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Finance/Administrative Manager At Helen Keller International (HKI)

Date Posted: 24/Jul/2014
Deadline: 08/Aug/2014

established in 1915, Helen Keller International (HKI) works to save the sight and lives of the most vulnerable and disadvantaged. We combat the causes and consequences of blindness and malnutrition by establishing programs based on evidence and research in vision, health and nutrition. Headquartered in New York City, HKI currently conducts programs in 22 countries in Africa and Asia as well as in the United States.

Since 1999, HKI has supported programs in the area of neglected tropical disease control, nutrition and eye health. Currently Helen Keller International (HKI) works in 12 states of the federation through its partnership with state governments and stakeholders at various levels.

Finance/Administrative Manager

B.Sc. Accounting or Finance related discipline, Minimum of ICAN certification or its equivalent, Masters degree in Business Administration, Public Administration or similar advanced degree would be an advantage and 5-7 years experience managing donor-funded projects like USAID, DFID, etc.

Job Summary:
The Finance and Admin Manager will be responsible for all financial and administrative operations in all offices of Helen Keller International Nigeria. The person will collaborate with HKI Regional Finance Advisor, HKI/HQ Finance & Operations Department, HKI Country Staff & Partners.
Reports directly to: Country Director
Supervisees: Finance Officers and Admin Officer

General duties include:
(a)    Provide financial oversight of all financial operations and practices in the country office;
(b)    Ensure compliance with all local laws relating to accounting and finance; taxation, and Human resources
(c)    Ensure compliance with all HKI relevant policies and procedures;
(d)    Ensure accounting and operating information is complete and reliable(to CD, Regional office, HQ and donors);
(e)    Be responsible for adherence to the financial policies, procedures and practices as outlined by Government contracts, sub contracts and private foundation mandates;
(f)    Liaise with donors, banks, contractors, government officials and other partners relating to financial and admin issues;
(g)    Provide training and support to all HKI staff on financial, admin and HR policies, procedures and practices.

Specific duties include:
Financial Management
(a)    Prepare/Review the accuracy of monthly report prior to submission to the Country Director;
(b)    Prepare/Review and Approve donors financial reports according to donor requirements;
(c)    Prepare/Review and Approve all other financial report as needed;

Specifically, the Finance Manager execute the following task
(a)    Ensure Finance Assistants check calculation on receipts;
(b)    Ensure accounting codes are assigned to receipts;
(c)    Ensure sequential reference is assign to each transaction for cross checking;
(d)    Ensure financial transactions are entered daily in the system;
(e)    Ensure Core Costs are correctly entered & allocated to active projects;
(f)    Ensure receipts and other working papers are properly filed;
(g)    Review the accounting records for accuracy and correct as necessary;
(h)    Review matching expenses for compliance with donor regulations;
(i)    Send out appropriate notifications when advances are due and take punitive actions as needed;

Manage all bank accounts:
(a)    Ensure income and expenses are affective;
(b)    Verify all payment and sign all checks;
(c)    Reconcile all bank accounts monthly and submit to CD  for review;

Budget Management:
(a)    Work with the Country Director, Project Coordinators, and sub-offices to create and revise the annual and monthly budgets;
(b)    Assist the Administration in the preparation of office running budget; (c) Collaborate with the Country Director and the Project Coordinators to create the budgets for new projects;
(c)    Create and submit and Wire Transfer Request to the Country Director for approval;

Project Monitoring & Reporting:
(a)    Prepare the expense tracking and advise Project Coordinators of necessary spending actions;
(b)    Distribute project spending information to the appropriate sub-offices and coordinators;
(c)    Interact with program staff and CD on project funding status;
(d)    Prepare all necessary donor reports and submit to the Country Director for approval ;
(e)    Monitor any sub-grant spending as directed by donor rules and regulations;

Human Resources:
(a)    Verify the accuracy of the salary payments prior to submission to the Country Director;
(b)    Verify that the severance account is properly managed and check all transactions prior to CD’s approval;
(c)     Assure, review and make tax payments with the approval of the Country Director in timely manner;
(d)    Follow up update on local rules and regulations;
(e)    Evaluate staff under his/her responsibility;
(f)     Ensure that employee files are managed properly and up to date

Office Management:
(a)    Oversee all programmatic operations, including day-to-day activities involving administration, logistics, procurement, property management, database oversight, and security.
(b)    Prepare country audit in accordance with Regional office and HQ; follow up audit findings and recommendations;
(c)    Assist to organize meetings and discussions with partners as needed;
(d)    Execute all other tasks as assign by the Country Director.

Competencies Required:
?    Able to work under pressure minimal supervision and able to meet up deadlines.
?    Ability to use computer software such as Microsoft office, internet and accounting software.
?    Must possess good interpersonal skills and a good team player.
?    Exhibit strong leadership and decision making skills
?    Demonstrated excellent personal integrity and confidentially

Method of Application

All applicants should submit electronically forwarding the following under listed in attachment  to [email protected]

1. A curriculum vitae, which should  indicate at minimum applicant’s qualification and dates obtained; previous work experience and dates; age and referees
2. A covering letter
3. Subject of email should be FINANCE AND ADMIN MANAGER
Deadline for submission of application is on Friday, 8th August 2014.

Kindly note that:
1.    Applications received after 5pm on the day will not be considered.
2.    Only applications submitted electronically shall be considered.

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