Job Title: Programme Administrator and Finance Assistant – PAFA
Location: Abuja, Nigeria
Organisation: Westminster Foundation for Democracy (WFD)
Sector: NGO
Contract type: Fixed term contract for services
Contract length: Until March 2015
Starting salary: Competitive Local Salary
Programme Administrator and Finance Assistant – based in Abuja, Nigeria (fixed-term contract until March 2015)
The Westminster Foundation for Democracy is looking to recruit a Programme Administrator and Finance Assistant (PAFA) to help support its three year parliamentary strengthening programme 'Enhancing the Participation and Leadership of Women Parliamentarians' in Abuja, Nigeria.
Main purpose of the role: – The Programme Administrative and Finance Assistant (PAFA) will play a critical role in assisting the Programme Manager in Nigeria with implementing the parliamentary strengthening programme in Nigeria. – This role is responsible for the accurate and efficient management of financial and administrative procedures and for ensuring excellent communication on, and co-ordination of, these requirements with stakeholders (for example stakeholders in parliament, political parties, FCO, WFD colleagues in the UK and overseas).
Management and key relationships:
Staff managed: None
Reports to: Programme Manager – Nigeria
Key Relationships: Programme Manager-Nigeria, WFD London based staff – Programme Officer, Management Accountant, Finance Assistant and other WFD Programme staff team members.
Main Duties:
1 Financial administration;
• Assist with the preparation of Programme budget.
• Produce monthly expenditure report and monitor expenditure regularly with the budget lines
• Prepare monthly programme reconciliation and forecast
• Prepare quarterly financial report in line with donor requirements
• Processing local income and expenditure and inputting all transactions onto SAGE online accounting system.
• Process invoices and bills relating to the programme and in line with WFD policy
• Day to day management of office petty cash and bank account.
• Monthly bank reconciliations
• Preparation of monthly accruals
• Preparation and analysis of local cash flow – Funds cash requests to WFD headquarters
2 Administrative Support / Office Management;
• Liaise with programme suppliers and service providers, as required.
• Apply the procurement process consistent with company policy.
• Draft meeting agenda, records and distributes meeting minutes and takes forward action points.
• Ensure documents and files are accessible and properly filed.
• Order office stationery and supplies, as necessary.
• Act as point of contact for the WFD office in Nigeria.
• Maintain the office asset register.
• Responsible for the correct functioning of the office equipment.
3 Logistical Support;
• Provide logistical support to programme activities including booking venues, booking flights, transport, accommodation and organise catering etc.
• Work closely with the London office to provide support for visits to the UK
• Assist the Programme Manager during events to ensure activities run smoothly.
• Help organise meetings for Programme Manager and other programme stakeholders, as necessary.
• Assist in maintaining contact with key players, including donors and implementing agencies working in the same field.
Person Specification:
Knowledge, skills and experience;
1 First degree or similar, in a relevant discipline for eg. business studies, office administration, project administration, accountancy or bookkeeping E Application and interview
2 Experience of, and excellent abilities in, financial administration including management of cash flows, balance sheets, sizeable budgets (planning, monitoring and reporting) E Application and interview
3 At least two years' experience in a similar role, in a similar type of organisation (preferably an NGO or international representative office environment) E Application and interview
4 High levels of proficiency in Excel, Word, PowerPoint, Databases and experience of using accounting packages eg. SAGE E Application, interview and test
5 Excellent English written and oral communications skills necessary to prepare financial analysis and reports E Application and interview
6 Ability to communicate both written and oral in another international language – notably French D Application
7 Excellent organisational skills and the ability to work in a changing environment E Application and interview
8 Knowledge and experience of the procurement processes E Application and interview
9 Demonstrates good use of hardware, software, scanners and other office equipment E Interview
10 Knowledge of the Westminster Parliamentary system and Political Parties, UK and international funding institutions and donor agencies. D Interview
Competencies:
1 Analysis and Judgement – Attentive to detail, understands the importance of gathering and processing information accurately. Develops systems to gather data needed by the business E Application and interview
2 Working with Others – Recognises that other teams, organisations and communities have different ways of doing things, takes time to understand these and to establish shared understanding and goals. Seeks advice and ideas from others and proactively shares information and learning. E Application and Interview
3 Communicating and Influencing – Anticipates the needs and concerns of partners and prepares to address these. Tailors communications (written, verbal, presentations) to the audience and designs communication for impact. E Application and Interview
4 Delivering Results – Tackles difficult problems, seeks to understand the reason for obstacles and takes personal responsibility for finding solutions. Asks questions to clarify expectations and to agree goals E Application and Interview
Relevant Downloads: – Access/download the job description: http://s.jobnavy.com/wfdpafa – Access/download the application form: http://s.jobnavy.com/wfdguidepafa – Access/download the guidance notes to assist you in your application: http://s.jobnavy.com/wfdguidepafa2
Apply online and use the completed application form as CV or email completed applications to recruitment@wfd.org.
The closing date for applications to be received is 5pm (GMT) Friday 12th April 2013.
Apply to this job (http://www.jobnavy.com/job/15164/programme-administrator-and-finance-assistant-nigeria-job-at-westminster-foundation-for-democracy/)