Admin / Finance Manager at Think Positive Live Positive Support Initiative (TPLPI)

TPLPI is a vibrant, dynamic, and compassionate community-based resource center for young people living with HIV and other key populations in Nigeria. Our focus is on supporting and uplifting young Lesbian, Gay, Bisexual, Transgender, Queer, Intersex individuals living with HIV (LGBTQILHIV), Sex Workers living with HIV (SWLHIV), People who use and inject drugs living with HIV (PWUIDLHIV), and more.

We are particularly dedicated to the well-being of Adolescent and Young Sexual and Gender Minorities (AYSGM) in Lagos state, including young Gay, Bisexual, and Queer Men (GBQ), who often face unique challenges and barriers to accessing adequate health services and support. Our journey began as an informal group in 2019, driven by a deep desire to make a positive difference in the lives of young key population members.

We are recruiting to fill the position below:

Job Title: Admin / Finance Manager

Location: Lagos
Employment Type: Full Time

Job Description

• The Admin and Finance Manager is responsible for all aspects of financial management and administration.
• The Finance and admin manager is responsible for overal financial management, including budgeting and monitoring of expenditures; financial reporting and auditing; forecasting expenditure and maintaining and supervising accounts, banking and financial operations and all administrative work.

Key responsibilities
Finance Duties:

• Keep financial records and perform financial procedures (e.g., receipts, payment requests, petty cash).
• Assist the organization and management of internal and external audits.
• Manage the annual accounts closing and the external audit in collaboration with the external accountant and auditor
• Ensure expenses are authorized and processed following agreed procedures for both TPLPI and donors.
• Maintain the accounting reporting process, ensuring the accuracy and completeness of ledgers and all supporting documentation and compliance with finance and procurement regulations.
• Ensure agreed reporting dates are maintained according to TPLPI policies.
• Assist in managing partners’ finance reporting ensuring compliance with TPLPI and donor regulations.
• Attend board meetings when requested by the Executive Director
• Liaise with and review budgets and expenditures as necessary with the management team to prepare monthly reports and other data as required.
• Take care of bookkeeping and administration of invoices and accounting documents in adherence to accounting practices and standards.
• Manages the bank account, payments, and treasury.
• Oversees in cooperation with the Director's budgeting processes concerning TPLPI budget and project budgets.
• Monitor expenditure against budgets; monitor cash flow and predict new trends.
• Contribute to the preparation of financial statements for donors and processing and retention of documents and support per donor’s rules and regulations.
• Produce accurate financial reports for the Director and the Board at specific deadlines
• Ensure compliance with regulations (internal and donor-related) for procurement of goods and services and record-keeping.
• Develop appropriate financial systems and tools.
• Manage Staff Salary, leases, and subcontractor payments on schedule
• Monitor and report on accounting discrepancies
• Preparing timely and accurate financial reports as required by the donor or for internal monitoring processes.
• Responsible for and plans, organizes, and manages the finance and administration process for the project.
• Prepare weekly, monthly plans and monthly financial progress reports to the Finance Department
• Develop and prepare proposal budgets.

Office Administration:

• Develop and maintain effective office systems (e.g., IT support, office maintenance, fixed assets, supplier contact), ensuring these are consistent with TPLPI operating requirements.
• Support the efficient running of TPLPI office daily operations.
• Ensure all procurement processes comply with TPLPI policy.
• Support logistics for TPLPI program activities if needed or part of the budget.
• Other administration duties as agreed.
• Develop, track, record, and report generators fuel usage, equipment, and maintenance in close collaboration with Logistics/procurements and ensure smooth operations of equipment and tools at the project site.
• Organize and manage office supplies.
• Ensuring that project expenditures are adequately tracked according to the agreed project budget in close coordination with the Program Manager.
• Facilitate timely, accurate month-end closing, cash requests, and cash reconciliations.
• Receiving complete documents, invoices, bills, etc... ensuring the proper name, date, stamp, and supportive documents
• Closely work with the organization's operational team.
• Human Resources
• Prepare monthly payrolls
• Manages timesheets
• Manage the internal leave registry
• Schedule tax payments strictly on time
• Work closely with the ED and Compliance Manager and necessary management team to conduct the requirement process and interview new employees

Qualifications

• Any Degree in Accountancy / Business Administration / Economics / Banking and Finance, or professional certificate in finance or professional certificate in finance.

Experience:
You are required to have experience of:

• Accounting / book-keeping (experience with computerized accountancy systems would be ideal).

Administration:

• Data recording and monitoring - preferably experience with electronic data recording systems.

Application Closing Date
21st May, 2024.

How to Apply
Interested and qualified candidates should send their resume / CV and cover letter outlining their relevant experience and qualifications to: [email protected] using the Job Title as the subject of the mail.