Finance and Administration Manager

Job Summary

Optimal Greening Foundation (OGF) seeks a Finance and Administration Manager to lead all aspects of the finance and administrative functions of the organization. The incumbent is tasked to oversee the smooth execution of all financial and administrative functions within the organization, whilst ensuring that OGF operates efficiently, responsibly, and within budget, adhering to both legal and ethical standards as well as provide sound financial planning advice to support the effective execution of projects in the Water, Sanitation and Hygiene (WaSH) sectors.

Principal Duties and Responsibilities

• Establish effective accounting and bookkeeping systems and procedures to oversee accounting services.

• Establish and implement internal controls, policies and procedures to ensure that OGFs day-to-day operational activities are efficient, effective, and aligned with approved strategic initiatives and budgetary allocations

• Develop, implement, and monitor the organization's budget to ensure financial stability.

• Prepare accurate financial reports for management, stakeholders, and donors to review on a periodic basis, as required.

• Oversee daily accounting operations, including ledger management, payroll, and other transactions.

• Coordinate with external auditors to complete required audits and ensure that recommendations are implemented, ensuring compliance with financial laws and standards.

• Ensure that cash flow is adequate to allow business units operate effectively.

• Develop and enforce internal controls and procedures to prevent errors and fraud.

• Manage funds received from donors and ensure they are allocated and used in accordance with donor agreements and budgetary constraints.

• Prepare financial reports and budgets for donors as a key requirement of funding agreements.

• Oversee Financial operations functions, including procurement of supplies and management of organizational financial assets.

• Identify financial risks and implement effective mechanisms to monitor and minimize such risks.

• Act as a liaison between the organization and various financial stakeholders, including banks, financial partners, auditors, and donors.

• Ensure that all financial information is communicated clearly and transparently to relevant stakeholders.

• Contribute to the strategic planning of the organization by providing financial forecasts and engaging in policy development.

• Devise administrative procedures and systems to streamline processes, plan workflows and allocate responsibilities effectively.

• Provide oversight on daily office tasks to ensure smooth running of the organization

• Provide oversight on optimal resource utilization, inventory management of office supplies and overall maintenance of office infrastructure.
• Provide oversight on logistics arrangements required for efficient execution of OGFs projects.

Competencies and Skills Requirements

Financial Expertise:

• Proficient in financial planning, budgeting, and forecasting to ensure the organization's financial health.

• Skilled in financial reporting and compliance, understanding specific financial regulations applicable to NGOs.

• Ability to manage and oversee audits, both internal and external.

• Familiarity with funding mechanisms, including grants, donations, and other forms of funding specific to non-profits.

• Experience with grant accounting procedures and policies including variance analysis, allowable versus unallowable costs, particularly as it relates to government grants.

Strategic Acumen:

• Ability to contribute to the strategic planning process, aligning financial management strategies with the overall mission and goals of OGF.

• Capacity to collaborate with senior management and board members to refine and implement strategic goals.

• Competence in risk management and organizational sustainability planning.

Technology Proficiency:

• Knowledge of accounting and financial operations software.

• Experience with technology solutions that improve efficiency in financial reporting

Communication and Interpersonal Skills:

• Strong communication skills, essential for interacting with staff, stakeholders, donors, and external partners.

• Ability to negotiate, persuade, and maintain professional relationships.

• Proficiency in report writing and presenting financial information clearly to non-financial stakeholders.

Key Performance Indicators (KPI)

Financial Management and Administration

• Budget Adherence: Measures the accuracy of budget forecasts against actual expenditures and revenues, helping to ensure financial stability and accountability.

• Cost Efficiency: Monitors the ratio of administrative costs to total expenses to keep overhead low and maximize funds available for direct mission activities.

• Funding Diversification: Tracks the variety of funding sources (e.g., grants, donations, government funding) to reduce dependence on any single source and enhance financial stability.

• Grant Utilization and Compliance: Measures how effectively grants are utilized according to donor stipulations and timelines, including the percentage of funds used for intended purposes.

• Audit Outcomes: Evaluates the results of financial audits, aiming for few to no significant findings or material weaknesses.

• Operational Efficiency: Evaluates the effectiveness and efficiency of the administrative processes in the organization time. This includes turnaround time, service quality and resource availability.

Strategy and Impact

• Strategic Plan Implementation: Measures progress against the organization's strategic goals, assessing how financial functions support broader objectives.

• Project Delivery Timeliness: Tracks the on-time completion of projects and initiatives, which is crucial for maintaining donor confidence and community impact.

• Impact Measurement: Monitors the direct impact of the organization's work on environmental sustainability in target communities, potentially including metrics like the number of people served, specific environmental outcomes, and community engagement levels.

• Stakeholder Satisfaction: Gauges the satisfaction levels of various stakeholders, including donors, beneficiaries, and partners, to ensure the organization meets or exceeds expectations.

Minimum Qualifications

• A bachelors degree in finance, accounting, business administration, or a related field is required.

• An advanced degree like an MBA, or professional certifications such as CPA or ACCA, will be an added advantage.

• 6 - 8 years of financial management experience, preferably in an NGO or a similar nonprofit environment.

• Solid experience with Project Accounting, preferably in the Water, Sanitation and Hygiene (WaSH) sectors.

• Experience working with international donors and understanding donor-specific financial reporting and compliance requirements.

• Exposure to environmental sustainability and rural development will be an added advantage.

• Understanding of the legal and regulatory environment affecting NGOs, including those specific to environmental work and international operations, if applicable.

OGF is an equal opportunity employer. Qualified candidates are encouraged to apply without discrimination on grounds of ethnicity, race, marital status, gender, age, religion, disability status or political persuasion.