Finance and Operations Consultant at Equal Access International

Equal Access International is an international not for profit organization (501c3) working in over ten countries around the world. A communications for social change organization that combines the power of media with community mobilization, Equal Access creates community-led and evidence-based programming and customized communications strategies and outreach solutions that address the most critical challenges affecting people in the developing world in the areas of peace and conflict, women’s and girl’s empowerment, governance, civic participation, youth development, human rights and health.

We are recruiting to fill the position below:

Job Title: Finance and Operations Consultant

Location: Kano
Employment Type: Full-time

Job Description

• The Finance and Operations Consultant (FOC) will be responsible for ensuring effective and accountable finance and operations systems are implemented in the EAI Nigeria Country Office.
• S/he will ensure the functioning of financial management systems and internal controls and compliance with donor regulations, EAI’s policies, and local law.
• The FOC will also provide substantial support to the Nigeria Country Director and Programs Team in the financial oversight and operational planning required for collaborative and adaptive project work planning an achievement of closeout deliverables.
• The FOC supervises the field Finance and Administration Team, comprised of a Finance Officer, Finance Assistant, and Logistician, and directly reports to the EAI Nigeria Country Director and Home Office (HO)Practice Area Director, while closely coordinating with the HO Project Management Team (PMT), and reports indirectly, on technical/financial issues to the Chief Financial Officer (CFO).
• Reports to: Country Director and Home Office Practice Area Director

Responsibilities
Financial Management and Reporting:

• Responsible for the financial operations and accounting functions such as payroll, accounts payables, general ledger reconciliation, accounts receivables and invoicing, grant management, asset management, procurement, contracts/sub agreements and compliance, monitor financial program implementation, treasury management, expense management, financial reporting, and cash flow management ensuring compliance with EAI policies and donor regulations.
• Prepare vouchers, verify vendor invoices, and ensure accurate and timely processing of all financial documents per EAI’s finance calendar.
• Ensure appropriate review and approvals are documented before making payments.
• Input/verify payments in the online banking system for approval by Country Director. 
• Reconcile weekly payments and end-of-month petty cash, prepare monthly funds request, and file monthly statutory returns (e.g. payroll tax and duties).
• Reconcile bank accounts and balance sheet accounts on a monthly basis.
• Responsible for reporting any incidents of fraud, waste, or abuse to the EAI Nigeria Country Director and/or EAI HO.
• Supervise the preparation and processing of monthly contractor payments and ensure accuracy and compliance with the local labor laws.
• Maintain financial records including ledger, journal, petty cash and cash books and bank details. 
• Maintain the shared cost allocation spreadsheet and ensure that at the end of each month all shared costs are divided to the projects in accordance with the allocation spreadsheet.
• Enter vouchers into QuickBooks and review P&L report before submitting it to EAI HO.
• Ensure timely and accurate submission of financial reports to EAI Headquarters. This includes monthly country office financial reports and reconciliation of accounts, fund requests, and asset inventory reports. 
• Ensure all business licenses and other business filings are submitted on a timely basis and are up to date.

Financial Planning and Budgeting: 

• Responsible for the overall quality of project budget monitoring, managing staff billability, invoices, subcontractor costs, expense reports, etc. in compliance with donor and EAI policies.
• Ensure the safeguard of bank checks, cash receipts, and petty cash.
• Maintain file management systems for soft and hard copy documentation.
• Ensure non-billable expenses are kept to a minimum and inform as soon as possible Country Director and HO PMT.
• Assist in drafting reports of statements of financial position for audits and any other stakeholders in collaboration with HO.
• Maintain the bank account and facilitate the transfer of money between HQ and field office to ensure that enough funds are always available in the bank. 
• In coordination with the Country Director and EAI HO, develop, maintain, and ensure accuracy of the country office budget and projections, taking into consideration costs necessary for the payroll, country office operation, funding in-hand, and any funding gaps, updating on a monthly basis. 

Quality Procurement & Logistics Management:

• Ensure adherence to EAI and donor policies and procedures in all areas relating to procurement, logistics, and inventory management.
• Ensure the Finance and Operations Team keeps inventory up to date and oversee final inventory control and disposition of all inventory as part of project closeout.
• Ensure absolute integrity and transparency in the procurement process.
• Manage vehicle administration to ensure proper upkeep of vehicles, cost optimization, proper maintenance, and usage as per EAI policies. Ensure logbooks are accurate and have complete transparency in their usage. Insure all hired vehicles timely as per established procedures.

Human Resources Management and Office Administration:

• Guarantee EAI remains compliant with Nigeria Labor Laws in collaboration with the organization’s lawyer. Ensure compliance with local labor laws and EAI policies with regards to staff management, travel, and administration. 
• Responsible for human resources, including personnel filing systems, collection of timesheets, and record keeping in compliance with EAI procedures and the Human Resource Manuals.
• Maintain oversight of benefits tracking, holiday planning, sick leave, and contract liquidations in accordance with local law. Share monthly updates of payroll and leave tracker with EAI HQ.
• Monitor staff Contract Expiry dates and ensure timely completion of contract renewals and other formalities.
• Work with Country Director and Finance and Administration staff to ensure that country registrations are maintained and renewed as necessary and that all reporting required to local and national government is performed correctly and on time.
• Maintain confidentiality of sensitive information and handle it securely.

Operational Capacity Building:

• Provide ongoing supervision, mentorship, and support for Finance and Administration staff in Nigeria. 
• Provide technical advice to managers and other colleagues on finance, procurement, and logistics policies and procedures to improve the budgeting and planning processes.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change based on organizational needs.

Qualifications

• Must be located in Kano, Nigeria.
• Bachelor’s degree required (MA/MBA preferred).
• At least eight (08) years of financial and operations management experience with USG and/or other donor funding is required, ideally in the nonprofit sector, with demonstrated experience in financial management and accounting, contracts, audit, compliance, and budget.
• Professional certification as chartered accountant (CA) or certified public accountant (CPA), Chartered Institute of Management Accountants (CIMA), or Association of Chartered Certified Accountants (ACCA) will be a distinct advantage.
• Knowledge of International Accounting Standards (IAS).
• Previous experience working on finance and administration on a USG- or other donor-funded project or in an accounting firm auditing organizations implementing USG- or other donor-funded projects preferred.
• QuickBooks experience required.
• Ability to manage USG awards and all required reporting and other compliance requirements.
• Exceptionally detail-oriented, organized, and deadline-driven.
• Proven effectiveness leading professionals in finance and accounting.
• Fluency in speaking, reading, and writing in English. Fluency in Hausa is preferred.
• Excellent interpersonal skills and cultural sensitivity to effectively interact with all staff, partner staff, US and foreign government personnel, members of funder organizations, and other stakeholders.

Application Closing Date
27th December, 2024.

How to Apply
Interested and qualified candidates should send their CV and Cover letter to: [email protected] using the job title as the subject of the mail.

Note: We are actively reviewing applications and will prioritize candidates who apply sooner. Early applicants will be given first consideration for interviews, so we encourage you to submit your application as soon as possible. Don't miss the chance to be considered early in the process