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Purpose
The Senior Admin & Finance Manager is responsible for providing strategic leadership and oversight of the Finance, Administration, Procurement, Information Technology (IT), Asset Management, Facility Management, and Operational Support functions across Head Office, Regional Offices, field offices, project locations, and associated facilities.
The role ensures efficient, compliant, transparent, and well-coordinated operational support across the organisation by strengthening financial management, budgeting, forecasting, internal controls, procurement systems, administrative systems, information technology, and operational readiness. The position supports organisational planning, programme implementation, and executive decision-making through effective resource utilisation, operational excellence, and compliance with organisational policies, donor requirements, and applicable regulations.
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Key Responsibilities
Strategic Leadership & Operational Management
- Lead and manage the Finance, Administration, Procurement, and Information Technology (IT) Sections across Head Office, Regional Offices, field offices, and project locations.
- Provide strategic leadership and direction to operational support functions, ensuring efficiency, accountability, consistency, and compliance across the organisation.
- Develop, implement, review, and continuously improve operational systems, policies, procedures, manuals, and internal controls.
- Support organisational planning, operational strategy, budgeting, and resource allocation.
- Exercise delegated financial and administrative authority in accordance with the approved Delegation of Authority (DOA).
- Provide strategic operational advice, financial analysis, and recommendations to support executive decision-making.
- Ensure operational systems effectively support programme implementation and organisational objectives across all locations.
Financial Management, Budgeting & Forecasting
- Lead the development, consolidation, implementation, monitoring, and revision of organisational and project budgets in coordination with Programme Units, Regional Offices, and senior management.
- Coordinate the annual organisational budgeting process and periodic budget revisions to ensure alignment with organisational priorities, approved workplans, and donor requirements.
- Monitor budget utilisation across Head Office, Regional Offices, field offices, project locations, and associated facilities.
- Prepare financial forecasts, cash flow projections, Budget versus Actual (BvA) analyses, expenditure forecasts, and financial reports.
- Ensure Programme Managers, Unit Heads, Regional Offices, and budget holders receive timely budget updates, expenditure reports, forecasts, variance analyses, and financial guidance.
- Lead periodic budget review meetings with Programme Units, Regional Offices, and budget holders to monitor financial performance and implementation progress.
- Review and approve financial transactions, supporting documentation, coding, and expenditure within delegated authority.
- Ensure effective management of bank accounts, reconciliations, cash management, advances, settlements, and financial controls.
- Oversee preparation of monthly, quarterly, annual, management, and donor financial reports.
- Support proposal development through preparation and review of project budgets, budget narratives, and financial assumptions.
- Promote financial accountability, value for money, cost optimisation, and efficient utilisation of organisational resources.
Administration, Procurement, Asset, Facility & Information Technology Management
- Lead administration, procurement, facility management, asset management, and operational support services across all organisational locations.
- Ensure effective office administration, facilities management, utilities, office maintenance, leases, travel, transport, fleet management, warehouses, stores, inventory, and administrative support services.
- Oversee procurement planning, vendor selection, framework agreements, procurement documentation, contract management, and procurement compliance.
- Ensure procurement activities comply with organisational policies, donor requirements, the Delegation of Authority (DOA), and applicable procedures.
- Oversee management of organisational assets, including acquisition, inventory, tracking, maintenance, physical verification, transfer, and disposal.
- Oversee vendor agreements, service contracts, lease agreements, maintenance contracts, and organisational insurance relating to offices, vehicles, assets, and operational resources, where applicable.
- Provide strategic oversight of organisational Information Technology (IT) functions, including IT infrastructure, systems, networks, cybersecurity, ICT assets, software licensing, data protection, and business-critical digital services.
Field Financial Oversight & Coordination
- Provide operational leadership and oversight to Regional Offices, field offices, project locations, and associated facilities.
- Ensure consistent implementation of finance, administration, procurement, IT, and operational procedures across all organisational locations.
- Supervise Regional Senior Admin & Finance Officers and provide technical guidance to operational teams across field locations.
- Undertake regular monitoring and support missions to Regional Offices, field offices, project locations, and associated facilities to strengthen systems, ensure compliance, resolve operational challenges, and improve operational performance.
- Ensure field operations remain aligned with organisational policies, donor requirements, operational standards, and management directives.
Compliance, Risk Management & Audit
- Ensure compliance with organisational policies, donor requirements, statutory regulations, and standard operating procedures.
- Monitor compliance with approved operational policies and procedures and lead their periodic review and improvement.
- Strengthen organisational internal control systems, financial controls, and risk management frameworks.
- Identify financial and operational risks through budget monitoring, expenditure analysis, operational reviews, and financial forecasting, and implement appropriate mitigation measures.
- Serve as the organisational focal point for internal and external audits relating to finance and operations.
- Coordinate audit processes, prepare documentation, manage audit responses, and monitor implementation of audit recommendations.
- Ensure compliance with statutory, taxation, NGO regulatory, and other applicable operational requirements.
- Ensure operational records and documentation remain complete, accurate, and audit-ready.
Coordination & Organisational Support
- Ensure effective coordination between Programme Units, Finance, Administration, Procurement, Information Technology, the Executive Office, Regional Offices, and field locations.
- Coordinate operational implementation across organisational units to support programme delivery.
- Ensure relevant departments, management, and budget holders are informed of budget performance, expenditure trends, forecasted variances, funding gaps, operational risks, and resource requirements.
- Prepare and present operational performance reports, financial analyses, organisational dashboards, and strategic updates for senior management.
- Maintain effective coordination with donors, auditors, banks, vendors, consultants, and external stakeholders on operational matters, as required.
- Represent the Operations Unit in management meetings, donor meetings, audits, operational coordination forums, and external engagements, as delegated.
- Ensure timely implementation of organisational priorities, management decisions, and operational directives.
Team Leadership, Supervision & Capacity Building
- Provide strategic leadership, supervision, and performance management for the Finance, Administration, Procurement, and Information Technology Sections across Head Office and field locations.
- Directly supervise assigned operational personnel through established reporting structures.
- Allocate workloads, monitor performance, and ensure timely achievement of departmental objectives and operational deliverables.
- Provide technical guidance, coaching, mentoring, and on-the-job support to strengthen staff performance and professional development.
- Identify capacity-building needs and support staff learning, development, and succession planning.
- Promote accountability, collaboration, professionalism, ethical conduct, and adherence to organisational policies and standards.
Systems Development & Operations Continuity
- Strengthen financial, administrative, procurement, information technology, and operational systems across the organisation.
- Lead operational improvement initiatives through process optimisation, digitisation, automation, innovation, and technology-driven solutions.
- Develop operational Key Performance Indicators (KPIs), management dashboards, reporting tools, and performance monitoring mechanisms.
- Promote cost optimisation and sustainable utilisation of organisational resources.
- Develop and maintain operations continuity arrangements and ensure organisational readiness for emergency response and surge operations.
- Coordinate operational support, financial planning, procurement, and resource mobilisation during emergencies.
Other Duties
- Perform any other duties related to Finance, Administration, Procurement, Information Technology, operational management, and organisational priorities as assigned by the Director Operations or the Executive Office.
- Support strategic organisational initiatives and institutional strengthening activities.
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