Latest Jobs at Danish Refugee Council (DRC)

Purpose 

To lead the effective implementation of DRC’s programme quality procedures in Nigeria and oversee a committed team of a Communications Officer, Grants Management Manager, and MEAL Manager. 

Duties and Responsibilities 

The Programme Development and Quality Manager (PDQM) is responsible for strategic leadership, technical guidance, and management of the Communication, Grants, Information Management and MEAL functions for DRC in Nigeria. The PDQM will develop and maintain systems and tools for efficient grant management; and ensure a coordinated approach to risk-management in cooperation with the compliance and finance departments. The role also contributes to the development of country strategies and is responsible for developing and implementing of fundraising strategy. 

The PDQM is based in Maiduguri and expected to travel frequently to Area Offices and field locations in Adamawa, Borno, Sokoto and Zamfara states and to the capital Abuja. 

The main responsibilities and tasks of the Programme Development and Quality Manager :  

Programme Development and Fundraising: 

• Together with the Head of Programme coordinate proposal development process based on programme strategy, evidence and DRC PCM Field Guide. 
• Coordinate partners in proposal development process and ensure quality, timely partner contribution to a proposal.  
• Contribute to Country Programme Strategy by developing and updating DRC Nigeria’s Fundraising Plan. 
• Develop and update Donor Database. 

Grants Management:  

• Responsible for quality PCM across Country Office, providing guidance and advice on PCM processes. 
• Ensure timely compliance with all internal and external grants management requirements, including contractual compliance and reporting.  
• Organize and lead monthly grants review meetings. 
• Maintain in-country and global grants filing systems based. 

MEAL: 

• Oversee DRC Nigeria’s Monitoring, Evaluation, Accountability and Learning processes. 
• In coordination with the Head of Programme and the MEAL Manaher creating and implementing comprehensive programme evaluations and learning exercises. 
• Overseeing that learnings and lessons learnt are properly disseminated for quality organisational learning.   
• Together with the MEAL Manager, improving collection, storing and analysis of MEAL data. 
• Together with the MEAL Manager, improving the functionality of DRC Nigeria’s Feedback and Accountability Mechanism. 

External and internal communication 

• Engage and communicate with relevant donor counterparts and coordination bodies in Nigeria. 
• Oversee the creation of quality communication and information products for internal and external dissemination. 
• Liaise with relevant Regional Office and HQ counterparts responsible for programme design, reporting, and monitoring and evaluation.  
• Coordinate and provide timely reporting and feedback to the Head of Programmes, Country Director and SMT on Programme Quality activities.  

Team management: 

• Provide strategic leadership and management oversight of the Quality Assurance Unit, with a portfolio including: communications, grants management, programme quality, MEAL, and information management. 
• Line manage and provide technical support to the Communications Officer, Grants Manager, and MEAL Manager. 
• Ensure that both programme and support teams maintain good understanding of DRC Nigeria’s grants, MEAL and communication strategy and compliance and the DRC PCM Field Guide through trainings and technical support.  

As Manager the post-holder is responsible for the following: 

• Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility. 
• Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources. 
• Accountable for people management of direct reports, four employees. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc. 
• Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC. 
• In addition to the above, the Programme Development and Quality Manager may be asked to carry out other duties requested by the Head of Programme - but always in the scope of this job description. 

Qualifications 

• Master's degree in political science, international development, economics or other relevant field. 
• At least five years of professional experience in humanitarian emergency contexts with PDQA responsibilities, preferable to have at least two years of experience at senior management level. 
• At least three years' experience with people management 
• Knowledge and experience working protection, food security, WASH, shelter, NFIs, mine action, mine risk education, and armed violence reduction is an asset. 
• Proven knowledge of MEAL systems and procedures; experience with planning and rolling out programme evaluations. 
• Proven ability to lead a high performing and diverse team, manage performance, foster a positive working environment and manage issues sensitively and diplomatically. 
• Extensive knowledge of US and European institutional donors and their compliance requirements with proven experience of developing successful funding proposals and overseeing large complex grants. 
• Excellent understanding of the principles of budgeting, financial and contract management. 
• Experience with localization and partnership management desirable. 
• Full professional proficiency in English with the capacity to produce well-written products for formal reporting and communication. 

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Overall purpose of the role:

Focal person for finance in office. Supports the preparation of financial statements and maintenance of cash controls. Works within the financial procedures of DRC, municipal policies, and procedures and in compliance with all national acts and legislation. The Finance Team leader support the Area Office and Finance Manager with reports for senior management in country.

Responsibilities:

Cash Management

• Ensure biweekly cash forecast are compiled for all departments and share with Support Services Manager and finance Manager before Thursday of the submission week (no supervision required).
• Anticipate the cash need for Maiduguri and communicate to finance Manager at least one week before the cash is needed (no supervision required; Coordination with field office Finance staff)
• Ensure adequate Petty cash is kept in Maiduguri office to cater small time expenditures as per the Finance procedures (no supervision required).
• Follow up on the bank liquidity to ensure compliance with DRC procedures.

Finance and Accounting Management:

• Follow up with staff and ensure the cash advances are settled within two weeks (Coordination with field office Finance staff and Support Services Manager/Finance Manager) and update the advances trackers which must be shared at monthly basis.
• Reconcile various pending advances in the ledger and ensure proper and timely settlement and reports to be submitted to Support Services Manager and Finance Manager by 10th of following month.
• Conduct weekly cash counts for Maiduguri office and submit cash count sheets by 4pm on Fridays to Support Services Manager, Finance specialist, Finance Manager (no supervision required)
• Prepare monthly cash counts for Maiduguri office on last working day of the month and submit to Support Services Manager and Finance Manager by 4pm on last working day of the month. (No supervision required)
• Prepare bank and cash reconciliation for Maiduguri for accuracy and completeness and send to Finance Manager by 4th of following month.
• Collect the commitments from the Procurement at monthly basis for budget availability monitoring purpose.
• Prepare or call over cash book for Maiduguri office as per the finance calendar (submission on 3rd of the following month) to Finance specialist and Finance Manager.
• Ensure payment request/documents are reviewed to ensure DRC/Donor documentation guidelines (Including checking of project code/budget line, availability of funds) are adhered, payments are finalized within three working days.
• Ensure payment documents and vouchers are scanned and sent to Country Office on or before June 30th and December 30 twice a year (Coordination with field office Finance staff and Support Services Manager/Finance Manager supervision)
• Ensure that statutory deductions are paid to relevant authorities monthly to avoid any penalties. (PAYE, Pension, NHF, NSITF, WHT, and others as applicable) and report to Finance specialist, Finance Manager and Support Services Manager after payments (no supervision required)
• Review all Order Request/Purchase Orders for proper coding and budget adequacy before approval. (No supervision required)
• In liaison with Logistics department, prepare commitment lists every month for financial obligations already entered but not captured in financial reports.
• Ensure the presence and compliance of the required supporting documentation for financial audits, in cooperation with the ERP finance specialist in Nigeria Mission.
• Assist the Finance Manager and Support Services Manager in the verification of the resources scheduling performed in the System in the state Offices of DRC under his/her responsibility.
• Coordinate the archiving on the share drive of all related dynamics supporting documents of the monthly accountancy in relation with the ERP Finance Specialist.
• Upload the offline G/L or PEX journals for non-Purchase Orders (POs) transactions of the Finance team of the base after reviewing the transactions in the journals against those in the cash books.
• Participate in audits preparation/execution (compilation of audit requirements)
• Provides feedback and enhances internal controls to satisfy audit requirements; takes part of providing data and records during the audit process; reports immediately on irregular spending to Finance/accounting specialist or Finance Manager as deemed appropriate.
• Contribute significantly to the Month End Reconciliation (MER) for the base entries in Dynamics

Budgetary management:

• Review Budget Follow Up/Transaction details for Maiduguri office in coordination with the relevant program managers to ensure postings are done correctly, overspendings are rebooked on monthly basis. Budget monitoring Status report to be submitted to Support Services Manager within seven working days from receipt of BFU/TDL (Support/Supervision from Finance specialist, Head of Base, Program/Project Managers)
• Review project work plan against finance forecast in coordination with the program staff on quarterly basis.
• Compile and prepare the finance details (analyse expenditure progress) for Maiduguri office for Quarterly/Annual review meetings.
• Assist Support Services Manager on budget preparations. (Training from Finance Manager)

Other:

• Serve as technical resource person for the Finance department and programme team for the base and subbases.
• Produce monthly and quarterly reports as required by management as and when required.
• Report to the Finance Manager/Support Services Manager any irregularities that occur within the DRC office, staff compound and sites on DRC policy and procedures.
• Follow any new procedures and guidelines designated in circulars from Country Director/Finance Manager/RO and HQ.
• Identify the technical problems encountered on the base of Maiduguri to be addressed by the management.
• Takes part of regular staff meeting and respects to the weekly task report in line with performance management.

Experience and technical competencies:

Essential:

• At least four years’ work experience in field of finance/accounting/bookkeeping in an NGO or the commercial sector.
• Excellent Computer Skills (MS Office, Internet) and an advanced proficiency in Excel are required.

Desirable:

• Excellent organizational skills, self-motivated, proactive, and able to accomplish set deadlines.
• Willing to meet deadlines with minimum supervision.
• Ability to prepare basic training modules on Dynamics, accounting, and finance management.

Education: University degree in Finance/Accounting/Commerce/Business Administration

Languages:Fluency in written and spoken English. Fluency in local spoken languages.

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Overall purpose of the role:

Under the supervision of the Finance Specialist and Finance Coordinator, the Finance Officer in Maiduguri, assisted by a Finance Assistant, will be in charge of the daily finance and accounting management of Maiduguri base. The Finance Officer will work on overall financial monitoring and support capacity building for Maiduguri office and partners and to practice rigorous financial control mechanism and archiving System. He/she will make sure that financial procedures, policies, and requirements are implemented in compliance with DRC and Donors and to contribute to the achievement of DRC goals and vision.

Responsibilities and tasks:

• Management of the office cash flow include the forecasts.
• Prepare the bank transfer instructions for suppliers’ payment on time for Maiduguri office.
• Manage the cash and safe boxes for the cash payment in the office and on the field if required.
• In relation with the DRC programme and support departments of Adamawa, prepare the monthly cash flow forecast and send it to the finance specialist/Finance Coordinator for compilation.
• Ensure good relations with financial partners (banks, PFA, etc.).
• Hold a cash book and update at a daily basis the ERP-Dynamics system adequately
• Ensures accurately recording of all transactions made by cash or bank, monitors timely receipt and expenditure returns from Program Team and ensures correct data entry and reconciliation in the Cash book and Dynamics.
• Manages daily operation in the area of accounting system which is in line with DRC and Donor’s requirements and ensures the records or entries are up to date in the cash books and Dynamics.
• Complies with Finance and Procurement guidelines when dealing with any transactions.
• Check the justification of operational advances before making payment and ensure of the settlement in a reasonable time.
• Check and control the elements of accounting packages, including the consistency between cash books and Dynamics entries, physical counting, and balances;
• Proceed to the monthly closure of accounting: physical counting, editing of accounting documents (cover sheets), verification of supporting documents;
• Stamp monthly the invoices with the donor stamp and/or the stamp “paid”;
• Ensures proper financial documentation in Maiduguri office.
• Management of financial assets and liabilities of the base
• Records all assets and liabilities in the cash books and Dynamics at Daily basis and follow properly their settlement in Dynamics and the cash book as well.
• Ensure a monthly reconciliation of all assets/liabilities received from the Headquarter and recorded in Nigeria Legal Entity and especially those of Maiduguri Office.
•  Tax deduction and remittance on time
• Ensure that the withholding taxes is well calculated, recorded in the Dynamics System and paid at monthly basis.
• Follow up on the staff statutory and taxes payment at monthly basis and ensure that all receipts are collected and archived.
• Collect the taxes clearance certificate or credit notes when the payment is done.
• With support of Finance specialist and/or Finance Coordinator, takes the role of info-sharing to staff and PFAs in relation to HR matters (PAYE, PENSION, NSITF, NHF Payment).
• Archiving and Audit Management in Maiduguri,
• Ensure that all the supporting documents are attached per transaction in Dynamics.
• Ensure that all supporting (Hard copies) are scanned with covers sheet attached and saved on Nigeria Dropbox, hard drives, etc.
• At monthly basis, ensure that all folders containing finance records from each location are tagged and well arrange in the archive room.
• Participate in audits preparation/execution (compilation of audit requirements)
• Provides feedback and enhances internal controls to satisfy audit requirements; takes part of providing data and records during the audit process; reports immediately on irregular spending to Finance specialist or Finance Coordinator as deemed appropriate.
• Other supports required for this position.
• Provide technical support to the program/Support team of Yola base and other bases if required;
• Takes part of regular staff meeting and respects to the weekly task report in line with performance management.

Experience and technical competencies:

• Experience working in international Non-Governmental (INGO) with a background in Audit and compliance management is considered as an asset.
• A minimum of 2 years of relevant professional experience in general accounting, finance, and Administration experience is needed
• Ability to work closely and effectively in a team to achieve work priorities and objectives.
• Ability to work with ERP-Dynamics will be an appreciated advantage.
• Enthusiasm as a team player, who is flexible, always ready to take on new challenges and drives for results in a dynamic environment
• Ability to plan, organize, prioritize, and deliver under pressure.
• Ability to provide technical guidance and advise especially to non-finance colleague.
• A Good Knowledge of Microsoft Office (Excel, Word, Etc.) is considerable.