Job: Country Finance Manager at ACTED Nigeria
Our vision Since 1993, as the second French NGO, ACTED has been committed to immediate humanitarian aid to support those in urgent need and to protect people’s dignity, while co-creating longer-term opportunities for sustainable growth and the realization of people’s potential. Our values Independent, private and non-profit, the French NGO ACTED (operating…
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You will be in charge of
Accounting and cash management:
Accounting management – overseeing the accounting cycle of the mission:
- Ensure timely and accurate data entries in the cash book, bank book and SAGA following the standard descriptions defined in ACTED’s Global Financial Procedures Manual;
- Check and coordinate the monthly compilation accounts of each area;
- Oversee the cash and bank balance verification process when closing monthly accounts;
- Communicate the accounts on a monthly basis to HQ, respecting SAGA procedures and deadlines in accordance with the monthly accounting schedule in accordance with ACTED financial procedures;
- Manage the presentation, circulation, classification of supporting documents and archiving of accounting and financial documents in compliance with FLAT and Finance procedures (maintain up-to-date classification monitoring: A8.01_Red Cell Game); Randomly review the quality and compliance of area documentation during centralization;
- Supervise the annual and half-yearly accounting closures for the general and analytical accounting aspects (V1 and V2).
Cash management – ensure controlled and fluid cash management:
- Ensure a justified bank selection process, open/close bank accounts under the authority of the CEO;
- Supervise the management of bank accounts: control, monitor and ensure the proper writing of flows (advances, transfers, etc.), check balances and supporting documents, authorized visas; Report to headquarters via the A1_PRATIC flow reporting tool;
- Supervise the management of safes and cash: amount available, verification of balances, security instructions;
- Assess the monthly cash needs of projects and areas, complete and share the A4.01_Cash Request form on the 15th of each month;
- Manage money transfers, cash supply areas and amounts in circulation, while defining payment procedures (bank transfer, check, cash, etc.);
- Ensure that donors are billed on time and report it through the A4.04_ATROCE tool, follow the best practices outlined in the Money In Acted HOUSE (MIAHOU) plan.
Expenditure commitment, budgetary control and financial management:
Expenditure Commitment – ensure budget availability and compliance with ACTED and donor procedures before release of payments:
- Collect the visas of authorized staff members, set the commitment ceiling in local currencies, define the payment terms and deadlines;
- Prior to commitment/payment of any expenditure, verify authorization levels, budget availability, budget line to which the expenditure should be allocated, ensuring full compliance with ACTED and donor procedures:
- In close coordination with the Country Logistics Manager (CLM) or equivalent, negotiate terms of contracts, including payment schedule and tax obligations; ensure that procurement procedures are followed; Monitoring of commitments and payments via the A7.02_Monitoring of the Contract (CFU) tool; Ensure financial, compliance and budgetary control points during the meetings of the purchasing committee; review the consistency between orders, quotes/offers, purchase orders, tender documents, contract notes, contracts, invoices, receipts, certificates of completion of work/services; Check the capacity of the recipient to endorse the payment;
- In close coordination with the administrative team, ensure that staff contracts are in line with ACTED’s standard salary grid, available budgets and regulations; propose revisions to salary scales based on benchmarks, national legislation and budgetary constraints; review and validate payroll on the 25th of each month;
- Validate the accuracy and compliance of partner accounting and documentation prior to payment.
Project budget monitoring, mission cost control, internal and external audits – anticipate and mitigate financial risks by ensuring that operations are executed in a compliant and cost-effective manner:
- Lead the consolidation process of budget monitoring (A7.01) and allocation tables (A5);
- Analyze/report variances between planned budgets and actual expenditures; respect the flexibility rule;
- Anticipate financial risks, present budget updates and mitigation plans during FLAT meetings;
- Analyze and report monthly operating costs, fleet and communication for each area (A6.01-04)
- Prevent and report any financial and operational loss (A6.01 ACT follow-up);
- Submit to headquarters all annexes of the internal financial monitoring reporting tool (TITANIC) before the 15th of each month;
- Track exit forms for international staff and ensure they are sent to HQ once cleared;
- Support external audit preparation in support of country compliance teams as required; Contribute to opening/closing meetings, responses to audit reports, recommendations implementation plans.
Management of the financial cycle of the project:
Develop project budgets and reports – ensure the financial feasibility of projects, respecting ACTED and donor rules and deadlines:
- Gather information from relevant departments to consolidate project proposal budgets based on project/mission needs and donor constraints; Propose sufficient program and support budgets, including mission investment plans, in close liaison with country coordination;
- Review and negotiate the conditions of grant contracts before signing (payment and financial reporting schedule, use of the headquarters cash pooling system, etc.);
- Plan, consolidate, write and cross-check with the Project Development Department (PDD) the financial reports when required (ad hoc, intermediate and final), respecting contractual deadlines and rules such as flexibility, eligibility and liquidation period, etc. ;
- Donor follow-up payments and financial closure of the project (contract liquidation).
Team leadership and other tasks:
- Update the organization chart and the ToR of the finance and administration departments (if applicable) according to the evolution of the mission;
- Supervise the team, plan and conduct finance staff recruitments, undertake assessments, monitor career management, identify potential staff and contribute to ACTED’s internal mobility policy; Provide training and capacity building to ACTED finance team members and partners to increase the level of capacity and technical skills;
- Actively promote strong & structured links with all teams (Logistics & PDD in particular); Represent ACTED with relevant financial and administrative networks at the national level;
- Improve information flows within the department and with other departments;
- Plan follow-up missions in the field;
- Perform any other related activity assigned by the immediate supervisor.
Expected skills and qualifications
- At least a Master’s degree in Finance or a related field.
- 3+ years of solid experience in financial management and tracking systems, preferably large development programs, possibly complemented by academic expertise.
- Excellent financial and analytical skills.
- Excellent communication and writing skills for effective reporting of program financial performance.
- Ability to manage a financial/oversight team and demonstrate leadership
- Ability to track and assess financial and monitoring skills of communities through capacity building efforts.
- Ability to function in a cross-cultural environment requiring flexibility
- Knowledge of the aid system and understanding of donor and government requirements;
- Prior knowledge of the region an asset.
- Ability to use Microsoft Word, Excel and project management software.
- Salary defined by ACTED salary grid based on level of education, expertise, security level and experience.
- Living allowance of 300 USD.
- Accommodation and food provided in ACTED Guesthouse / or housing allowance. (depending on the duration of the contract and the country of assignment).
- Return flight tickets + Visa supported by ACTED.
- Provision of medical insurance and repatriation.