Career Opportunities at Finpact Development Foundation - FINDEF

Purpose / Role:

FINDEF is currently looking for a Finance Manager in Abuja. Under the supervision of the Country Director, the finance manager will be responsible for all financial functions for the Organization, from Payroll, budgeting, financial management operations (Financial reporting including donors and government authorities), ensuring compliance with regulatory requirements, developing financial strategies, managing audit processes, Capacity building of the finance team at both the Head office and sub-bases according to FINDEF guidelines. The role would also work closely with project teams and partners to provide high-quality financial analysis, support budget realignments, forecasting and tracking, and ensure timely and accurate reporting. The ideal candidate for this role should possess a strong ethical framework, understand confidentiality and have demonstrated integrity, accountability, and a strong work ethic.

Responsibilities:

• The finance manager will be responsible for monitoring and managing cash flow, ensuring sufficient liquidity for operational needs.
• Responsible for identifying financial risks and implementing mitigation strategies.
• Ensuring adherence to relevant financial laws, regulations, and accounting standards.
• Analysing and controlling operational costs and conducting adequate control checks on all procurement processes and documentation for all contracts managed to ensure full compliance with FINDEF procedures and donor guidelines. 
• Ensuring respect for project duration and liquidation period, and checking budget availability and allocation accuracy. 
• Ensuring that all vendor and procurement payments are fair and applicable by ensuring that the procurement process is in line with FINDEF internal rules. 
• Understanding different project procurement cycles and prioritizing contract reviews in close collaboration with the logistics and program departments to avoid procurement delays and project blockage. 
• Providing key checklists and feedback to the logistics team monthly to improve documentation quality that meets the audit requirements, internally or externally. 
• Attending the tender opening of the organization at the Abuja office. 
• Preparing records in the accountancy for the organization. 
• Validating payroll by checking calculations and all proper documentation. 
• Supervising all payment preparation managed by the field team in collaboration with the finance assistant under your supervision.

Commitment Of Expenditures, Budget Control, & Financial Management

Commitment of expenditure – guarantee budget availability and compliance with internal and donor procedures before releasing payments:

• Before commitment/payment of any expenditure, check authorization levels, budget availability, and budget line to which the expense is to be allocated, ensuring full compliance with internal and donor procedures 
• In close coordination with the Logistics unit, negotiate terms of contracts including payment schedule and tax obligations; ensure that procurement procedures are adhered to; 
• Ensure financial, compliance and budget control points during Purchase Committee meetings; review coherence between orders, quotations/offers, purchase orders, call for tender documentation, procurement memos, contracts, invoices, receipts, and works/services completion certificates; Check the receiver’s ability to endorse payment; 
• In close coordination with the Admin Team, ensure that staff contracts are in line with standard salary grid, available budgets and regulations; propose salary grid revisions based on benchmarks, national legislation and budget constraints. 
• Validate partner’s accounting and documentation accuracy and compliance before payment. 
• Project budget follow-up, mission’s cost control, internal & external audits – anticipate and mitigate financial risks ensuring operations are run in a compliant and cost-efficient manner: 
• Lead Budget follow-ups, allocation and consolidation process; 
• Analyse report gaps between planned budgets and actual expenses; comply with the flexibility rule; 
• Anticipate financial risks, and present budget updates and mitigation plans to management; 
• Analyze and report monthly running costs, fleet and communication of each state office; 
• Prevent and report any financial and operational loss; 
• Follow-up with exiting staff to ensure they are cleared and validated; 
• Take the lead on external audit preparation in support of the compliance team; responses to audit reports, recommendations’ implementation plans.

Project Financial Cycle Management

Develop project budgets and reports – ensure the financial feasibility of projects, respecting internal and donor rules and deadlines;

• Gather information from the relevant units to consolidate budgets for project proposals according to project needs and donor constraints;
• Review and negotiate terms of grant contracts before signature (payment & financial reporting schedule, etc.);
• Follow-up payments from donors and financial project close-out (contract liquidation).
• Review and implement financial policies
• Oversee the monitoring of actual expenditure against budget;
• Ensure the provision of adequate responses to audit queries raised by donor /client auditors; 
• Prepare required management reports and provide explanations on accounting transactions when required to aid decision-making.

Audit focal point  

Ensure smooth and proactive communication with the Head of Corporate Service or compliance department.

•  Act as the focal point to address any review or request from internal audit and make sure to follow up on their recommendations.
•  Take responsibility for implementing and following up on internal and external audit recommendations. Lead monthly audit reviews with the Head of Corporate Service and follow up as necessary.

Technical Line Management Responsibilities

Offer technical guidance and support to all Finance staff 

• Advise on and promote understanding and application of FINDEF financial and organizational policies, procedures, and principles - Communicate any issues of non-compliance. 
• When relevant, drive the development of policies and standards for the department. 

Qualifications:

• Bachelor’s degree in Finance, Accounting, or a related field. Acquired certification in ACCA, CIMA or ICAN 
• Minimum of 6 years of work experience in finance management 
• Experience  in audit management and implementing audit recommendations 
• Excellent leadership and people management skills 
• Strong analytical and accounting skills 
• Proficiency in MS Office, particularly Excel, Word, and PowerPoint 
• NGO experience is a plus 
• Must be able to work independently 
• Strong communication and teamwork skills. 
• Commitment to humanitarian principles and values. 
• Applicants must be based in Abuja.

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Purpose/Role:

The Administrative and Logistics Assistant plays a crucial role in managing and delivering the Administrative and Logistics portfolio. They will handle a variety of administrative tasks and work with the Head of Corporate Service and Logistics Manager to ensure high-level performance in the organization. Reporting to the Logistics Manager, the administrative and Logistics Assistant will support the Logistics and Admin department in achieving organizational goals and ensuring compliance obligations are met through staff management, recruitment filing, and training organization in the intervention area. They will also be responsible for maintenance, installation of IT equipment, and personnel facilitation for the Katsina office and sub-bases according to FINDEF guidelines. Additionally, they will oversee the handling and transportation of personnel, materials, and equipment to and from Katsina. The ideal candidate for this role possesses a strong ethical framework, understands confidentiality, and has demonstrated integrity, accountability, and a strong work ethic.

Responsibilities:

Administration:

• Prepare all administrative documents such as internal notes, regulations, and memos at the field level with coordination at the HQ level etc. 
• Organize meetings with authorities of senior management & area coordinators. 
• Follow up on Legal-related issues, in coordination with HQ HR dept. 
• Ensure compliance of FINDEF to legal requirements of the area of intervention. 
• Management of FINDEF premises lease & ensure contract updated and renewal details are communicated for each premises; 
• Manage FINDEF office and Guest House, the guests in GH and set regular follow-up/management regarding payment with Finance.
• Reply to phone calls 
• Register visitors’ name 

Human Resources:

• Management of public holidays & keeping informed all bases/staff. 
• Control and check the attendance sheet of staff and arrangement of monthly reports for salary payments; 
• Management/Follow up of staff leaves, provide necessary forms for staff, while needed 
• Supervise the work of Cleaners in the Office and GH

Filing:

• Create a standard FINDEF Admin/Logistics filing system (include official correspondences, premises contracts, follow-up, recruitment process documents etc. 
• Create a personal folder system for area staff. 
• Send area staff personal folder relevant documents on the 1st week and 18th of every month to the HQ HR dept. 
• Ensure that the personal folder database has been updated regularly.

Procurement/IT equipment:

• Document newly procured IT items including updating of soft record. 
• Allocation of proper IT/Asset code to the newly procured asset. 
• Transferred assets (one base to another) need to be documented both in hard and soft. Soft copies should reflect dispatched documents. 
• Ensure that all hardcopies of Assets List and Assets Maintenance Sheets are printed and updated. 
• Control tag and ensure the identification of IT Assets is clear for all IT equipment kept in the bases or office area. 
• Control and consolidate at a base level the Monthly IT Equipment Follow-Up report, to be sent to LM monthly, every 5th of each month. 
• Manage all staff computers and e-mail back-ups monthly, clean all urn-necessary data 
• Install any software for staff based on office need upon approval decision by LM. 
• Ensure the repairing and maintenance of any internet or communication problem based on activity under his responsibility; 
• Keep the internet working all the time

Fleet and Fuel Management:

• Account for the overall compliance with the delivery and fleet management procedures (Monthly transport / Fuel Consumption report).
• Follow up and Check daily Log Books filled in by Drivers.
• Collecting copies of all Log Books regularly. 
• Control the In and out movements of all vehicles (FINPACT and Rented) with a movement register controlled by guards or a specific setup of the base; 
• Responsible for making sure that every vehicle has having First aid box, fire extinguishers, toolbox, and equipment bag all the time 
• Above items to be physically checked in each vehicle regularly 
• Manage and control running costs of the base\'s fleet (fuel, maintenance and repairs), including generators; 
• Supervise parking lot and control that vehicles are properly parked within FINPACT premises if required. 
• Take responsibility for the roaster and management of drivers before field movement. 
• Ensure that every driver has having cell phone & contacts list updated; 
• Follow up and daily maintenance of the Vehicle Tracking Sheet of all drivers under his or her responsibility.

Qualifications:

• Bachelor\'s Degree in economics, social science, business administration, or equivalent diploma. 
• Graduates of relevant fields are encouraged to apply. 
• Two (2) to three (3) years of administrative experience related to HR, or logistics Procurement service. 
• Strong communication and teamwork skills. 
• Commitment to humanitarian principles and values. 
• Applicants must be based in Katsina.  

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Purpose / Role:

The Safety & Security Officer is responsible for ensuring the safety and security of FINDEF’s personnel, assets, and operations. This role involves developing and implementing safety and security policies and procedures, conducting risk assessments, and coordinating emergency response efforts to mitigate risks and ensure a safe working environment. The Safety & Security Officer will be advising on security challenges, developing risk assessments and proposing risk reduction measures, updating and implementing when necessary, according to the changing situation.

Responsibilities:

Policy Development and Implementation

• Develop, implement, and regularly update safety and security policies and procedures in line with organizational standards and best practices. 
• Ensure policies are communicated effectively to all staff and that they are adhered to across all levels of the organization.

Risk Assessment and Management:

• Conduct regular risk assessments to identify potential safety and security threats to personnel, assets, and operations. 
• Develop and implement risk mitigation strategies and contingency plans to address identified threats. 
• Monitor and evaluate the effectiveness of risk management measures and make recommendations for improvements.

Emergency Response and Management:

• Coordinate and manage emergency response efforts, including developing and conducting emergency drills and training sessions. 
• Establish and maintain effective communication channels for emergency situations, ensuring that all staff are aware of emergency procedures. 
• Provide support and guidance during emergencies and crises, including coordinating with local authorities and emergency services. 
• Prepare hibernation, relocation and evacuation plans for the area of responsibility with the support of the Safety and Security Manager. 
• Ensuring that all staff are aware of established safety and security strategies and have the means to follow established protocols continuously.

Training and Capacity Building:

• Develop and deliver safety and security training programs for staff, including orientation for new hires and refresher courses for existing employees. 
• Promote a culture of safety and security within the organization through regular awareness campaigns and workshops.

Incident Management and Reporting:

• Investigate and document safety and security incidents, including accidents, thefts, and breaches, and recommend corrective actions. 
• Prepare and submit incident reports and analyses to senior management, highlighting trends and suggesting improvements.

Monitoring and Compliance:

• Monitor compliance with safety and security policies and procedures, conducting regular inspections and audits to ensure adherence. 
• Ensuring that the contracted guard force maintains a high standard for guarding offices and residences, and when required takes corrective actions. 
• Stay informed about relevant safety and security regulations, standards, and best practices, and ensure organizational compliance. 
• Ensure that the field-level security plans and associated documents are kept up to date and reviewed regularly.

Coordination and Liaison:

• Liaise with local authorities, security agencies, and other relevant stakeholders to ensure effective coordination and collaboration on safety and security matters. 
• Liaise regularly with UN agencies, INGOs, government and local administration and where possible with community leaders in the process of gathering and verifying security information as delegated. 
• Represent FINDEF in safety and security forums, meetings, and discussions as required.

Asset Protection:

• Implement measures to safeguard organizational assets, including physical security of facilities and protection of confidential information. 
• Oversee the management of security equipment, including surveillance systems, alarms, and access control systems.

Qualifications:

• Bachelor’s degree in Security Management, Criminal Justice, Risk Management, or a related field; Master’s degree or relevant certifications preferred. 
• Graduates of relevant fields are encouraged to apply. 
• At least 4 -5 years of experience in safety and security management, with a strong understanding of risk assessment, emergency response, and incident management. Strong communication and teamwork skills. 
• Excellent knowledge of safety and security protocols, risk management, and emergency response. 
• Strong analytical and problem-solving skills, with the ability to assess risks and implement effective solutions. 
• Effective communication and interpersonal skills, with the ability to train and support staff and coordinate with external stakeholders. 
• Experience working in international development or non-profit organizations is advantageous. 
• Ability to work in high-pressure environments and respond effectively to emergencies. 
• Strong interpersonal, intercultural and communication skills. 
• Fluency in English, Hausa and Fulfulde/Kanuri. 
• Proficiency in using security management software and tools. 
• Commitment to humanitarian principles and values. 
• Applicants must be based in Zamfara.