Location: Nigeria
Salary: Competitive
GAIN’s Program and Finance Assistants play an important role
in the smooth running of the organization. The Program and Finance
Assistant will provide day-to-day administrative, financial and program
assistance to the Country Manager, as well as in the general management of the
office and support to the country program.
Responsibilities
Finance Assistance
- Works with GAIN HQ offices in Geneva to establish and implement all financial management policies and procedures.
- Coordinates with a local tax consultant to ensure compliance with regulations regarding tax for the office and local employees.
- Assists the Country Manager in the development of documentation relating to budgets, cost analyses, reports and forecasting.
- Prepares accounts payable documents (e.g. invoices, payment requests) for approval.
- Makes local payments under direct supervision and on approval of Country Manager.
- Prepares monthly cost projections for Country Manager approval.
- Ensures all documents are filed and maintained for auditing purposes.
- Helps track the budget of the country office and assists in preparing donor reports.
- Ensures all payments are made on time and are accurate.
- Ensures the smooth flow of approval documents, ensuring information transfer to the relevant staff.
- Works with the Finance Department in GAIN Geneva to ensure all project related expenses are properly coded to ensure the accuracy of financial reporting.
- Manages payment of office bills and petty cash and ensures that receipts are kept for all expenses.
- Performs small-scale procurement, ensuring adequate stocks of all necessary supplies (e.g. stationery, water, etc.).
- Monitors travel and expenses reporting by all team members, including processing expense claim forms.
- Assists with the monitoring and management of programs (particularly in areas of operational budget and audit.
Administrative and Program Assistance
- Provides assistance to the Country Manager in ensuring compliance with GAIN policies and procedures.
- Coordinates meetings with Program Staff, Consultants and international staff. Arranges meeting rooms, drafts and disseminates meeting agendas, prepares briefing notes and where necessary takes meeting minutes which may include preparing and disseminating materials as instructed.
- Organizes meetings and workshops for GAIN programs, including travel arrangements and security.
- Assists in scheduling and planning for events and conference calls, makes recommendations regarding meeting or equipment facilities. Organizes and coordinates meetings and calls including travel and hospitality for meeting attendees.
- Participates in the preparation and formatting and coordination of donor reports and proposals.
- Assumes responsibility for document filing and develops office administrative procedures as required.
- Responds to general enquiries to the Country office.
- Maintains the diary of the Country Manager in his/her absence.
- Manages timesheet entries and maintains timesheet records.
- Coordinates domestic and international travel arrangements for the Country Managers, Program Staff and visitors, inputs travel authorizations, processes travel claims and arranges tickets, visas.
- Prepares and formats standard contracts and related documents, in strict compliance with the standard contracting process and templates, and assists in the preparation of complex contracts.
- Processes expatriate work-permits, business visas; exit re-entry permits, or identifies and manages agents to do so, and ensures that documents are always up to date.
Office Management
- Coordinates with GAIN Headquarters regarding space management, rentals, finalizing vendors, day to day monitoring / installation of office equipment, IT and coordination of annual contracts.
- Day-to-day facilities management of the office, developing and maintaining good relationships with suppliers.
- Oversees transportation and vehicle management.
- Supervises support staff such as building staff, security guards and cleaners.
- Manages procurement as per GAIN’s procurement policy and national standards, liaising with Finance (Geneva).
- Effects payments to suppliers, based on approval and authorization by the Country Manager and GAIN Headquarters.
- Coordinates delivery of goods from suppliers, manages records and keeps a fixed asset registry as per national requirements.
- Ensures timely customs clearing and follow up with government offices.
- Other duties as required by the Country Manager.
Experience
- Minimum 3 years’ documented experience (work certificates) in an administrative / office management role, preferably in an international NGO.
Skills & Attributes
- Strong financial management skills and experience; demonstrated proficiency in finance skills related to the position.
- Proactive with a commitment to quality and accuracy with close attention to detail.
- Strong interpersonal, organizational and communications skills.
- Experience working in an entrepreneurial, matrix, global organization.
- High flexibility and occasional availability to work outside regular working hours.
- Effective oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization. Able to prioritize, multi-task, and work well under pressure with frequent deadlines.
- Reliable and enjoys working in a multi-cultural, cross functional team with flexible and adaptable approach to work.
- Knowledge and familiarity with one or more of the following functional areas: Procurement, travel, communications, accounting, contracts and agreements, nutrition/health science, meetings/conference management, international aid, development programs or portfolio management.
- Computer literacy with excellent MS Word, MS Excel, Outlook, and PowerPoint skills.
- Business English and local language required, written and verbal.
Education
- Bachelor’s degree in Business Administration, Accounting or related field.
Other requirements
- Ability to travel on occasion.
Job Description: JD__Finance_and_Program_Assistant_Nigeria_Oct2013Final.docx
Closing Date: 15 Nov 2013
