General Context :
With the largest population in Africa (between 178 and 200 million inhabitants), Nigeria is ranked as one of the strongest economy of the continent relying on oil and petroleum products as well as mineral resources (gold, iron, diamonds, copper etc ).
Despite a strong economy, Nigeria suffers from important development disparities between North and South provinces of the country, social and economic inequalities, and from a high rate of corruption at every level of the economic and administrative systems.
Moreover, Nigeria is a very diverse country, hosting multiple ethnic groups and religion.
The on-going conflict in the North-East States of the country (states of Borno, Adamawa and Yobe) and widespread violence triggered a large scale humanitarian crisis.
This context is exacerbated by the extreme violence from armed-opposition groups ISWAP (Islamic State’s West Africa Province) and JAS (Jama’atu Ahlis Sunna Lidda’awati wal-Jihad) targeting civilian populations in NE Nigeria.
In December 2019, there were 2 019 000 internally displaced persons (IDPs) in the country according to the UNHCR and 7.9 million people were considered to be in a humanitarian emergency situation.
Three years of conflict have seriously deteriorated living conditions in Borno, Adamawa and Yobe States and have depressed agricultural production, exacerbating populations’ critical needs for life-saving assistance.
PUI’s strategy / position in the country :
The main programmatic objectives of the mission for 2021 can be synthetized as follows :
Continue and further develop the response to urgent needs of IDPs and Host Communities living in Maidugrui, Monguno City and newly accessible LGAs through an integrated approach
Develop knowledge, humanitarian and context analysis on areas outside North East, and develop integrated programs
Develop a mid-term to long-term strategy for Maiduguri area, integrating livelihood approaches and exit strategies from emergency programming
History of the mission and current programs :
PUI has been present in the region for more than a decade, implementing projects in Chad since 2004 and in Cameroun since 2008.
In Cameroon, PUI is implementing a project in response to Boko Haram -related displacement in the Extreme North, and in Adamawa.
In early 2016. PUI has conducted an assessment in Maiduguri which confirmed the emergency of the humanitarian situation and the need for a rapid intervention in order to address primary needs of people affected by the conflict in this area, especially those who had not received any assistance.
The PUI Nigerian Mission has been officially opened in April 2016, with a focus on meeting urgent needs, including improving access to food commodities for Internally Displaced People (IDP) and host communities (HC), later adding Primary Health Care and Nutrition activities.
PUI extended its activities in Monguno in 2018 mainly in Health, Nutrition and Protection with the support of BHA (ex-OFDA).
The severity of the needs and the reduction of the humanitarian space make PUI positioning in Health and Nutrition crucial, especially in Monguno where PUI has taken some core activites from ALIMA after they closed their program there.
At the end of 2020, PUI launched an exploratory mission along with INGOs colleagues in Zamfara State (North West) and has developed a strategy there.
The Administrative and Financial Coordinator is accountable for the financial, accounting and budgetary management of the mission.
Financial, budgetary and accounting management : He / She is responsible for all aspects relating to finance, including budgetary and accounting elements, as well as the mission cash flow.
Relation with donors : He / She will be in charge of budgeting the proposals, doing the donor financial reports and organizing the audits of the projects on the field.
Relations with auditors : He / She supervises the audits on the field.
Representation : He / She represents the association in its relations with partners, authorities and different local players for the financial, administrative, and legal areas of the mission.
Coordination : He / She centralizes and diffuses information within the mission and to headquarters for all financial, administrative, legal aspects of the mission, and consolidates the internal and external reporting for these domains.
1. ENSURING SOUND FINANCIAL, BUDGETARY AND ACCOUNTING MANAGEMENT FOR THE MISSION
He / She elaborates and updates monitoring charts to ensure the financial equilibrium of the mission and prevent risks.
He / She analyses financial information, and shares his / her conclusions with the coordination team, the base managers and the appropriate technical managers, as well as with the audit manager at headquarters.
He / She ensures the implementation and correct use of financial, accounting and budgetary procedures and management tools throughout the mission.
He / She is responsible for briefing new expatriates and local employees on these rules and organizes ad hoc training when necessary.
He / She ensures, amongst other things, that expenditure procedures are respected and implements an internal control system.
He / She also participates in the validation of procurement files.
He / She is responsible for financial audits on the mission and supervises the transmission to headquarters of the necessary documents and information within the framework of headquarters’ audits.
He / She pilots the development of the mission budgetary framework for the year, and monitors / revises it at regular intervals, such as defined with the audit manager at headquarters.
He / She formulates project budgets within the framework of operations proposals (including budgetary narrative), respecting the procedures for each donor, in coordination with the coordination team and the appropriate field managers.
He / She ensures therefore the cost coverage strictly linked to the proposed programs, but also to the fair distribution of mission operating costs throughout each project.
He / She prepares each month the budgetary monitoring for each project, which he / she communicates to the appropriate players in the mission and headquarters within 15 days following the end of the month, and analyses with them any discrepancies between forecast and actual figures.
He / She carries out budgetary projections at regular intervals in order to ensure the optimization of budgetary resources while respecting the eligibility and flexibility rules of each donor.
He / She proposes where necessary budgetary adjustments, which could necessitate requests for contractual amendments. He / She takes into account the contractual timing required for presenting an amendment and ensures that all the documents are transmitted in due time to headquarters.
He / She ensures, throughout each project, that funds are correctly attributed, respecting the contractual framework in terms of eligibility rules (date, nature and procurement procedures) and reporting intervals.
He / She produces external financial reports for the donors that he / she transmits to the Head of Mission for transmission to headquarters with all the documents constituting the contractual report.
He / She supervises the accounting assignment of transactions, ensures that expenditure is correctly assigned and carries out the monthly accounting closure having carried out all the necessary controls.
He / She then transmits the monthly accounts to headquarters in an electronic version as well as the paper accounting returns within 8 days following the end of the month.
He / She is responsible for the correct archiving of accounting documents according to the rules established by headquarters.
He / She establishes the provisional cash flow with the teams and transmits to headquarters requests for transfers. He / She ensures that the amount of cash flow for the mission is sufficient for the requirements in the field over the period, taking into account possible donor payments carried out locally in these transfer requests to headquarters.
He / She is responsible for the bank accounts and funds for which he / she regularly controls the balances, and he / she organizes fund movements to the mission permanently mindful of the security of the transferred and stocked funds.
2. ENSURING THE CIRCULATION OF INFORMATION, COORDINATION AND REPRESENTATION ON FINANCIAL ISSUES
He / She ensures an efficient circulation of information to field, capital and headquarters teams.
He / She drafts or participates in the drafting of internal activity reports for everything dealing with financial, budgetary, accounting issues for the mission.
He / She ensures the finance coordination at mission level by regular visits to the bases, controls, monitoring, training, etc
Externally, he / she represents PUI with tax and administrative authorities (Tax office, collection agencies ).
He / She also develops and maintains relationships with partner entities, particularly in the context of NGO coordination involving finance and donors.
3. SUPERVISING AND MANAGING THE FINANCE TEAM MEMBERS
He / She supervises all the finance team members, directly or not. He / She animates work meetings, arbitrates possible conflicts, and defines priorities and activity timings.
He / She participates in the recruitment of members of the finance department. He / She drafts and validates job descriptions and carries out or delegates performance appreciation interviews.
He / She ensures and / or supervises continuous development training for procedures and tools of PUI for local and international members of the finance department, at the capital and on the bases.
He / She supports the Base Managers in their finance activities, in a functional and non-hierarchical relationship.
He / She elaborates the finance department action plan according to the objectives defined in the annual mission program.
Financial / accounting management
Minimum 3 years of experience in financial / accounting management.
A previous experience abroad in Humanitarian action would be appreciated.
Knowledge of institutional donor procedures (OFDA, ECHO, AAP, UN agencies ) is an asset
Software : Excel compulsory, Saga desirable
Good stress management
Resistance to pressure
Organized and methodical
Strong sense of responsibilities
Strong listening and empathy skills
Ability to adapt, manage priorities and be pragmatic
Diplomatic and with a sense of negotiation
Good communication skills
English (good proficiency in oral and written needed)