Finance and Operation Manager - Palladium International SCALE Project
(2021-05 - 2024-10)
- Ensure compliance with USAID and corporate policies and regulations.
- Liaise with the home office's operations teams to manage and troubleshoot project managerial issues as they arise.
- Serve as the primary point of contact for auditors, tax authorities, office landlord, and other external clients as may be required.
- Monitor vendor invoices and disburse payments with the proper internal controls.
- Submit field cash requests and manage cash flows in office in a timely manner.
- Maintain electronic accounting tracking mechanisms, in accordance with the Company's accounting policies and procedures.
- Manage field finances and accounting books.
- Reconcile project accounting and provide back-up documentation of all financial transactions into monthly accounting package for Company's home office.
- Monitor and oversee project activity budgets for billing and expenses.
- Ensure the project is in compliance with local labor laws, Company policies and code of conduct, and client requirements.
- Implement applicable company policies and procedures to recruit project staff.
- Monitor and manage staff employment agreements in consultation with the Chief of Party and Home Office.
- Ensure timely submission of timesheets, leave, and necessary approvals. Track used and accrued leave days.
- Manage employee payroll according to the project policies, statutory requirements for income taxation, social security and other contributions, medical care, insurance, and other benefits. Ensure payroll is correctly calculated, with any authorized deductions, and that all salary and other remunerations are paid on time.
- As necessary, ensure registration of company and employees to relevant social security funds, tax office and other local authorities.
- Supervise and ensure work conditions are in conformity with regulatory and corporate requirements.
- Participates in the recruitment process and ensures that the induction schedule of each new staff is coordinated.
- Prepares contracts, extensions or amendments to employment contracts and coordinates the performance evaluation process of national staff.
- Prepare field office operations manual in consultation with Home Office Operations Team and Chief of Party.
- Conduct procurements in compliance with government, client and corporate procurement policies and procedures, ensuring fair and open competition and proper documentation, and manage contracts and vendor agreements as required.
- Monitor and manage business travel for staff including review and processing of relevant travel authorizations, advance requests, expense reports, and logistical arrangements. Ensure travelers follow applicable travel policies. Track and reconcile advances with expense reports.
- Manage office space including processing of agreements for office space leases, utilities, and services. Oversee inventory management of office equipment and supplies, including updated asset register, and required insurance and maintenance.
- To provide administrative support to all project activities and to fill project administrative Gap.
- Ensure contract are processed in a timely manner, communicated and document properly.
- Provide administrative support including organising training and meeting.
- Oversee and manage day to day administrative Operation of the company including office management, facility and administrative support services.
- Handle confidential and sensitive information with discretion and integrity.
- Supervise and lead administrative staff, including hiring, training, coaching and performance management.
- Handle all procurements for the project in accordance with the project procurement manual.
State Finance and Operation Manager, Osun state - Palladium International Health policy Plus - Osun state
(2019-01 - 2020-04)
- Ensure all finances are managed in alignment with the grant provision of USAID and Nigerian government regulations, Palladium and client's established policies and procedures.
- Review and maintain strong system of internal controls to ensure strict compliance with the project's policies and procedures.
- Examine financial documents such as vouchers, invoices, delivery notes, purchase orders and other documents to ensure the completeness, accuracy, and validity of the documents.
- Preparation and timely submission of monthly state fund transfer request in collaboration with the state team leader and other field technical staff.
- Ensure expenditures are in line with the forecast prepared and correct accounts and charge codes are use while processing payment.
- Record all financial transactions in the financial templates provided, accurately and in a timely fashion. Prepare, review and submit regular field vouchers and financial reports on a timely manner.
- Supervise regular update of the office asset register.
- Support the conduct of annual financial audit at the state level.
- Ensure regular remittance of the statutory deductions to the relevant authorities.
- Supervises Operations Officer, Office Assistant and Drivers.
- Perform other duties assigned by the Team Leader.
- Ensure payment are processed accurately timely and safely to minimize risk exposure.
- Capacity building of the team members.
- Monitor and ensure compliance.
- Review and approve cost share valuation.
- Oversee the development of budget and financial projections.
- Inspire and coach the local Finance team to enable their transformation journey and support them in delivering smooth ongoing finance operations
State Finance and Administrative Manager, Zamfara office - Management Science for Health (MSH) USAID Funded Program - Zamfara office
(2013-08 - 2017-09)
- Reviewed Financial Record and ensured compliance with the grant provision of USAID to the CaTss Project in the state office.
- Monitored the state budget and ensured state expenditure adhere to the state and CaTss project budget.
- Managed Advances and ensured prompt Retirement of advances by staffs.
- Supervised posting of all transaction into QuickBooks done by the finance staff.
- Maintained the internal control system of the organization.
- Prepared financial and administrative monthly Report for the state office.
- Developed monthly bank reconciliation statement and finance report for the central office.
- Supervised and coordinated the activities of Finance and Administrative Assistant and the drivers.
- Handled all procurement of goods and services for the state office according to USAID rule and procedures as regards procurement.
- Maintained assets and inventory of the state office.
- Provided plans for the arrangement and disbursement of funds according to the requirements of organization.
- Used IBTC business online in the payment of vendors and contractors
- Reviewed all activity profile budget plan for program staff in compliance with the organization policy.
- Ensured field office Management and Accounting policies by USAID are adhered strictly by the staffs in the state office.
- Prepared for the quarterly audit for the state office.
- Provided guideline and procedures to Finance and Administrative Assistant for the procurement of goods and services for the office.
- Proffered detail financial data from several sources such as expenses incurred regularly.
- Handled all Administrative issues relating to the state office.
- Provided solutions on risk management and deployed risk mitigation action plan in the state office.
- Liaised with the Ministry of Health, Local government, CBOS and Health facility workers in executing strategic projects.
Finance and Administrative Officer, Yola Office - Management Science for Health (MSH) USAID Funded Program - Yola Office
(2008-06 - 2013-07)
- Reviewed Financial Record to ensure compliance with the grant provision of USAID
- Maintained the internal control system of the organization.
- Prepared financial and administrative monthly Report for the state office.
- Developed monthly bank reconciliation statement.
- Provided adequate logistic support to program staff.
- Reviewed all activity profile budget.
- Ensured field office Management and Accounting policies are adhered strictly by the staff.
- Prepared the quarterly audit for the state office.
- Handled payment of participants for training and workshops for the organization.
- Maintained IT server for the state office.
