INGO FORUM OPERATIONS COORDINATOR

Background

The INGO Forum in Nigeria (NIF) was formed in late 2014 to develop a collaborative platform for effective and principled INGO interaction, engagement and coordination for humanitarian, recovery and development interventions in Nigeria. Since inception, the INGO Forum has become a critical platform for ensuring effective information sharing and analysis; leadership on advocacy and policy engagement; and liaison with government/donor/UN engagement and engagement ensuring the perspectives of INGOs and affected populations are ultimately included in decision-making processes. The INGO Forum is governed by a core membership of 54 members (and 7 observers) with new member applications pending approval on a regular basis, The INGO Forum is governed by an elected Steering Committee of five Country Directors and a Chair that works alongside a full term Secretariat. Since November 2020, the INGO Forum is administratively hosted by iMMAP France/3iSolution in Nigeria’s capital city of Abuja as well as Maiduguri.

As the Operations Coordinator, this role acts as a pivotal link between the diverse activities of the NIF and its core objectives. Directly reporting to the NIF Director, the Coordinator plays a crucial role in managing finances, overseeing grants, and strengthening member relations. With meticulous attention to detail and a dedication to excellence, the individual in this position will foster effective coordination across various functions, positioning NIF as a leading entity in humanitarian, recovery, and developmental efforts in Nigeria.

Finance Support

1. Manage NIFs internal monthly accounting and financial reporting in partnership with the host agencies finance team.
2. Support with monthly funds request to ensure adequate cashflow for programming and office operations.
3. Updating the FMT with forecast and actual spendings on a monthly basis to give a clear picture of NIF’s spending.
4. Manage and monitor the cash flow of Membership Fees in accordance with host agency finance procedures and ensure reporting to the membership.
5. Work with NIF Director to ensure compliance with donor, and host agency regulations.
6. Coordinates with host agency grants management team on the financial proposals and reporting.
7. Monitoring and updating the HR allocation table with staff allocation as per donor budgets.
8. Ensure the management of NIF membership fees, including auditing the account as necessary, and developing the budget and forecast regularly.

Grants Management

1. In close coordination with NIF Deputy Director/ Abuja, supports the development of proposals and grants reporting. Supports the consolidation of input but NIF team to proposals/reports narrative and budgets, in line with donor requirements.
2. Manage reporting deadlines, coordinate, and consolidate reports as necessary from team members.
3. Maintains necessary records, files, reports, databases, and resource materials pertinent to grants management.

Membership Support Management

1. Directly manage and coordinate NIF working groups (Logistics, Human Resources and Finance) by organizing regular meetings/workshops, and by providing regular follow up.
2. Provide regular updates on the working groups work and expectations to NIF Director and NIF Plenary.
3. Support new INGO members/ member admin staff with relevant information, including linking them up with admin units in various INGOs for support.
4. Support individual NIF members staff to address issues on logistics, human resources and finance, in close collaboration with NIF government liaison team.
5. Manage the application process for prospective members, present new member applications to the NIF Director and welcome new members to the Forum through the induction process.
6. Prepare the annual membership invoices and receipts upon payment and share information related to all payments to the director.

Administrative Management

1. Support the recruitment process, Terms of Reference and contract drafting for consultants in close collaboration with the host agency.
2. Manage the procurement, financial, and administrative systems in compliance with host agency and donor requirements.
3. Oversee the management of the asset and non-asset record of NIF office in Abuja and Maiduguri.
4. Supervise support staff in ensuring support activities including procurement, travel, and logistical arrangements for in country and international travel are provided.
5. Directly manage the Operations/Program team of NIF.
6. Oversee the general office operations management.

Requirements

Education

• University an Institute degree in business administration, finance, or relevant field.

Experience

• With at least 5 years or work experience in Administration, finance, and NGO operations field.
• Proven and well-demonstrated experience in relationship-building skills and stakeholder management.
• Experience in managing teams is an advantage.
• Grant management experience with knowledge of the grant submission processes of major humanitarian and development donors, is an advantage.

Soft skills

• Flexible and adaptable to any situation.
• Ability to work independently while under pressure and during long hours.
• Excellent work habits with a willingness to work in a multicultural environment.
• Excellent organizational skills, including proven ability in administration, finance and logistics.
• Excellent communication skills, including drafting documents.

Programmes

• Excellent computer skills in Windows and Microsoft Office especially MS Excel and MS Access.

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP France/3iSolution policies, procedures, and values at all times and in all Countries.

iMMAP France/3iSolution has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.

iMMAP France/3iSolution is an Equal Opportunity Employer regardless of background.