contribute to the creation of a positive image and the overall credibility of the organization, notably through the application of the organization’s Code of Conduct, ethics, values, and stand-point with regard to internal and external actors.

EDUCATIONAL REQUIREMENTS

• Bachelor’s degree in Finance, Accounting, Social Sciences, Business Administration, and/or in a relevant field of study. Master’s degree in Finance and/or Accounting is preferred.

PROFESSIONAL REQUIREMENTS

• Minimum of five (5) years of managerial experience in a non-profit organization or equivalent experience, training, and education.
• Extensive experience in the administrative and financial management of overseas programs at the management level.
• Extensive experience working with computerized accounting systems.
• Comprehensive knowledge of and working experience with USAID, CDC, World Bank, EU, DfID, and other donors preferred.
• Experience in developing and managing procurement and logistical procedures and policies.
• Prior Grant Management training and experience

OTHER ESSENTIAL REQUIREMENTS

Prevention of Sexual Exploitation and Abuse

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Project HOPE and among beneficiaries served by Project HOPE.

Compliance & Ethics

• Promote and encourage a culture of compliance and ethics throughout Project HOPE.
• As applicable to the position, maintain a clear understanding of Project HOPE and donor compliance and ethics standards and adhere to those standards.
• Conduct work with the highest level of integrity.

Competency

• Strong writing and presentation skills
• Proven capabilities in leadership
• Strong negotiation, interpersonal, and organization skills
• Ability to read, write, analyze, and interpret technical and non-technical materials in English
• Ability to effectively present information and respond appropriately to questions from senior managers in the field and HQ, counterparts, senior government and rebel leaders, and other related regional players

PHYSICAL DEMANDS AND WORK ENVIRONMENT

In addition to the responsibilities referenced above, candidates can expect to be living and working in austere conditions. Lifting moderately heavy objects from the ground, carrying a backpack for extended periods of time, and walking or hiking in remote locations may be necessary to perform these functions.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Project HOPE employees work in the global health field and may be required to travel or work in countries where working conditions are classified as “hardships”.
• Travel for extended periods of time by air and other modes of transportation.
• Must be mobile in an office environment, able to use standard office equipment, and capable of communicating verbally and in writing.
• Typical office environment with exposure to a minimal noise level.