Ongoing Recruitment at Catholic Relief Services (CRS)

Location: Abuja
Department: Finance
Reports To: Assistant Finance Manager 
Band: C-1
Slot: 2

Locations: Abuja (1), Akure (1)
Position Band: B-1
Reports To: Driver Team Leads

Primary Responsibilities

• Drivers will be responsible for ensuring that the minimum maintenance standard of the CRS/Nigeria’s fleet is the vehicle manufacturer’s specification.
• He will also follow up and ensure that routine preventative maintenance schedules for the vehicles are strictly adhered to in a manner that will assure reliable transportation of CRS staff, assets and other goods.

Specific Responsibilities

• Make recommendations and implement measures that will safeguard the CRS Nigeria vehicles and vehicle equipment to enhance efficiency and reduce the possibility of theft or damage.
• Ensure that daily checks are performed on assigned vehicle before it is driven in the morning.
• Completes the Daily Vehicle Reports and submits to the project PMs or/and the Driver Team Leads each day.
• Check and ensure that all journeys and trips (no matter how short) are recorded using the Vehicle Log Book provided in each vehicle.
• Notifies the project PMs and Driver Team Leads immediately in accident situations , after checking that all persons involved are safe and follows the procedure for what to do in case of an accident.
• Ensures that fuel does not fall below half a tank in any of the vehicles.
• Responsible for ensuring that CRS vehicles are clean at all times
• Be familiar with, and ensure adherence to the policies and guidelines in the Vehicle Usage and Maintenance Manuals
• Ensure that all travel planning procedures are followed by staff traveling in CRS vehicles and that all the relevant forms are completed
• Maintain a file for all vehicle request and all travel related forms
• Complete the Motor vehicle Monthly reports /Fuel Usage report and motor vehicle monthly Maintenance report by the 5th of each month
• Ensure that vehicles are driven safely and in line with CRS procedures and regulations.
• Any other duties as assigned from time to time by the Driver Team Leads / Fleet Officer

Qualifications

• Valid Nigerian driver’s license and good knowledge of Abuja, Ondo and Nigerian roads
• Minimum four years professional experience in a similar position
• Ability to communicate in English Language is essential
• Ability to work in a multi-cultural environment
• Must be flexible and able to work independently and as part of a team
• Good knowledge of vehicle mechanics
• Strong leadership abilities
• Ability to generate VMS reports
• Ability to use the Microsoft suite of computer software applications especially MS Word, Excel and Outlook.

Location: Abuja, Nigeria
Department: Operations
Reports to: Head of Operations
Band: E-2

Job Summary

• The Deputy Head of Operations’ (D-HoOps) primary function is to provide leadership, oversight and support to the Head of Operations in the management of the country program’s operational/support departments which includes Information and Communication Technology, Travel & Logistics and Administration (partnership & contracting).
• Compliance and Partnership are themes.  The Deputy HoOps ensures that program team are supported to effectively meet articulated needs, manage risk, and increase efficiency. 

Responsibilities
Leadership:

• As a member of the Country Program’s senior management team, work with senior colleagues to coordinate efforts with the aim of best serving program participants.
• Incorporate Operations issues into country strategic planning process. Assess and advocate for needed investments in Operations capacity.
• Serve during absence of the Head of Operations.
• Attend relevant interagency, sector coordination, and representational meetings as required. Network with equivalent staff in colleague organizations.
• Work with technical leads to improve Operations capacity, including systems and staffing.
• Oversee Operations functions in field offices by directly supervising Field Office focal persons on Administration.
• Other duties assigned by the Head of Operations.

Functional Management to Increase Effectiveness
(Inclusion of all functional areas here is fundamental to the position.)
Travel and Logistics Unit:

• Supervise the SCM and/or Travel & Logistics Specialist in the strategic management of material, travel and logistics resources. Communicate CP priorities and guide him/her to ensure alignment of efforts.
• Ensure proper stewardship of CRS resources, and the optimal utilization and maintenance of program assets and resources including proper inventory controls (includes oversight of inventory receiving and shipping as well as warehouse, fleet and asset management and the disposition of assets).
• Ensure high quality reporting that allows for proper tracing and tracking of inventory and assets. Ensure that in-kind transactions are reflected appropriately in financial statements according to CRS policy.
• Ensure integrity (accuracy, security) of SCM information systems.

Information and Communication Technology:

• Supervise the IT Manager in the strategic management of ICT resources. Communicate CP priorities and guide him/her to ensure alignment of efforts.
• Apply ICT-enabled change management principles and act as a sponsor for and supporter of change agents. Promote adoption of standardized systems by all staff.
• Where CP’s engage in ICT4D and other location-specific development projects, ensure the application of GKIM policies, and project management and ICT system planning and implementation principles.
• Ensure the application of ICT system operation, maintenance, and support principles. Ensure adherence to GKIM standards and protocols related to IT systems. Support management of service requests by facilitating integration with the Global Help Desk.
• Ensure the application of unique principles of managing ICT vendors.

Administration:

• Oversee the CP vendor agreement and contracting relationships; ensuring their files are updated respectively.
• Lead activities in maintaining professional relationship between CP, legal counsel and government
• Supervise the Senior Administrative Officer. Communicate CP priorities and guide him/her to ensure alignment of efforts.
• Ensure that the physical plant is appropriate to need and that it is managed in conformity with CRS policies.
• Ensure that transportation services other than fleet management are appropriate to need and delivered in conformity with CRS policies.
• Run Bridger checks for all CP vendors
• Ensure that risk mitigation strategies including insurance are undertaken. Lead preparation of agency risk reporting.

Relationship Management to Build Capacity and ensure Compliance
Donor and Government Compliance:

• Support in the performance of periodic conduct systems checks in all support departments and offices to ensure that CRS is in compliance with CRS and donor standards, and to ensure responsive support to staff, programs, and partners.
• Support to identify management system weaknesses, establish priorities, provide recommendations for improved systems performance and ensure compliance.
• Provide assistance to the HoOps in overseeing compliance with US Law as it pertains to CRS’ operations. This includes the Patriot Act, FFATA, U.S. export licensing regulations under OFAC and Commerce programs in coordination with HQ Office of General Counsel.
• Oversee compliance with local laws. Ensure that legal commitments are made in accordance with local law and US law where applicable. Manage responsibilities that go with an international presence, including country agreements and visa and registration requirements. Identify and work with local counsel.
• Act as supporting lead contact for and lead responder to any issues that emerge from internal and external audits.
• Partner Capacity Building:
• Lead relevant CRS staff to help partners identify and resolve management quality issues, and to continually improve quality.
• Provide timely, efficient, appropriate technical assistance to staff and partners in management issues.
• SRFM compliance in Gateway

Others:

• Act for the HoOps in his or her absence and provide support to Finance, HR, Procurement, Fleet & Facility Units
• Perform any other duties assigned by the HoOps

Agency-wide Competencies (for all CRS Staff):
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning
•  Deputy Head of Operations Competencies
• Promotes Stewardship of Resources
• Ensures Principled compliance
• Proactively Manages Risk
• Leads Operational Improvements
• Supervisory: Travel & Logistics Specialist, IT Manager & Sr. Administrative Officer

Key Working Relationships
Internal:

• The Head of Operations, Country Representative, Head of Programming, COPs, Heads of sub-offices, Department Managers, Project Managers and Program Coordinators, Regional Office (particularly the DRD-Ops); HQ- OpEx, HQ Human Resources, HQ Finance, HQ GKIM, OGC, HQ Internal Audit.

External:

• Heads of Caritas Internationalist representatives; Church partners; CRS implementing partners; operational partners and colleague organizations; USAID Mission; Center for Disease Control, EU, and other international donors; Local Government; auditors; banking and insurance Institutions; service providers and vendors.

Qualifications

• Associate member of the Institute of Chartered Accountants of Nigeria (ICAN) with audit experience
• Master’s Degree in Business Administration, Finance, Accounting, Human Resources, or other relevant field.
• Minimum five years’ work experience in a management of non-profit, development, and/or humanitarian organization.
• Understanding of CRS financial and administrative systems (Sun Systems and Vision accounting software), policies, and procedures preferred.
• Experience managing large, complex U.S. government awards; knowledge of relevant regulations.
• Knowledge of procurement and general office administration/management issues.
• Ability to work in a complex environment and to lead and work with a multi-cultural team.
• Computer literate in MS Office, internet, email.
• Strong communications and analytical abilities.
• Willingness to travel

Disclaimer Clause:

• This Job description is not an exhaustive list of the skill, effort, duties and responsibilities associated with the position.

• Collection of information regarding safety and security situation in Borno and Yobe states as well as on safety & security issues concerning CRS.
• When the Base Radio is set off, do the radio contact at interval of time (Confirmation of MVT, confirmation of important message sent by others means)
• Daily tracking and recording of all CRS vehicle field movement.
• Follow up of any calls made by Sat phone and radio
• Track staff movement and advice Security Coordinator accordingly.
• Responding to security relevant incidents with information gathering and informing the security coordinator
• With support from Security Coordinator maintain a state-wide network of influential actors and communication of CRS status and mission in the State.
• Cover for the Security Coordinator in his absence and support and advice programs staff in the field regarding safety and security information with the support of the Security Coordinator on a daily basis.
• Encost field staff on outreach activities providing security support.
• Works with Security Coordinator to develop, consolidate and implement operating procedures and contingency plans;
• Undertakes continual assessments of equipment (including vehicles) and organizational assets to ensure equipment integrity at all times.
• With the support of the Security Coordinator, ensure that responsible guardians Private Security Guards) have the capacities to perform their duties as per the SOPs
• With support from the Security Coordinator, conducts monthly safety inspections such as: fire extinguishers, smoke/fire detectors and inspection of CRS facilities in the State as it pertains to health and safety to ensure equipment integrity.
• Actively seeks opportunities that will complement ability to fulfil position’s responsibilities as well as further
• Monitoring, Analysis and Supervision
• Identifies, establishes and manages context appropriate approach to assure CRS facilities are secure
• Submits regular contextual updates (weekly/monthly situational reports) to the Security Coordinator
• Works closely with CRS field teams to ensure all incidents and accidents are followed up with an official written Incident Report, which is then shared with relevant stakeholders and filed appropriately;
• Coordinates regularly with the Security Coordinator on safety and security issues, and fulfil reporting requirements to the Country Office in Abuja.

Required Qualifications, Experience and Skills
Profile of the Candidate (Education, Training, Competences, Skills):

• Minimum of 3 years’ experience in the field of community engagement, risk management, safety and security management or other related fields
• Degree in Criminology, Peace & Security Studies, Political Sciences or related subject
• Professional Certification in security studies.
• Be a Nigerian National
• Ability to plan and organize work and write clear and concise reports and communicate effectively (both in writing and verbally)
• Proven ability to prioritize tasks and meet deadlines
• Stable, moral, reliable and robust character and a good team-player
• Excellent communication skills, calm, with a good sense of humor
• Proven commitment to accountability practices
• Excellent Microsoft Office skills (Excel, Word, Emails, Skype, Web researches);
• Fluency in oral and written English and Hausa (Kanuri Speaking)
• Demonstrable training and capacity building experience

Desired Competencies / Skills

• Security background preferable
• Proven ability to read maps
• Knowledge of other Nigerian local languages
• Knowledge of the geography and culture of the Northeast of Nigeria
• Previous experience in similar activities with NGOs

Location: Abuja, Nigeria
Department: Finance
Position Band
Reports To: D-2 Finance Manager        
                 
Primary Responsibility

• The Deputy Finance Manager – Grants Management & Special Projects will ensure that CRS/Nigeria complies with Donor regulations and CRS Agency’s Finance Policies and Procedure and Principle of stewardship.

Specific Responsibilities

• The Deputy Finance Manager – Grants Management & Special Projects will have responsibilities for ensuring donor grant reporting and compliance regulations are met by all the national sub-grantees (Local Partners) in the allocated region in Nigeria and that the CRS accounting system is accurately updated.

Responsibilities

• The Deputy Finance Manager – Grants Management & Special Projects will be responsible for finance compliance support to allocated CRS local partners and related sub-agreements. 
• S/he interprets USG and other donor regulations for local partners and CRS Nigeria management staff.
• The deputy manager also assists with trainings on compliance, conducts financial reviews and follow-up of recommendations, and identifies training needs, and develops site-specific curriculum to address the needs.
• S/he implements strategies to prevent or reduce compliance-related liabilities in CRS Nigeria project.
• The position mentors, coaches, supervise and periodically evaluates members of his team for next level management review.
• The position reports to the Finance Manager.

The position’s main tasks will include:
Grant Compliance:

• Serve as principal point of contact on compliance issues with partners allocated to him or her and program managers/officers
• Implements approved capacity building trainings at the sites.
• Reports to CRS/Nigeria on local partners’ capacity in meeting grant reporting and compliance regulations and providing recommendations for corrective measures.
• Attend meetings/trainings related to grant reporting and compliance organized by CRS.
• Disseminate training/learning materials from CRS Nigeria
• Improve field/local partner staff capacity to comply with regulations.
• Coordinate with the Finance Manager/Program Managers to ensure dissemination of lessons learned.
• Deliver training curricula on compliance issues as required.

Budgeting:

• Train local partners on budgeting.
• Provide senior level technical support to the FCS/local partners to finalize their annual budgets, conduct a review of budgets against project targets, budget notes and justification, making recommendations and follow-up implementation.
• Review draft partner budgets and provide technical advice to program managers.
• Monitor monthly reports for liquidation, update budget analysis and advise the Finance Manager accordingly.
• Generate feedback to Finance Manager/Program Managers on adverse budget variances in quarterly meetings.
• Review internal finance dashboards with information for CRS accounting records.
• Review budget updates and liquidation reports for the Finance Manager to process and submit to HQ.
• Review cost per target trends for various local partners and advise the Finance Manager accordingly.

Financial Support:

• Provide direct technical support in all aspects of finance for FCS.
• Monitor allocated partner agreements and budgets and ensure compliance with Compliance Manuals and donor guidelines. 
• Ensure the integrity of CRS financial reporting and the effective control of financial assets. Regularly monitor and assess each partner’s ability to accurately record and post all financial transactions.
• Review analysis and recommendations to the Finance Manager.
• Advise on GAAP and basic accounting records to be maintained by the partners.

Compliance Management:

• Verify sub-recipients’ financial reports and associated support documentations and recommend for liquidation and/or reimbursement in accordance with Donor, CRS policies and procedures and Generally Accepted Accounting Principles (GAAP).
• Report any fraudulent activities, observed as part of the review to the Unit Head immediately.
• Ensure Sub-recipients advances are liquidated on timely manner and they are within allotted liquidation timeframe as per CRS policy.
• Prepare Sub-recipients Aging Report for Program and Management Review on monthly basis.
• Provide onsite training to sub-recipient’s finance staff when required.
• Travel to the field, to visit sub-recipient when required.
• Ensure Project’s files both in hard and electronic copies are up to date.

Sub-recipients Financial Assessment, monitoring and financial support:

• Lead the assessments of all sub-recipients using HQ Finance’s checklists to have a stratification of the sub-recipients for Country Program. An A-133 sub-recipient can be rated as high risk by CRS MPI, based upon its A-133 audit results, even if it fares well during the assessment.
• Assist the sub-recipients in preparing a Corrective Action Plan within sixty calendar days of the assessment or monitoring visit that addresses each of the identified weaknesses in any of the ten assessed areas scored below 75%.
• Assist Program Managers in making sure that the sub recipients address all issues listed in the Corrective Acton Plan within 120 calendar days of the assessment or monitoring visit.
• Ensure sub-recipients have in place and adheres to a schedule of planned monitoring visits of sub-recipients during each year. The basis for the selection, timing and frequency of its monitoring visits should be properly documented.
• Ensure financial and programming staffs participate in the financial monitoring, including site visits, of sub-recipient activities. The trip reports must indicate the monitoring steps performed, the processes reviewed, and the result of the testing and reviews.
• Ensure all monitors prepare and submit a written trip report for each visit to a sub-recipient.
• Review and analyze monitoring reports on a timely manner and sign off for further follow-up and record for at least three years after the related grant or project has expired.

Financial Accounting:

• Ensure internal accounting documents are produced accurately and in timely basis.
• Ensure that partners keep supporting documents for all financial transactions, keep ledgers for Fixed Assets, Purchase Requisitions, Cash Receipts and Disbursements.
• Ensure that partners have systems of effort reporting and bidding process for procurements.
• Maintain a project holders register that will show the entire fund advanced to each project holders, the liquidation patterns and the balances at any particular time.
• To prepare and post vouchers into the Sun Accounting System, for activities that relates to allocated Projects.
• Lead his team in month-end and year-end closure schedules preparation and SUN system procedures.
• Any other duties assigned by the supervisor.

Audit:

• Ensure Project documents both Programming and Financial Records are readily available for internal/external reviewers.
• Attend and facilitate Donor Representatives, especially Financial Reviewers when required.
• Assist Unit Head in the follow up and closure of the CP internal and external audit findings associated with local partners.

Agency-wide Competencies (for all CRS Staff): 

• These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.
• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Key Working Relationships:

• Internal: Program Manager(s), Finance Manager, Finance Staff, Management Quality Coordinator
• External: CRS Regional Finance and Compliance Staff, Consortium Staff, All CRS Staff, Project Holders, CRS Donors and CRS HQ.

Qualifications and abilities

• Associate member of the Institute of Chartered Accountants of Nigeria (ICAN).
• MBA in Finance or Business Administration.
• Minimum of five years’ relevant experience, preferably with an International Organization on grants and compliance.
• Audit experience
• Must be a matured, motivated, problem solving individual with high levels of initiative;
• Strong interpersonal skills
• Strong internal relationship management and analytical skills
• Strong organizational skills and attention to detail 
• Demonstrate excellent written and oral communication skills
• Demonstrate high level of initiative, diplomacy and tact
• Excellent knowledge of computer software – MS Office (PowerPoint and Excel especially);
• Must be flexible and be able to work independently and as part of a team.
• Ability to travel as needed.

Disclaimer: 

• This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position.

Location: Abuja, Nigeria
Department: Internal Audit
Reports to: Head of Operations
Reports to: Coordinator, Internal Audit