Admin and Finance Manager At Grow Strong Foundation (GSF)


Grow Strong Foundation (GSF) is one of the leading National NGOs implementing the humanitarian response to IDPs and other highly vulnerable in collaboration with international, National and UN agencies in Nigeria. As part of GSF responsibility to meet the set goal of its strategic plan, the organization is seeking for a qualified hand to handle the vacant position:

PositionAdmin & Finance Manager
OfficeExecutive Director
Responsible ToExecutive Director
Responsible ForAdmin & Finance Officer, Logistic and Security officer
Contract Length1 year

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MAIN PURPOSE OF THE JOB

To be responsible for all aspects of Administrative & financial management of GSF, ensuring that all Human resource and accounting procedures and decisions are guided by policy and adhere to generally acceptable global standards.

DUTIES AND RESPONSIBILITIES

  1. Manage and/or put in place Admin & finance management systems that ensure timely decision making, payments and expenditure controls.
  • Provide leadership to the Admin & finance department, providing technical support to subordinates and ensuring that all accounting staff are competently performing their duties and safeguarding organization resources and funds.
  • Responsible for managing computerized accounting software, electronic payments, and assigning rights to the department staff
  • Develop budget templates for all project budgets and provide support to LINEs in the use of these templates to develop budgets
  • Facilitate payments and ensure that all expenditure is in accordance with approved budgets and grant conditions.
  • All under/over expenditure are immediately notified to the Executive Director and program Manager for action.
  • Support the procurement process providing guidance on budgets and funds available.
  1. Prepare monthly reports; quarterly reports and other periodic reports as required by management, board and the donors.
  • Prepare monthly, quarterly and annual reports, financial projections, and cash flow forecasts.
  • Conduct quality checks on all reports received, identifying errors and omissions and rectifying them.
  • Provide clarification on financial reports to donors, management, and the board.
  • Develop accounting templates and orient all accounting staff on the use of accounting stationery.
  • Responsible for putting in place clear paper-based filing systems.
  • Prepare requests for fund replenishment to the donors.
  • Post inflows from the donors.
  1. Check all payment requests to ensure adequate supporting documents, in defined area of work for ease of reference and retrieval.
  • Check all cheque payments and approval of respective journals
  • Review all staff accountabilities and claims or refunds
  • Vet and review invoices and other payment vouchers prior to submitting them for approval
  • File and keep proper record of all prepayments, accruals, and related accounts
  1. Prepare and timely attend to the needs of both the internal and external auditors and follow up implementation of audit recommendations.
  • Prepare GSF Annual draft financial statement, audit schedules as per checklist
  • Make available and any other pertinent supporting analysis for review by external auditors
  • Prepare for and attend to the needs of internal and external auditors by way of participating in pre-audit & exit
  1. Perform regulatory functions that ensure that GSF meets its statutory Administrative and financial obligations and responsibilities to its donors and partners.
  • Support field offices to duly implement findings in management letters, internal audits and due diligence reports.
  • To ensure GSF Scores no less than 80% on all due diligence assessments and spot checks.
  • Prompt Statutory payments are made where no penalties are incurred.
  1. Support accounting staff to acquire essential competencies in their roles and for performance management.
  • Undertake periodic training for staff in core competencies and accounting skills and principles.
  • Conduct regular performance appraisals at least twice a year for structured appraisals and regularly give feedback to staff on their performance as it occurs.
  • Develop training programs for Admin and accounting staff, including mentorship and acting roles to build capacity for continuity and succession planning in the department.
  • Undertake regular support supervision visits to each project at least once a quarter.
  1. Administrative Management
  • Maintain all administration and Staff files.
  • Maintain an up-to-date fixed asset register of GSF
  • Participate in Staff Recruitment Process
  • Receive, distribute, circulate and file all documents that come into the office.
  • Distribute documents to other agencies.
  • Answer calls and Send/receive email.
  • Ensure that all communications are properly referenced and recorded.
  • Make arrangements for meetings and workshops.
  • Maintain and manage a suitable stock of office stationery.
  • Receive visitors to the office in a polite and helpful way.
  • Assist with logistics when necessary, particularly in obtaining government papers.
  • Undertake any other duties that may be requested by the Manager

KEY PERFORMANCE INDICATORS

  1. Timely and accurate finacial reports.
  2. Compliance with payment process
  3. Adherence to procurement procedures.
  4. Growth and improvement in quality of Assets

PERSON SPECIFICATION

Qualifications

  • Master’s and BSc Degree in Finance or Accounting
  • Professional qualification such as ACCA, CPA, CIA or CFA is a must

Experience

  • At least three years’ experience in managing donor accounts in a similar environment of which three years should be at a senior level.

Competencies

  • Knowledge of Accounting and Financial Management
  • Financial and Management Reporting.
  • Supervisory
  • Knowledge of accounting software.
  • Communication skills.
  • Planning and organizing.

Interested candidate should send his or her application with CV and Motivation letter to Grow Strong Foundation (GSF) email; recruitment@gsf.org.ng  on or before close of business 16th March 2020.

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