Job Summary

Financial Planning and budgeting of project activities

  • Minimum Qualification: Degree
  • Experience Level: Graduate trainee
  • Experience Length: 4 years

Job Description

As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment promotion, energy and the environment, and peace and security. The diverse expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the private sector and governments of other countries. We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity. Our main commissioning party is the German Federal Ministry for Economic Cooperation and Development (BMZ). The registered offices of GIZ are in Bonn and Eschborn. Our 19,506 employees, almost 70 per cent of whom are national personnel, work in around 120 countries (December 2017).


GIZ has worked in Nigeria since 1974. From 2004, GIZ has maintained a country office in the capital city Abuja. Currently 280 national and 51 international employees and 4 integrated specialists are working in the country (as of 31.12.2018).



Programme:

Competitive African Rice Initiative – CARI  

On behalf of the German Ministry of Economic Cooperation and Development and with a co-funding of the Bill and Melinda Gates Foundation, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is implementing the Competitive African Rice Initiative – CARI. The aim of the project is to significantly improve the livelihoods of small-scale rice farmers in selected African countries by increasing the competitiveness of domestic rice supply to meet increasing regional demand. CARI is implemented in Nigeria, Ghana, Burkina Faso and Tanzania with the aim of reaching 48,000 African male and female rice producers but also rice processors, including artisanal rice millers and parboiling women groups. Secondary beneficiaries are rural service providers, e.g. agro-dealers, suppliers and operators of agricultural machinery and rice millers improving their sourcing capacity of quality supply. 

CARI phase II is implemented over three years (07/2017 - 6/2021). The overarching CARI strategy is built on the identification, optimization and expansion of sustainable business models that integrate small-scale rice producers. CARI’s technical and financial assistance is based on a value chain approach. CARI’s strategy focuses on intervention areas that will result in the following objectives: 

Increased experience sharing amongst actors of the rice value chain 

Sustainably improved inclusive business relationships

Improved access to financial services for actors of the rice value chain 

Improved policy framework for rice value chain


Responsibilities:

  • The administrative and finance officer is a professional responsible for:
  • Financial Planning and budgeting of project activities
  • Monitoring of credit letters of the project
  • Management of the bank account of the project
  • Ensuring financial transactions (purchase of consumables, goods and services) and accounting activities of the program (main office in Abuja), including end of the month account
  • Checking the consumption of project cars’ fuel/diesel and generators’ diesel 
  • Identifying and regular update of the program inventory
  • Ensuring maintenance and logistics 
  • Organize and coordinate staff talks of all support staffs
  • Purchasing materials and equipment for the project in accordance with GIZ rules and conditions
  • Ensuring contract management in accordance with GIZ standards procedures 
  • Supporting the organization of workshops, trainings and meetings
  • Guiding and supervising functionally and disciplinarily administrative and support staff
  • Identifying relevant problems / issues, assisting in formulating implementation-oriented solutions and dealing with all questions arising in the area of accounting and financial management
  • Ensuring that financial and administrative functions are well in accordance with GIZ standard procedures (O+R)
  • Further developing instruments and assisting in introducing innovation and change
  • Managing knowledge by disseminating and documenting know-how, experience and information in administrative and financial matters
  • Focal person for liaising with the GIZ office administration


Tasks

Co-ordination

The administrative and finance officer:

Manages office operations

Organises and coordinates work mechanism and the work of support staffs

Facilitates information exchange between the project/ programme members, project partners in Nigeria the sub region and other institutions

Accompanies the team leader and/ or other project members to meetings and/ or field mission, eventually abroad, whenever necessary Prepares and organises internal meetings

Organises the logistical and organisational preparations of regional meetings with project partners and ensures coordination with all parties involved in the absence of project leader and other team members

Secretariat work and services 

The administrative and finance officer:

Supports in organising and coordinating of the country teams schedule

Prepares and organises information materials for the country team and/or meetings

Answers, reviews, forwards and/or takes calls 

Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it

Photocopies and scans documents as needed

Assist and participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes

Finance and Accounting

The administrative and finance officer:

Prepares project financial operational budget and planning

Monitors fund expenditure in accordance with the budget (cost type and cost category)

Controls and supervise monthly accounting and financial planning

is responsible for the management of financial administration, such as money withdrawal, recording of cashbook, bankbook, receipts preparation and registration

Reviews travel claims submitted by staff for final approval

Checks unplanned cashbook and bank book

Checks request for funds before realisation

Reviews project bookkeeping and assist in meeting GIZ Standards 

Manages the processing of letters of credit (bank letters)

Handles cash transactions, routinely monitors costs using GIZ AMS software in accordance with project requirements

Monitors real accounts (payables, receivables) and reports regularly to the officer responsible for the contract and cooperation and the accounting manager

Ensures internal controls is in accordance with GIZ’s internal controlling manual

Prepares local contracts for consultants and invoice processing 

Carries out accounting tasks using WINPACCS accounting software and prepares monthly end-of-period accounts and bank reconciliation vouchers

Prepares quarterly/annually analyses of expenditure compared to total project budget (budget monitoring)

Prepares financial contributions, monitors income, expenditure and the monthly bank reconciliation

Manages project inventory list on onsite   


Administration

The administrative and finance officer:

is responsible for all administrative and logistic arrangements of project activities (meeting, workshops etc) 

Coordinates with the GIZ country office in general administrative support 

Ensures the working of program computer software and hardware in liaison with IT experts from GIZ

Monitors availability of supplies/ inventory and procurement of goods related activities up to specifies guideline amount for the project

Manages a confidential filing system for the office, specifically in the areas of personnel and finance

Ensures backup of data on a regular basis

Organises distribution of materials and safe transfer of goods safely to their destination

Checks goods invoices, goods inwards receipts and other (delivery) papers and payment

Coordinates payments related to trainings or other events organised in the field

Handles vehicle movement / logbook check and fuel consumption of drivers at program level

Coordinates staff talks of support staffs

Guides and supervises functionally and disciplinarily administrative and support staff

Prepares monitoring charts and liaise with GIZ risk management / security advisor in the country office

Provides administrative coordination and supervision to the program

Meets the administrative requirements of the project office independently with minimum inputs and supervision based on the GIZ rules and regulation and specific requirements from co-funding agencies 

Ensures a good communication flow, particularly with the partners, consultants, and the CARI team of information within the project/programme and with the GIZ office

fills documents in reference files or in DMS in line with GIZ’s filing rules



Required qualifications, competencies and experience

  • Qualifications: University degree in office management/administration/accounting or similar area
  • Professional experience: At least 4 years’ professional experience in a comparable position. Experience within GIZ are an asset
  • Other knowledge, additional competencies
  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Good knowledge of the English
  • Good management and organisational skills
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management 
  • Experience in office management, accounting and procurement according to GIZ rules and regulations are an asset
  • Clear and diplomatic communication (oral and written)
  • Ability to communicate adequately in internationally mixed teams
  • Team worker and constructive attitude in case of difficulties or conflicts
  • Capacity of reflection of own work and willingness to learn



Submission Guideline:

You are kindly requested to submit your CV and letter of motivation as one document with complete contact details

(Please include vacancy no.51 in mail subject)

GIZ Nigeria is an equal opportunity employer; both men and women are encouraged to apply. 

Please note that only shortlisted candidates will be contacted.

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