Finance Officer at Plan International

Grade C2
Department
& Location

Finance - Country Office, Abuja Date March 2018

Reports to Finance Operations Manager
Purpose: To provide support under the responsibility of the Finance Operations Manager in ensuring that all accounting procedures for
documentation of tran sactions of Funds Receipt and Disbursement are observed and financial processes and reports are in line withp olicies of Plan International Nigeria. To contribute to the provision of regular and detailed financial analysis report to informmanagement decisions.

Dimensions of Role

• Implementation of financial management processes, protocols and systems.
• Key End Results and typical Responsibilities
• Accounting Software Operations and Reporting:
• Prepare payment, journal and receipt vouchers using the corporate accounting software - SAP.
• Ensure that transactions are complete and accurate with self-explanatory and understandable description.
• Maintain good filing for all vouchers in a limited access area to ensure easy retrieval.
• Maintain a record of vouchers borrowed by staff and ensure that they are returned and filed appropriately.
• Support the monthly SAP closure processes.
• Print the monthly SAP reports for signing and appropriate filing.
• Ensure that the SAP balances of the advances account agrees with the sub ledger balances.
• Contribute to the monthly financial report.
• Support program staff in making payments to participants during activities implementation.
• Internal Financial Controls & Payments
• Ensure that the documentation for payment is acceptable and accurate with all arithmetic calculations being correct.
• Approved payment request should be processed within one week of receipt.
• Prepare the Withholding tax and VAT schedule where relevant before payment is done.
• Cancel (stamped PAID) all vouchers (payment, journal and receipt) and its supporting documents to forestall re-use.
• Ensure all cheques are prepared in a way that ensures accuracy and validation for payments
• Issue cheques as per weekly payment list; exception should be approved by CFM.
• Maintain cash books, including providing updates to Finance Operations Manager to prevent a negative cash and bank balance.
• Release cheques to the right payee and ensure the appropriate receipts are issued and filed.
• Perform any other duties as specified by your supervisor(s).
• Advance Management
• Prepare and maintain the sub ledger for all advances (travel, purchase etc.).
• Ensure timely liquidation of staff advances and ensure that more than one advance is not given to a staff at a time.
• Make available weekly to the Finance Operations Manager a list of all un-liquidated advances and support with the follow up of these advances.
• Financial and Other Reports:
• Prepare Country Office’s schedule report monthly for the following:
• Prepaid Rent
• Prepaid Expenses
• Accruals
• Assist in the Administration of Staff Payroll
• Prepare the withholding tax deductions report and completing and submitting monthly Statutory PAYE forms to relevant Government Organizations.
• Circulate monthly pay-slip to all staff.
• Human Resource Development
• Supports the Finance Operations Manager in strengthening financial records, documentation and controls and builds capacity of staff to ensure a high level of quality
• financial records and management.
• Learning and knowledge management
• Shares relevant financial information as required by Supervisor to supports the proper documentation of all financial transactions on the projects.
• Participates in global/regional projects/networks as requested.
• Resource Mobilisation
• Support resource mobilization efforts through contribution to budget preparation for proposal writing and related engagement.

Dealing with Problems

• Use Plan procedures to settle conflicts among colleagues;
• Resolve problems that are not covered by established process.
• Analyse possible causes of problems and suggest solutions to get them resolved.
• Refer, whenever necessary, the case to the Finance Operations Manager for consideration.
• Communications and Working  Relationships: Working contacts inside and outside the organization; include the purpose and level (high,medium, low) of the contact
• Prepare and submit where required relevant financial project reports for domestic consumption.
• Provide timely responses concerning financial queries linked with relevant projects or programmes.
• Report to the Finance Operations Manager.
• Work with other members of the Finance team in-country to ensure effective and efficient
• programme delivery.

Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives:
Knowledge:
Qualifications and Experience

• University degree in Accounting or relevant professional qualifications equivalent.
• At least 3 years’ experience in a similar role.
• A BSc or HND in Financial accounting and related financial/Business administration courses.
• At least 2 years practical work experience in managing financial and administrative systems for donor funded projects.
• A minimum of 1 years’ experience in grant financial management with donor funded projects in Nigeria.
• Skills & Knowledge
• Basic financial skills
• Communicates clearly and effectively appropriate to the audience
• Possession of good report writing skills
• Passion for learning and development.
• Good computer literacy skills.
• Team player

Behaviours:
Provides good and adequate financial support to enable Plan meets it’s agreed financial and program outcomes.
Actively seeks for support in addressing difficulties in execution of duties.

Physical Environment and Demands
Travel to Programme activities to support financial transactions where necessary.
Level of Contact with Children:
Low contact- the job responsibilities of this position require the post holder to have very infrequent contact with children. Despite this, it is expected that children shall be protected at all
times.