Finance Officer

Finance Officer

Summary

HOPE360 AID (HOPE 360 Initiative for Peace) is seeking a dedicated Finance Officer to join our team in Maiduguri, Borno State, Nigeria. Reporting directly to the Project Manager within the Finance and Administration department, this full-time or contract role (as determined by the specific project) is pivotal in ensuring the sound financial stewardship of our operations. The successful candidate will oversee the maintenance of precise financial records, track budget adherence, manage expenditures, and generate comprehensive financial reports. By adhering to organizational policies, donor regulations, and legal requirements, the Finance Officer will provide strategic financial guidance to staff and leadership, fostering an environment of transparency, accountability, and optimal resource utilization.

Responsibilities

• Financial Record Keeping: Maintain current and accurate ledgers, cashbooks, and general accounts; reconcile all financial transactions, including payments, receipts, and expenses; and organize a systematic filing system for all financial documentation.

• Transaction Verification: Prepare payment vouchers, ensuring every transaction is backed by valid supporting documents and necessary approvals; manage petty cash funds and monitor cash balances according to established protocols.

• Bank Reconciliation: Conduct regular bank reconciliations to identify and resolve any discrepancies in account balances.

• Budget Planning and Oversight: Assist in the development of project budgets, expenditure forecasts, and financial strategies; track spending against approved budgets and work plans to detect variances, overspending, or underutilization.

• Variance Analysis: Generate budget-versus-actual expenditure reports, offering detailed explanations for significant deviations and advising the Project Manager on financial matters impacting project execution.

• Financial Reporting: Compile and submit monthly, quarterly, and annual financial reports, including expenditure summaries, cash flow forecasts, and financial statements, meeting all established deadlines for the Project Manager, Finance Manager, and headquarters.

• Donor Compliance: Support the creation of donor-specific financial reports in strict alignment with grant agreements and reporting mandates.

• Payment Processing: Execute approved payments to vendors, consultants, staff, and beneficiaries; verify the accuracy of invoices, receipts, timesheets, travel claims, and attendance records before processing.

• Advance Management: Track staff cash advances, ensuring they are retired promptly with complete supporting documentation and maintaining accurate records of all disbursements and outstanding balances.

• Authorization Protocols: Guarantee that all payments are processed only after completing all required verification and authorization steps.

• Policy Adherence: Enforce compliance with HOPE360 AID's financial policies, donor-specific rules, and grant conditions while ensuring proper segregation of duties and transaction authorization.

• Risk Management: Identify and report irregularities, unsupported expenses, potential fraud, or weaknesses in financial controls.

• Audit Support: Facilitate internal and external audits by providing complete, accurate, and well-organized financial records.

• Statutory Compliance: Manage statutory deductions and remittances in accordance with all applicable legal requirements.

• Procurement Collaboration: Partner with procurement and logistics teams to validate financial documentation for purchases; review purchase requests, quotations, and invoices for financial accuracy and compliance.

• Asset Management: Assist in updating asset registers, inventory records, and expenditure documentation.

• Operational Support: Provide financial expertise to programme teams, staff, and consultants; assist in preparing financial documentation for workshops, training events, field activities, and community outreach initiatives.

• Team Leadership: Offer guidance to finance assistants and other designated staff; coordinate with programme, procurement, logistics, and administration units to ensure efficient financial processing.

• Strategic Participation: Attend finance meetings, project reviews, and planning sessions; undertake additional finance-related tasks as assigned by the supervisor.