The Organisation
Oxfam Novib is an international non profit organization committed to ridding the world of poverty. We have a conviction that once given the chance to do so people are well capable of building a livelihood without poverty on their own. To do this, we work with local organizations, build their capacity and provide strategic funding to local projects in developing countries. We also lobby governments and companies to take into account the interests of the poorest people, and campaign to involve men and women also in our work. Oxfam Novib/Netherlands works together with other Oxfam affiliates under Single Management Structure (SMS) to increase our impact on development issues. Oxfam Novib seeks to fill the following full time positions for its Abuja Nigeria Office.
1. Finance & Support Manager
Start date: As soon as possible
The Finance & Support Manager is responsible for the financial, administrative and office management of the country office for Nigeria. Also he/she ensures the compliance of financial and administrative procedures with the standards as set by Oxfam (Novib) and external donors. The Finance & Support manager reports to the Country Director Oxfam in Nigeria and is expected to provide strategic support, working closely with Oxfam GB to deliver quality finance and administrative operations effectively,
efficiently, transparent and accountable.
Main tasks
You ensure
good quality and timely reporting to and advise the Country Director on financial and administrative aspects of office & bureau budget management of Oxfam in Nigeria, as well as of financial management of (externally funded) programs and projects of Oxfam Novib.
planning and monitoring of the budget for office running costs and related administrative aspects of (externally funded) programs, and ensure supply of goods and services is carried out speedily and efficiently, following donors’ requirements. You provide practical advice; identify potential risks and pro-actively alternative solutions.
that relevant financial and administrative policies and procedures are accurately applied, regularly reviewed and kept up to date, and ensure quality performance of the administrative organization of all data on payments, receipts, mutations; you reconcile bank and cash flows status & projections and maintains contact with the banks on financial transactions; you ensure execution of all office running costs payments, process consultancy fees, salaries invoices for national staff, declarations and provide overviews
The development and implementation of the financial, administrative and IT systems and procedures including control mechanisms, in compliance with those at head quarters (HQ), the Oxfams and external donors.
In addition
You keep the management information systems updated and prepare the field office input for internal monitoring with HQ (the Balance Score Card).
You coordinate the administrative organisation of the Country Office, and ensure that business service delivery meets expected quality standards. You ensure delivery of efficient day-to-day administration and general support.
You are responsible for the support and administrative staff of the ON staff in the Field Office, which means that you matrix manage the staff on a day to day to basis. This includes having work meetings, contributing to the yearly performance interviews, co-ordinating and advising on the recruitment and selection procedure for new staff, and team building.
You liaise with your peers from Oxfam Great Britain to advise and implement the Oxfam in Nigeria Country Leadership Team decisions on shared services (staff, office, IT, logistics) and related SMS coordination and ensure and develop cost efficiency & lead the joint office management committee of Oxfam in Nigeria.
You review and analyze Oxfam Novib’s Country Office’s compliance with all local laws (e.g. tax registration and labor laws) and all leases.
You ensure good record keeping of all contracts concluded by the Country Office.
You carry out (un)expected internal financial audits according to the accounting manual.
Skills and Qualifications
A (bachelor) degree in finance and administration or its equivalent;
5 years of relevant work experience in a senior financial management position within an international context;
Extensive knowledge of financial and administrative systems;
At least 5 years experience in managing a multi-cultural team;
Experience in IT, HR, procurement and logistics;
Proven experience in systems design and set ups & improvement, internal audits;
Excellent command of Excel, Word and other Office tools;
Demonstrated ability to work within a team;
Proven experience in managing projects funded by international / external donors;
Excellent coaching skills to support own staff as well as local partners;
Proven decision-making skills based on sound judgement based on technical and managerial experience, and able to judge independently;
Proven ability to communicate with a wide range of actors ( from local partners to local administration and tax officers);
Excellent communications skills in English.
2. Administrative Officer (and bookkeeper/accountant)
Start date: As soon as possible
The Administrative Officer is responsible for organizing and maintaining the administrative services for the country office (both internal and with regards to projects) and for ensuring that it is efficient and effective according to set standards and procedures. The Administrative Officer reports to the Associate Country Director.
Main tasks
You administer office running costs: salaries of local staff, consultancy fees, invoices, declarations etc. in line with budgets and procedures.
You carry out the administration of all project and program related data like payments and receipts; record all financial mutation in the main software system SAP via ADOBE-forms.
You prepare, in the framework of the project cycle of Oxfam Novib (or in line with requirements of back donors) documentation and correspondence (such as approvals, contracts, letters of transfer, reminders and [standard] letters of rejection); and keep records of it in the project monitoring software systems using SAP/ADOBE-forms.
You handle procurement and logistics functions while ensuring full compliance and application of standard Oxfam Novib and/or donor procurement procedures, in close collaboration with the other Oxfams in the country.
You manage the petty cash and related administration, and ensure compliance to internal transparency and accountability rules on finances.
You signal deviations of the standard procedures, suggest ways forward with finance and program officers.
You give partners information relating to procedures and contractual obligations.
You provide basic information to the Finance and Support Manager who is generating periodic monitoring of the office budget. You register this is in the accounting software (Pastel).
You ensure compliance for auditing requirements, ensure all files are of good quality and in liaison with the financial officer & Finance Support Manager, prepare internal and external audits.
Skills and Qualifications
A degree in financial administration on bachelor level;
5 years of relevant work experience in a financial & administrative position, including financial planning, budgeting and coordinating audits;
Proven experience in financial, salary and project administration;
Proven experience in procurement and logistics processes;
Excellent social skills and you are a team worker; you are pro-active and have a willingness to learn; able to communicate with external stakeholders (partner organizations).
Extensive knowledge of financial and administrative systems;
Excellent communications skills in English.
Method of Application
If you are interested in this position please send a motivational letter and curriculum vitae in English to jobs-nigeria@oxfamnovib.nl to the attention of The Recruiter, Shabinah Asgarali, no later than September, 7th 2012.
Important Note
For the Finance and Support Manager include reference number 5-155 in your application
For the Administrative Officer (and bookkeeper/accountant) position include reference number 5-156 in your application
Further enquires on the position can be sent to Joop Peerboom, Senior Finance Officer, joop.peerboom@oxfamnovib.nl.
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