Admin and Finance Lead

Focus of the Role

Please note that we require all successful candidates to be in post by the beginning of January.

Job Introduction

Our Governance (Africa) pillar supports the governments and leaders of developing and emerging states to enhance their effectiveness. We are focused on helping governments and leaders make their vision for the development of their country a reality. We work in the centre of government and key line ministries and our work is shaped by national priorities.

Key Responsibilities

Following the recent Presidential election, the Federal Government of Nigeria has set agriculture transformation as a top priority. It is establishing an agriculture coordination secretariat in the Office of the Vice-President, with responsibility for the coordination of the implementation of two flagship programmes: the National Livestock Transformation Plan (NLTP) and the Green Imperative (GI) - a partnership with Brazil to improve access to mechanization and technology in Nigerian agriculture.

The Admin & Finance Lead will be assigned to work with the Office of the Vice President to coordinate the general management of the office, assist in the finance and budget activities of the office and perform administrative and strategic HR functions. The role will work closely with and report to the Program Manager.

RESPONSIBILITIES:

Finance

• Assist in the finance and budget activities of the office including preparation of quarterly budget submission by estimating the rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses
• Verify all expense claims to certify correctness and ensure that all appropriate supporting documents have been provided
• Develop a workable method for daily accounting of financial transactions using the financial software such as excel/spreadsheet/QuickBooks and prepare monthly financial reports
• Ensure that all cash and cheque payment requests are duly completed, certified and approved by authorized staff and all necessary supporting documents are provided before payment is done in line with Gates and other donor policies, procedures and requirements
• Ensure that transactions are fully supported, approved, properly filed and that the operations conform to the requirements of Gates and other donors’ accounting procedures and as per the project proposal document
• Maintain filing system for vouchers and all financial instructions/guidelines issued and filing system and ensuring the documentation is regularly updated and backed up
• Ensure that monthly bank reconciliations are completed on a timely basis and that the final reconciliation are reviewed and signed off

Admin & HR

• General management of the office; ensure regular supply of power, water; ensure timely supply and adequacy of office supplies e.g. stationery, ink, paper; proper maintenance and safety of office.
• Ensure proper maintenance of office files including client, accounting and contract files (ease of retrieving information)
• Oversee the operation of office accounts, planning and monitoring of expenditure, liaising with vendors (following TBI and other donors’ procurement policies)
• Efficient coordination of staff use of the office vehicle
• Perform administrative and strategic HR functions including: Coordinate submission of relevant documents by all new employees, Proper filing of staff employment documents, ensure staff files are updated, Maintenance of records related to vacations, sick leave, grievances and other staff matters, determine staff training needs and organize relevant trainings for staff.

Person Specification

EXPERIENCE AND QUALIFICATIONS:

• University degree from an accredited academic institution in Accounting, Finance or Business Administration
• Ideally three years of relevant experience in similar role
• Understanding of basic bookkeeping, accounts payable and receivable
• Prior experience in use of quick books and ERP software desirable
• Experience in an office Admin role
• Experience working for an NGO will be an added advantage
• Develops / follows internal control procedures to prevent fraud and mismanagement.
• Ensures application of institutional financial policies and guidelines
• Effective communication skills with individuals at all levels of the organization
• Able to work efficiently as a part of a team as well as independently
• Able to work well under pressure and meet set deadlines
• Good organizational, time management and prioritizing skills
• Ability to manage shifting priorities with flexibility and accuracy
• Hands on approach to work, with the ability to deliver on deadlines in a fast-paced and fast-changing environment, with minimal or no supervision

ESSENTIALS SKILLS:

• Exceptional oral and written communication and interpersonal skills
• Effective inter-personal and leadership skills with an ability to develop and foster relationships across a wide range of diverse and senior stakeholders
• Ability to operate and succeed in a highly political environment;
• Strong analytical and management skills, including sound knowledge of strategic planning and project management tools;
• Ability to use own initiative and actively look for opportunities to have an impact rather than simply be reactive
• A decent understanding of how governments, businesses and international development organisations operate and how to succeed in them
• Good knowledge of Microsoft Office products Word, Excel and PPT and other relevant  software and tools

PERSONAL SPECIFICATIONS:

• Drive, motivation and ability to consistently achieve results in a fast-paced environment.

• Experience of living and working in developing countries is desirable but not essential.

VALUES WE LOOK FOR:

• COURAGE… because to tackle global challenges, we must innovate and take smart risks
• COLLABORATION… because when we work together and with external partners, we can overcome even the largest problems
• COMPASSION… because our work is ultimately about improving people’s lives
   

About The Institute

At the Tony Blair Institute for Global Change we are dedicated to making globalisation work for the many, not the few. We do this by helping countries, their people and their governments, address some of the most difficult challenges in the world today – beginning with those where we think we can break new ground, offering leaders new thinking and new approaches. Our staff – over 200 of them, based all over the world – are working on some of the most intractable problems around issues of co-existence, governance, the peace process in the Middle East and renewing the centre.