Description
Job Ref: 200000Q0
Context
The position of the Finance and Administrative Officer will support the position of the Head of Office in sub-office while working closely with the North-East Administrative Manager and the North-East finance team.
This position is responsible for following through on the day-to-day activities that will ensure the smooth and efficient running of the Country program sub-office.
Job Summary
The Finance and Administrative Officer will be specifically responsible for:
Administration - The sub-office Maintenance and other Logistics support including fleet management and clearing of goods at points of entry, office buildings and residences maintenance; ensuring that all Yobe sub-office assets are well maintained and functional; review and analyze some reports generated within the Administrative Department (monthly fuel consumption reports, maintenance reports, Guest House report, Office accommodation Report, Facility Space Allocation Report etc.) and make informed recommendations to the Head of Office for improvement; - Develop relevant tools to research any elements of the Administrative Departments functions and make recommendations to management for improvement.
Finance - The daily financial operations (accounting, financial management, budget monitoring, reporting and accounting package, familiarize himself/herself on Insight applications of the sub-office and ensure that the financial accounting environment is in compliance with CRS policies and procedures, donor rules and regulations & National/State requirements.
Roles and Key Responsibilities
The Finance and Administrative Officer will provide direct supervision to the admin support assistant and the Guest House Attendant, will keep the Head of Office briefed on the status of all ongoing activities under his/her purview. The Finance and Administrative Officer will also be available to represent, support and consult on issues being handled by the Head of Office.
Finance / Accounting:
Ensure that the financial accounting environment in the Office follows CRS policies and procedures, donor regulations and local legal requirements.
Work with the Accounts Payable Specialist to ensure the disbursement Requests are in line with the authorization matrix and process them at appropriate level.
Assist with the review liquidation requests submitted by partners and ensure the liquidation documentation is in conformity with generally accepted accounting principles and in compliance with CRS and donor requirements.
Keep informed about local fiscal and other financial laws related to taxes and exemptions; inform the Head of Office and NE Finance Manager as appropriate.
Ensure that the financial accounting environment in the Local Office follows CRS policies and procedures, donor regulations and local legal requirements.
Prepare Disbursement Requests for next level authority approvals and process them at appropriate level.
Keep informed about local fiscal and other financial laws related to taxes and exemptions; inform the Head of Office and North East Finance Manager as appropriate.
Prepare request and send request for Operation staff and for the sub-office for approval
Asset Management:
Develop standards on the efficient use of office equipments including office and telecommunication equipment and overseeing the maintenance contracts for this equipment.
Provide guidance on the use and maintenance of office equipment (generators, photocopiers etc.) to maximize use and functionality.
Will make recommendations to the head of admin on items to be disposed of and prepare list of items for auctioning when directed.
Inventory/Asset Management:
He/She will work with the Warehouse officer/assistant to:
Maintain and update the office's equipment inventory register. Physically mark all items. Add or delete items as required according to the CRS/Nigeria and the Agency’s Inventory Policy after due consultation with the Operations Manager
Send an updated Inventory report on assets over $5000 to Administrative Manager and Head of Administration every quarter
Responsible for receiving procured items in collaboration with the Administrative and HR Assistant.
Will be responsible for the items in the administration store and maintain an up to date list of all items.
Vehicle Management:
Receive all vehicle reports and review them daily.
Provide general oversight to vehicle dispatch and allocation in collaboration with Driver Team Lead.
Review log sheets daily
Provide regular trainings and guidance to fleet management unit.
Logistics:
Coordinate with Program and Administration staff for the transportation of project materials/equipment to project partners and to the field offices where applicable.
Ensure all required documentation and approvals are secured for such transportation
Forward received documentation on deliveries to the Administrative and HR Assistant for processing of payments
Liaise directly with requestors, transporters and partners to coordinate distribution schedules.
Receive goods received notes from the partners and delivery notes from the transporters; initiate payment process and follow up with Finance.
Organize all necessary required labor to facilitate the movement of received goods and effectively organize the delivery of the goods to the required locations
Will coordinate the movement of items to the office and ensure all documentation is in place for receiving or onward movement to partners where applicable.
Office Administration and Management:
Facilitate effective Coordination, understanding and cooperation between the Operations department and Program Department
Develop strategies to ensure efficient application of agency resources, minimize wastage and achieve highest standards of stewardship
Directly supervise the building maintenance and repair for the office and residences
Provide supervision on couriers to ensure that items documentation (for sent and received items) is carried out properly.
Responsible for conducting due diligence process for vendors
Others:
Perform other duties when required.
Qualifications
Basic Qualifications:
Bachelor’s Degree or Higher National Diploma in Accounting or any Management related course
Must be a matured, motivated, problem-solving individual with high levels of initiative
Minimum of 3 years relevant administrative management experience, preferably with an International Organization
Prior experience in supervising staff in a structured work environment
Demonstrate excellent written and oral communication skills
Must demonstrate a good understanding of contemporary management best practices
Must have excellent research and facilitation skills
Excellent people skills;
Demonstrate high level of initiative, diplomacy and tact
Excellent knowledge of computer software – MS Office and Excel especially;
Must be flexible and be able to work independently and as part of a team.
Knowledge, Skills and Abilities:
Good planning, organizational and time management skills
Strong customer service orientation with very good communication and interpersonal skills
Ethical conduct and ability to maintain confidentiality
Proactive, resourceful, solutions-oriented and results-oriented
Required Languages - English Language
Travel - Travel up to 20%.
Preferred Qualifications:
Additional education may substitute for some experience.
Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.
Key Working Relationships:
Internal: Head of Office, security officer, Admin Manager NE Operation, Finance Manager NE Operation, Fleet Manager NE operation, Finance staff, HR staff, Program Staff, Emergency Coordinators, Supply Chain Team, and Internal Audit team.
External: Representatives of other PVOs, Contractors, Vendors, project partners.
Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
Integrity
Continuous Improvement & Innovation
Builds Relationships
Develops Talent
Strategic Mindset
Accountability & Stewardship
***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
Disclaimer
: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
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Locations:
MMC & Jere - Borno and Mubi & Maiha - Adamawa
Employment Type: Temporary
Background
With donor support from the European Union (EU) and German Federal Ministry for Economic Cooperation and Development (BMZ) through Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH, Catholic Relief Services (CRS/Nigeria), a prime recipient is implementing the Borno and Adamawa Women Poultry Project. The 18 months Activity was awarded by GIZ Nigeria to CRS and its partner on 1st March 2020 as part of GIZ’s contribution to the support of Internally Displaced Persons and the Resilience of Host Communities in North and North-East Nigeria seeks to support vulnerable populations to contribute to creation of livestock employment opportunities in Borno and Adamawa states to improve participants’ living conditions, and increase their income by producing and selling poultry and poultry products.
The Activity will work with a coalition of partners
to provide agricultural extension and health services (including treatment and vaccination), to serve vulnerable populations, strengthen the institutions that form the market system and the networks that serve smallholder poultry producers who have been disenfranchised by conflict, and facilitate the engagement of vulnerable women in poultry agribusiness activities.
Responsibilities
The project seeks to engage the services of Social Caseworkers who would be responsible for supporting poultry producer members in coaching, mentoring in poultry rearing and managing savings internal lending communities (SILC) activity in the groups:
Specific deliverables:
Promote the project and the SILC to community stakeholders (sensitization / marketing)
Lead the mobilization and formation process for the poultry producer group.
Mentoring, coaching and reinforce technical training on poultry rearing to poultry producer group members to develop their skill.
Ensure the quality of SILC activity through managing and supervision of regular meetings and spot checks.
Ensure timeliness and accuracy of activity reporting.
Collate data collection forms and MIS reports and take action to improve project performance
Organize and oversee the poultry producer group.
Residency:
Living in targeted community as a permanent resident - this is critical and must be confirmed independently; beware of candidates who claim they have “just moved back” and might be commuters
Well-known and respected by community members and leaders in the assigned area
Reputation for integrity
No criminal record or instances of disreputable behavior
Skills
Basic arithmetic skills (including percentage calculations)
Ability to read and understand the national language (used in guides and forms)
Ability to communicate in local language(s) of assigned area
Good community mobiliser and facilitator, with strong interpersonal and communication skills
Interested and qualified candidates should submit an Application containing an expression of interest and a detailed resume as a single attachment on MS word document to:
[email protected]
using "GiZ Poultry Project Social Caseworkers" as the subject of the email.
Equal Employer Opportunity
“CRS is an equal - opportunity employer, does not discriminate based on race, color, religion and we are committed to gender-sensitive programming and management’. etc.
Qualified women are strongly encouraged to apply”
Safeguarding:
By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding-related topics.
Statement of Commitment to Protection:
‘’CRS’ recruitment and selection procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation’’
Note:
Only shortlisted candidates will be contacted.
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