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1.) Director, Finance and Administration

Location: Nigeria

Employment Type: Full Time

About the Role

• The CHAI Nigeria team is seeking a highly skilled and motivated individual to oversee its finance, procurement, and administrative functions. Reporting to the Country Director (CD), the Director of Finance and Administration is a key member of CHAI Nigeria’s management team and will work closely with the country leadership and staff to enable the organization to fulfil its mission.
• In this role, the Director will provide leadership on all budget, expenditure tracking, financial reporting, procurement, contracts, and administrative matters. Strong management, communication and organization skills are required to succeed in this role.

Responsibilities

Leadership and Management:

• Provide oversight and mentorship to all finance, procurement, and administrative staff at CHAI Nigeria offices in the country
• Ensure departmental structures, staffing, and operational standards that are flexible and responsive to the changing needs of the organization
• Foster a strong leadership presence for all staff, bridging cross-country office matters and promoting an open-door policy to encourage open communication and collaboration across the team
• Engage with partners and donors as needed, ensuring prompt and accurate responses to their inquiries
• Participate in strategic and management decisions
• Maintaining the integrity of the balance sheet by preparing monthly balance sheet reconciliations including Bank and Cash
• Contribute the improvement of financial systems and processes in the Country Office, recommending changes to provide timely and appropriate financial information to CHAI’s grant managers and donors
• Manage and maintain CHAI financial management system (currently QuickBooks)
• Manage and maintain CHAI financial records including supporting approvals for the financial transactions per Country Office document retention policy
• Prepare monthly variance reports of expenditure against funding and approved budgets for the country leadership (CD/DCD/PMs etc).

Financial Management (Accounts, Budget, Treasury and Reporting):

• Provide leadership on financial planning, budgeting & country resource allocation working closely with the CD
• Support the CD in project budget planning and management
• Assist the CD in planning country operations to support program activities
• Ensure proper budget monitoring and timely reporting internally within the organization and externally to donors and local government as prescribed by the statutes
• Oversee and direct the organization-wide process for preparing the annual consolidated budget, including reviewing submissions from the program teams for completion and consistency, analyzing budgeted data, implementing revisions, preparing summary schedules and comparisons, preparing the final budget package and providing explanations and analyses for senior management team
• Facilitate effective cross-functional communication throughout the budgeting process, ensuring proper execution and timely follow-ups
• Prepare summarized financial schedules and analyses to be used by senior management team for internal and external presentations
• Prepare expenditure analysis for overall program and field offices in the Country Office as required
• Support program staff in developing proposal budgets and budget revisions for donors.
• Provide information related to costing and operational needs to support program implement Support Grant Tracker review by ensuring the veracity of the information in the Grant Trackers monthly
• Review monthly expenditure reports (prelims & finals) and prepare adjustments; review variance analysis; investigate variances and comment.
• Coordinate and liaise with Boston Accounting team on financial reports and follow up on supplemental information as required.
• Maintain and safeguard CHAI assets, ensure monthly Depreciation, reconciliations carry out periodic physical verifications per CHAI policy
• Prepare the monthly expense allocation guide and employee allocations, with guidance from the accounting team in Boston
• Review payrolls and validate employee’s payroll and benefits (Pension, Severances, Tax, Insurance)
• Promote professional development amongst finance team though coaching and mentoring
• Ensure that all donor- financial reporting requirements are complied with and that donor financial reports are submitted in a timely manner
• Manage the country treasury function (cash, bank, receivables and payables) and ensure adequate resources are available for both administrative and programmatic spending
• Manage local payments & process wire requests to Boston
• Prepares cash projections for the programs; Prepares fund requests for programs and operations
• Manage monthly cash forecasting and cash requests for projects
• Liaise and communicate with Boston finance team to ensure good flow of information, including raising awareness on areas of risk or concern.

Grants, Contract, Legal and Compliance Management:

• Oversee the review and approval of the finance-related sections of proposals, donor agreements and contracts, amendments, and extensions for all donor funded projects to ensure compliance with donor regulations, requirements, policies and procedures
• Research, and interpret applicable donor regulations, requirements, and policies and procedures applicable to CHAI programs
• Communicate and train program and finance department on all the key compliance issues
• Ensure financial policies and procedures are in place and kept up to date, liaising with International Controller in Boston
• Monitor the compliance manual against audit comments, best practice etc and recommend changes to the controller where appropriate, to promote effectiveness.
• Maintain a proper monitoring system of partner expenses by facilitating periodic reviews of accounts and ledgers and maintain up to date reports per donor requirements
• Prepare country for and coordinate annual audits, donor specific audits/assessments and CHAI internal audits
• Ensure follow-up with audit observations and maintain an up-to-date remediation log
• Review vendor, organizational, sub awards, and independent consultants’ contracts and ensure contracts team reviews before final approval
• Ensure compliance with grant and donor requirements
• Execute leases and contracts for supply of good and services under the CD leadership.
• Assist the CD and program managers in processing exceptional approvals
• Maintain up-to-date knowledge of country government regulations and share the same with Boston where necessary
• Review the remittances of all applicable taxes in accordance with legal requirements in the country
• Conduct spot checks in the main office in the Country Office and state offices to ensure internal controls are working
• Facilitate in country capacity assessments by potential donors
• Lead on and support programme teams in assessments and building financial management capacity of CHAI implementing Partners and contractors
• Provide overall management and co-ordination of the work of the finance teams in the country
• Acting as a business partner to other functional leads e.g. Programs, Operations
• Champion finance and risk management onboarding/induction of new hires
• Maintain compliance with all applicable laws, regulations, accounting standards, and government funding requirements.

Procurement Management:

• Review and update CHAI Nigeria procurement policies and guidelines and ensure alignment with CHAI global policy and guidelines
• Manage the preparation of purchase orders and payment requests to ensure the timely delivery of goods and services
• Lead the identification, pre-qualification, and management of suppliers that meet the organization’s operational and program needs
• Oversee the improvement and implementation of procurement systems for the organization and programs’ inventory, supplies, and capital expenditures
• Align procurement plans with program activities and work plans to support timely delivery and execution
• Ensure all procurements are managed with transparency, competitiveness, and fairness in accordance with CHAI’s policies
• Maintain compliance of all procurements with national and international procurement policies and processes

Administration Management:

• Oversee the activities of all administrative, security, and support staff to ensure smooth organizational operations
• Lead the implementation of safety protocols, including emergency preparedness and workplace safety
• Responsible for the maintenance of the office premises in Abuja and states
• Lead the provision of logistics support to the programs and support teams
• Maintain inventory registers and ensure periodic verification of reports prepared by office manager
• Ensure vendor screening and maintain a quarterly screening update
• Oversee the IT functions and related purchases in liaison with the Boston IT leadership
• Act as the point for Safety & Security in the country

Qualifications

Education:

• Minimum of a Bachelor’s Degree in Finance, Accounting or a related field is required. Master’s degree or higher in finance or MBA is preferred
• ICAN/ACCA/CPA/CA or related certification is an advantage

Experience:

• Minimum of 10 years of progressive experience in finance, procurement, contract management, and/or related roles; with at least 5 years in a not-for-profit organization and at least 3 years in a senior-level management position is required
• Experience working with governments, NGOs, and international organizations Experience in managing donors’ funds and executing their financial reporting requirements
• Experience managing a financial management function or similar in a global organization
• Strong familiarity with financial systems, including but not limited to: budgeting, accounting, management reporting, expense recording, and reporting
• Extensive experience in analysis, interpretation, and generation of financial data to drive proactive changes to improve financial performance.