Finance and Administrative Officer needed at Pathfinder International

Job Purpose

• Serves as a primary support for the finance and administrative functions of Pathfinder country offices. Ensures that country office financial and administrative activities are managed according to Pathfinder and donor regulations and policies. Assists with financial and administrative capacity building and development provided to country offices. Focuses on accounting, financial reporting, and compliance with Pathfinder policies and donor regulations. Assists with evaluating, developing, and implementing operational best practices in areas including budgeting, financial reporting, compliance, procurement and training. Builds constructive and effective relationships with team members and clients.

Key Performance Areas

Major Activities / Responsibilities

Monitoring, Tracking and Reporting

• Tracks key indicators and the processing of monthly country office reporting, including the receipt, review, recording, reconciliation, and consolidation of all income, expenses, and balance sheet items. Reviews monthly project spending performance for accuracy, allowability, availability of project funds, adequate supporting documentation, and proper authorization.
• Assists with monitoring all matters that may affect the financial integrity of Pathfinder programs or the organization and assists in investigations in response to allegations of improper conduct.

Compliance

• Assists with ensuring standard financial systems and controls are established and maintained to provide appropriate level of controls over the organization’s resources. Assists with the development and implementation of effective tools, systems, policies, and procedures that ensure consistent compliance. Ensures compliance with GAAP, Pathfinder, and donor policies.
• Reviews monthly spending performance of country offices to ensure compliance with Pathfinder and donor policies.

Supplies and Equipment Tracking and Delivery

• Ensures timely tracking of all supplies and equipment sent to the relevant managers. Ensures timely delivery of supplies and equipment to the specified locations and proactively liaises with relevant managers to clarify relevant specifications.

Procurement of Goods and Services

• Purchases goods and services, analyzes purchase requisitions, and creates new and updates existing bid specifications.
• Prepares and follows up payment requests for goods and services in a timely manner in accordance with existing Pathfinder policies and guidelines.
• Supervises, assigns, reviews and participate in the work of staff responsible for volume purchasing services. Maintains a database of vendors.
• Investigates and resolves complex problems associated with outside vendor documentation to process purchase orders, waivers, payments.

Process and Tools Continuous Improvement

• Assists with ensuring standard financial systems and controls are established and maintained to provide appropriate level of controls over the organization’s resources.
• Assists with the development and implementation of effective tools, systems, policies, and procedures that ensure consistent compliance.
• Assists with the development and implementation of financial and procurement policies and procedures in a continuous effort to improve field financial reporting and compliance.

Audit Preparation

• Collects and organizes information from countries in preparation for the annual external audit and/or program specific audit.

Award Administration

• Records award and account numbers and availability of project funds. Prepares donor required invoices and financial reports in accordance with award terms and conditions. Supports the design, implementation, management and monitoring of award and sub-award systems and workflow processes and procedures.

Budgeting

• Assists in the preparation and monitoring of the annual budget, financial forecasts and cash flow projections. Prepares budgets and modifications for cost proposals in compliance with the requirements of RFPs, RFAs or other solicitations. Serves as a budgetary liaison with partners and provides guidance and technical assistance to assist partners to complete necessary budget forms in a timely manner.

Financial Capacity Building and Development

• Assists with training country finance staff on all Pathfinder financial policies and procedures

Project Management and Participation

• Leads, manages or participates on cross-functional project teams

Minimum Education and Work Experience:

• Bachelor’s degree in accounting, Finance or Business Management, or related field, or equivalent, or a combination of education and experience that yields the required competencies.
• 4 years’ professional experience working in finance, financial monitoring, policies, and administration.
• Experience working in international non-profit.
• Prefer: Work experience in international Finance and Accounting in an organization of at least $50M in revenue with multiple international offices.
• Prefer: Work experience with Serenic/Microsoft Dyanamics NAV financial systems.
• Prefer: Work experience with government grants and contracts.
• Prefer: Experience living or working in the Northeast part of Nigeria and understanding of program context, field realities, and technical needs.

Competencies/Attributes:

Minimally Required Job-specific Competencies

• Donor Rules and Regulations: Foundational knowledge of donor, and other governmental and nongovernmental agencies’ rules and regulations.
• Financial Accounting Systems Implementation: Foundational knowledge of financial accounting systems implementation at a project or program management level.
• Financial Systems: Foundational knowledge of operations, financial management, organization, and planning, as well as operational knowledge of major accounting, reporting and finance functions. Proven ability to work with others to prepare budgets.
• Financial Reporting: Ability to prepare and develop required financial reports.
• PC Tools: Foundational knowledge of finance and accounting software applications to include systems, data and spreadsheets.
• Audit Process: Foundational knowledge of the audit system, process and tools.
• Compliance: Foundational knowledge of compliance standards and guidelines.
• Communication: Advanced oral and written communication skills using different forms of media. Ability to translate complex financial concepts to individuals at all levels including finance and non-finance managers.

Minimally Required Organizational Competencies:

• Project Management Planning and Leadership: Ability to lead and manage cross functional initiatives.
• Analysis and Sound Judgement: Advanced analytical and trouble shooting skills.
• Ability to make sound judgments. Ability to improve processes, promote excellence and demonstrate accuracy and thoroughness.
• Software Applications: Foundational knowledge of MS Excel, PowerPoint, Word, and Outlook.
• Languages: Proven ability to write and speak using local language and English language
• Sexual and Reproductive Health and Rights Services: Foundational knowledge of family planning and reproductive health principles, practices and services of assigned program, including program strategies and indicators.
• Passion for Sexual and Reproductive Health Services: Commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices.
• Influencing and Customer Service Skills: Proven ability to influence using diplomacy skills with key stakeholders. In-depth demonstrated customer service skills.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision. Proven ability to coordinate activities.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented and consistently accurate, ability to manage stress effectively in a fast-paced environment, and ability to quickly learn new systems, processes and procedures and adapt local practices to global standards.
• Matrix Management: Ability to thrive in a matrixed organization.
• Confidentiality: Proven ability to maintain confidentiality on work-related issues.