Latest Job: Job Openings at African Youth for Peace Development and Empowerment (AFRYDEV)

POSITION SUMMARY:

The Finance, Compliance and Admin Manager will manage and coordinate all aspects of financial management and Administration, ensuring smooth workflow, control and compliance with organizational and donors’ guideline. The role will ensure value for money is enshrined across all the projects. Ensure that finance-related and operational activities are established and delivered to the required standards to enable successful programs delivery. Develop long-term financial planning to support organizational  goals. He/She oversee administrative and operations of the organization including setting goals and establishing guidelines to optimize various unit operation, build operational policies and strategies that keep the organization functioning smoothly, and ensure sufficient funds for activities of the organization by tracking burn rates and requesting funds from donors. The Finance, Compliance and Admin Manager will oversee the AFRYDEV Finance and Admin Unit, directly supervising all finance and Admin staff and will work under the supervision of the Executive Director.

REPORT DIERCTLY TO: Executive Director SUPERVISORY RESPONSIBILITY: Finance Unit RESUMPTION: Immediately
LOCATION: Damaturu with frequent travels 

PRIMARY RESPONSIBILITY:

Financial Management:

• Oversee and ensure daily financial management and accounting obligations are performed in accordance with AFRYDEV’s policies and guidelines.
• Ensure that all accounting data is updated, reconciled and fully supported with backup docs.
• Ensure timely processing of staff payroll, allowances and other reimbursements.
• Monitor program and operational forecasting, establish and maintain cash controls to ensure supply of adequate funds.
• Develop project budget, preparation, monitor, review and revise as required by the by the Executive Director
• Prepare budgets against actual analysis and report the variances to the Executive Director.
• Provide financial status of project expenses and budget information on Monthly basis or as when required by the Executive Director.
• Proactive, resourceful, solutions oriented and results oriented.
• Conduct internal audits on a monthly basis for all projects to ensure accurate documentation in
• accordance with donors requirements.
• Lead in managing project audit process with External Auditors ensuring smooth audit and provide all documents required by Auditors as and when needed.

Administrative role:

• In consultation with the Executive Director  support the Human Resource Officer to recruit, interview and select well-qualified program staff, support technically and manage staff on both professional and administrative basis.
• In consultation with the Executive Director, oversees the functionality of personnel management
• system, which includes work allocation, training, promotion, enforcement of internal procedures and standards, and problem resolution; evaluates performance and make recommendation for personnel actions; motivate employees to achieve peak productivity and performance.
• Provide  coaching  to  finance  and  Admin  staff,  supporting  strategically  tailored  individual’s
• developments plans and contribute to performance management of AFRYDEV staff.
• Ensure staff capacity by providing plans for them to be self-motivated and take responsibility for their contribution to the finance unit.
• Ensure that all staff understand and are empowered to perform their role.
• Prepare and conduct staff appraisals and provide performance feedback to the finance unit.
• Manage  team;  define expectations, provide leadership  and  technical  support as  needed, and evaluate direct reports regularly.
• Ensure recruitment, training, and professional development of team as part of the wider staff development strategy.
• Ensure that Office is well equipped, has sufficient levels of supplies (consumables, stationery,
• equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency
• Oversee the maintenance of office premises/residences, furniture, fittings and all equipment in a fully functioning state.
• Pro-actively identify potential problems affecting staff and the running of the office, proposing
• solutions and working to put them in place.
• Manage the Support Services budget including preparation and monitoring; manage cash flow forecasting and supervise the petty cash for support services. 
• Oversee the equipment and inventory in accordance with AFRYDEV Policies and Guidelines. This includes safety/security and maintenance of equipment.
• Liaise with other departments on tender processes for contractors for support services including travel, hotel, etc
• Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money.

Financial Reporting:

• Manage the finance unit to meet the financial reporting requirements, ensuring that all financial reports are submitted on time.
• Generate segregated finance records at the Senior Management Team such as expenses for specific locations or projects.
• Request project fund from donor and report expenditure on Monthly, Quarterly or as required.
• Ensure grant end reporting requirements are all met, commitments accrued, pending payments liquidates, and grant closeout process concluded in a timely manner.
• Ensure accurate and smooth month and year-end closing and reporting within agreed schedules.
•  
• Internal Controls and Compliance:
• Maintain  proper  internal  controls  by  monitoring  the  finance staff,  supervising  them,  and segregating their responsibilities.
• Alert non-compliance financials issues to the attention of Executive Director.
• Ensure audit-ready documentation should be ensured and regularly tested.

QUALIFICATION:

Education Kills and Experience:

• Must have bachelor’s degree in accounting or business administration
• 4years+  of  progressive  financial  management  experience,  including  supervisory  experience required.
• Strong accounting skills and experience including management of the general ledger, journal entries, payroll, payables and balance sheet.
•  Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.
• Strong analytical, decision making and strategic planning skills with the ability articulate complex information in an easy-to-understand manner.
• Knowledge of local law in taxation and local regulatory reporting procedures.
• Proficient  in  MS  Office  packages  (Excel,  Word,  PowerPoint,  Visio),  Web  Conferencing Applications.
• Ability to prioritise, plan ahead, and manage a complex and diverse workload with tight deadlines.
• Experience of donor funded projects guidelines including UN, USAID, EU etc.

Computer Skills:

• Must have Experience using accounting QuickBooks.
• Proficient in MS Office packages (Excel, Word, PowerPoint, Visio).

Language Proficiency: 

• Proficient English reading, writing and speaking.

Key Working Relationships:

• Internal: Program Managers, Finance Staff, HR and Admin staff and the Executive Director.

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Position Summary

The Human Resources and Administration Officer will be responsible for supporting the development and implementation of HR systems, processes and ensuring that all policies and procedures follow all national regulations and laws of the Federal Republic of Nigeria. The HR and Admin Officer will be actively involved in project staff recruitment by preparing job descriptions, posting ads, interviewing, and managing the hiring process. The HR and Admin Officer is also responsible for providing operational and administrative support to the organization’s operations and programs.

HR Responsibilities

• Handle all recruitment requests including sourcing of candidates, filing, testing and interviewing candidates, conducting reference checks, preparing offers, and negotiating salaries.
• Assist in preparing position descriptions to management for the recruitment of new positions.
• Organize and manage new employee orientation, onboarding, and training programs.
• Conduct reference checks on new employees and facilitate all internal onboarding processes.
• Prepare employee contracts and extension letters.
• Set-up and maintain follow-up systems pertaining to probation, end of contract, insurance changes, etc.
• Monitor payroll procedures and ensure compliance with policies and labor law.
• In cooperation with program management, ensure the validity of timesheets, leave request forms, and monitor all leave balances.
• Set-up follow-up system for the annual evaluation process.
• Ensure HR files and documentation are current and complete.
• Ensure confidentiality of information.
• Provide advice to employees on issues related to HR policies and procedures.
• Assist in the review and update of the Salary Scale as needed.
• Assist management in implementing pay changes, evaluations and other financial activities that are reflected on payroll or in employee files.
• Assist management in the day-to-day upholding of all AFRYDEV procedures – in particular, National Staff Policies and Recruitment Procedures.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to AFRYDEV and to not jeopardize its mission.
• Ensure staff compliance with AFRYDEV Code of Conduct and Staff handbook.
• Ensure that a safe and confidential system for reporting any misconduct is in place for staff.

Admin Responsibilities

• Support the team in organizing and conducting training sessions, events and workshops, including preparing and sending invitations, RSVPs, booking venues and other logistics, preparing training certificates and materials, preparing attendance sheets and agendas, coordinating travel for participants and staff, and preparing minutes of meetings
• Prepare and share correspondence, documentation, and reports as needed to support the project team and activities.
• Supporting the team with administrative tasks such as filing, setting up meetings, scheduling of activities, and working with logistics officers for ordering office supplies, ordering refreshments for meetings, and other logistics.
• Ensure operation of equipment by following up on preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• In coordination with the Procurement Officer, maintain supplies inventory by checking stock to determine inventory level, anticipate needed supplies, place and expediting orders for supplies, verifying receipt of supplies
• Oversee office maintenance needs and ensure that office is well kept and maintained and leads in creating and maintaining a pleasant work environment and ensuring high levels of organizational effectiveness, communication, and safety.
• Maintain all proposal files, logs, photos, and process reports
• Overseeing all clerical workers and ensuring that the office is always kept clean and ensure office orderliness and professional appearance.
• Perform any other tasks requested to support the project team and activities.

Collaboration / Ethical Operating Standards

• Working effectively with stakeholders to achieve common goals
• Excellent communication and interpersonal skills
• Builds and maintains effective working relationships with (AFRYDEV) program staff and the beneficiaries
• Approachable and good listenership skills Ability to work independently or as part of a team on multiple tasks in a high-intensity environment.
• Strong individual initiative, including the ability to manage daily activities and achieve expected results with minimal oversight.
• Strong organizational and planning skills required; and
• A creative mind with an ability to suggest improvements.
• Strong computer skills in MS Office programs

Qualification and Skills

• Degree, HND in a relevant field
• Three years previous experiences in a similar position with nonprofit organization is highly desirable
• Proven intellectual capacity and willingness to learn
• Ability to work under pressure, with little or no supervision
• Excellent verbal and written communication skills in English, as well as knowledge of Hausa.