Finance and Administration Manager

Reporting Line

The Finance and Admin Manager (FAM) reports directly to the Country Director (CD) and works closely with the Sahel Finance and Admin Director (SFAD).

Location

Niamey – Niger, with regular travel to local field offices

Budgeting and Cash Management

• Manages the programmes’ budgets and follows up using relevant tools, to identify unexpected/expected implementation discrepancies and ensure that these are relayed to the CD rapidly;
• Ensures that there are adequate funds available in the country mission to execute the programme activities, by reviewing and acting on the relevant reports and transactions (cash reconciliations, funds requests, etc.);
• Advises the CD on the overall relationship and transactions with the local financial institutions – banks;
• Monitors burn rates and tracks expenditures against budgets and advises the CD on the budget execution. Responsible for the accurate cost allocation and achievement of programme deliverables within the financial thresholds of the budget;
• Oversees the overall financial planning, execution, reporting and closure systems for the projects;
• Ensure compliance with donor rules and regulations as well as the applicable Legislations governing operations of NGOs in Niger.

Accounting and Reporting

• Ensures that the expenses incurred in execution of RET’s programmes are allocated to the relevant projects correctly and in line with RET ’s Field Finance Manual. Ensures that any specific donor requirements are adhered to during the execution of the budget;
• Ensures there is written justification in case of incompatibility between RET’s Manual and any other Law or regulation. This should be supported with external documentation: copy of regulations, reputed third parties’ reports, etc.;
• Ensures proper accounting of all programmes’ transactions using the relevant RET tools;
• Ensures proper preparation of financial reports, list of expenses, bank accounts reconciliations, petty cash reconciliations, Funds Accountability Statements, etc. in accordance with RET’s requirements and applicable tools;
• Submits monthly financial reports and submits relevant SAGA reports and scanned supporting documents to the SFAD for approval upon CD’s review;
• Manages overall relationship with local reviewers/auditors and other relevant authorities;
• Ensures systematic filing of financial information, data, and other documentation in the office;

Monitoring of Local Partners

• Oversights the performance of local partners, ensuring the effective and transparent use of funds;
• Closely monitors the expenditure and procurement processes of the local partners and ensures they are aligning with internal and donor regulations, including spot-checks of transactions’ allowability, allocability and reasonableness as well as relevant support documents;
• Provides relevant training to the partner’s staff on finance and procurement processes and procedures;
• Supervises and supports the partner’s team on the preparation of budgets, fund requests and follow up on the settlements of funds transferred;

Procurement Responsibilities

• Implements the RET procurement policy, procedures, and practice (detailed in RET Procurement & Procedures Manual) in accordance with RET requirements and donor requirement as applicable. Takes into consideration the local legislations and ensures that there is compliance as may be necessary;
• Implements appropriate control mechanism to ensure transparency and accountability in procurement and logistics;
• Ensures effective dissemination of information and advises on questions related to procurement;
• Ensures specifications of materials requested are complete, clear and accurate;
• Ensures bid documentation is complete and accurate. In collaboration with the Legal Officer (if applicable), prepares other procurement documents and follow up on the completion of the process;
• Ensures that there are no discrepancies between ordered and delivered goods or services;
• Provides all relevant documentation that enables the maintenance of an inventory (expendable and non-expendable equipment) database readily available for verification;
• Implements other measures to eliminate fraud, waste and abuse of project funds in all procurement and logistics functions;

Human Resources Management

• Assists in drafting employment contracts, end of contracts; arrange insurance and other required employment checks for all employees;
• Supervises proper registration of employee attendance/ maintain leave record and balances for all employees;
• Supervises preparation of employee payroll and ensures it is accurate and paid on time;
• Participates in recruitment process of RET’s employees whenever required, advises, and briefs the CD on different types of contracting modalities, HR policies and benefits, in line with RET HR policies. Ensures that there is transparency in all recruitment;
• Coordinates with RET’s lawyers and CD on HR policies in accordance with local laws and general practices in Niger;

Others

• Assists the CD and other Programme Officers in the drafting and development of project proposals and coordinates its preparation in accordance with RET’s and the donor’s requirements;
• Attends any meeting related to his/her areas of responsibility or delegate such attendance as may be appropriate;
• Advises RET’s SFAD on any regulations that may have an impact on RET’s programmes and/or policies;
• Takes necessary steps to ensure that all financial data is adequately and safely backed up;
• Performs any other related duties as required.

Expected skills and qualifications

• Master degree in finance or related area;
• 5+ years of solid experience in financial management and monitoring systems, preferably of agricultural development programs;
• Professional fluency in spoken and written French; very strong English skills writing and speaking skills are required. German language is an asset
• Excellent financial and analytical skills;
• Solid experience in project planning and management cycles, and strong program design skills;
• Excellent communication and drafting skills for effective reporting on programme financial performance;
• Strong leadership skills and proven experience in staff management;
• Familiarity with the aid system; proven experience in working with donor and governmental requirements;
• Ability to operate Microsoft Word, Excel, SAGA and Project Management software.