Finance And Operations Manager Lindii Peace Foundation (LPF)
full-time
The Finance and Operations Manager will be responsible for ensuring sound financial planning, budgeting, accounting, financial reporting, expenditure monitoring, cash flow management, procurement oversight, logistics, asset management and administrative coordination. The role will ensure that organizational resources are managed efficiently, transparently and in compliance with LPF policies, donor requirements, contractual obligations and applicable laws and regulations.
The successful candidate will work closely with the Country Director, Programme Management, Grants and Partnerships, MEAL, Human Resources and other relevant teams to ensure that programme activities are adequately resourced, expenditures are properly documented, operational risks are managed and organizational systems support effective programme delivery.
The role requires strong financial management, analytical, organizational, leadership and problem-solving skills, with the ability to oversee multiple projects, manage competing priorities and maintain effective internal controls in a complex humanitarian and development environment.
The Finance and Operations Manager will contribute to organizational sustainability by strengthening financial accountability, improving operational efficiency, supporting donor compliance, ensuring value for money and promoting responsible stewardship of organizational resources.
This is an opportunity for a committed professional to strengthen LPF\'s financial and operational systems and support the effective, accountable and sustainable delivery of humanitarian and development programmes for vulnerable and crisis-affected populations.
KEY RESPONSIBILITIES
Financial Management and Oversight
Provide overall leadership and oversight of LPF\'s financial management systems, ensuring accuracy, transparency, accountability and compliance with organizational policies and applicable requirements.
Oversee day-to-day accounting operations, including transaction processing, general ledger maintenance, cash management, bank reconciliations and financial recordkeeping.
Ensure that all financial transactions are supported by appropriate documentation, authorized in accordance with established procedures and accurately recorded.
Maintain effective financial controls to safeguard organizational funds, assets and other resources against misuse, fraud, errors and unauthorized expenditure.
Review financial records, supporting documents, payment requests, reconciliations and other financial transactions to ensure accuracy and completeness.
Ensure appropriate segregation of financial duties and compliance with approved authorization limits.
Monitor financial procedures and identify weaknesses, inconsistencies and control gaps requiring corrective action.
Provide financial guidance to management and programme teams on expenditure eligibility, budget availability, financial procedures and resource utilization.
Ensure the timely preparation and review of financial information required for management decision-making.
Promote a culture of financial discipline, transparency and responsible resource management across the organization.
Budget Development and Financial Planning
Lead the preparation, consolidation and review of annual organizational budgets, project budgets and operational budgets in collaboration with relevant departments.
Coordinate the development of realistic budgets that reflect programme activities, staffing requirements, operational costs and donor funding conditions.
Review budget assumptions, cost estimates and financial projections to ensure accuracy, completeness and alignment with implementation plans.
Work with Programme Management and Grants and Partnerships to ensure that proposed budgets are consistent with approved proposals, grant agreements and implementation schedules.
Develop and maintain budget monitoring tools to track expenditure against approved budgets, funding allocations and implementation timelines.
Conduct regular budget-versus-actual analyses and identify significant variances, underspending, overspending and potential funding gaps.
Provide timely budget performance reports and recommendations to the Country Director and relevant programme managers.
Support financial forecasting, cash flow projections and resource allocation decisions.
Coordinate budget revisions, reallocations and adjustments in accordance with internal approval procedures and applicable donor requirements.
Advise management on financial implications of programme changes, staffing adjustments, operational commitments and funding constraints.
3. Financial Reporting and Management Information
Oversee the preparation of accurate, complete and timely financial reports for management, donors, auditors and other authorized stakeholders.
Ensure that project financial reports are prepared in accordance with approved budgets, donor templates, reporting schedules and contractual requirements.
Review financial reports for accuracy, consistency, completeness and appropriate supporting documentation before submission through the established approval process.
Coordinate the consolidation of financial information across projects, field offices and organizational cost centres.
Work with Grants and Partnerships and Programme Management to ensure that financial reporting aligns with programme implementation and donor reporting requirements.
Maintain a financial reporting calendar and monitor compliance with internal, statutory and donor reporting deadlines.
Prepare periodic financial summaries, budget performance analyses and management reports to support evidence-based decision-making.
Ensure financial records and supporting documents are properly organized, securely maintained and accessible to authorized personnel.
Identify and address discrepancies between accounting records, budget reports and other financial information.
Provide management with timely information on expenditure trends, cash flow, financial risks and resource utilization.
Cash Flow, Banking and Treasury Management
Oversee organizational cash management, banking operations and short- to medium-term cash flow planning.
Prepare and review cash flow forecasts to ensure sufficient funds are available for approved programme activities and operational commitments.
Monitor bank balances, project funding schedules, outstanding payments and anticipated financial obligations.
Ensure timely bank reconciliations and follow up on outstanding transactions, unexplained differences and unreconciled balances.
Establish appropriate controls over cash advances, staff advances, field cash management and liquidations.
Ensure advances are properly authorized, tracked, retired and supported by adequate documentation within established timelines.
Monitor cash requirements across projects and field locations and coordinate appropriate fund transfers in line with approved procedures.
Ensure that bank signatories, payment authorizations and treasury procedures are maintained in accordance with organizational approvals.
Promote secure and traceable payment practices, including appropriate use of bank transfers and other approved payment methods.
Escalate material cash flow constraints, liquidity risks and unusual financial transactions to the appropriate management level.
Donor Financial Compliance and Grant Management Support
Ensure that financial management practices comply with donor agreements, approved project budgets, applicable financial regulations and LPF policies.
Maintain an overview of donor financial conditions, eligible expenditure rules, budget restrictions, cost allocation requirements and reporting obligations.
Work with Grants and Partnerships to interpret financial provisions in grant agreements and communicate relevant requirements to programme and support teams.
Ensure that project expenditure is properly coded, allocated and charged to the appropriate grants and budget lines.
Monitor compliance with donor requirements relating to procurement, documentation, supporting evidence, budget modifications and financial reporting.
Review expenditure for eligibility, reasonableness, budget availability and consistency with approved programme activities.
Ensure shared costs, staff costs and operational expenses are allocated fairly and consistently in accordance with approved methodologies and donor rules.
Support the preparation of donor financial reports, expenditure schedules, budget revisions and other required financial documentation.
Identify potential ineligible expenditure, unsupported costs, overspending and other compliance concerns and coordinate appropriate corrective action.
Maintain organized financial records to support donor verification, grant reviews, audits and financial accountability.
Procurement and Supply Chain Oversight
Provide management oversight of procurement processes to ensure transparency, competition, cost-effectiveness and compliance with LPF policies and donor requirements.
Ensure procurement planning is coordinated with approved budgets, programme work plans and operational needs.
Review procurement plans, purchase requests, sourcing documentation and procurement recommendations in accordance with delegated authority.
Ensure appropriate procurement methods, quotation requirements, evaluation procedures and approval thresholds are applied.
Promote fair supplier selection, value for money and appropriate management of procurement-related conflicts of interest.
Ensure procurement files contain complete documentation, including requests, quotations, evaluation records, approvals, purchase orders and delivery evidence, as applicable.
Monitor procurement timelines and identify potential delays that could affect programme implementation.
Oversee supplier registration, documentation and performance monitoring in collaboration with relevant personnel.
Ensure that procurement commitments are supported by available budgets and properly recorded.
Coordinate with Programme Management, Logistics and Finance to address procurement bottlenecks and strengthen supply chain efficiency.
Logistics, Fleet and Asset Management
Oversee logistics systems supporting programme implementation, field operations and organizational activities.
Ensure effective management of organizational vehicles, equipment, office assets, communications equipment and other resources.
Maintain appropriate asset registers, allocation records, movement documentation and disposal records.
Ensure periodic physical verification of organizational assets and timely reconciliation with asset records.
Oversee vehicle utilization, maintenance schedules, fuel consumption monitoring and associated documentation.
Ensure that vehicle movements, driver assignments, maintenance activities and related expenses are managed in accordance with established procedures.
Monitor the availability and condition of operational equipment and coordinate timely maintenance, repair or replacement.
Ensure that asset transfers, losses, damage and disposals are appropriately documented, investigated where necessary and approved.
Support the development and implementation of logistics procedures, inventory controls and asset management systems.
Promote the responsible use, security and maintenance of organizational property across the head office and field locations.
Administrative and Office Management
Oversee administrative services necessary for the effective functioning of the head office and field offices.
Ensure office facilities, utilities, communications, supplies and other essential administrative services are managed efficiently.
Coordinate office lease administration, service agreements, maintenance arrangements and other approved operational commitments.
Ensure administrative records, agreements, correspondence and supporting documents are appropriately maintained.
Monitor administrative expenditure and identify opportunities to improve efficiency and reduce avoidable costs.
Ensure that office supplies and consumables are procured, issued, monitored and replenished through approved procedures.
Coordinate the maintenance of office equipment, furniture and facilities to support a safe and functional working environment.
Support the development and implementation of administrative procedures, checklists and tracking tools.
Ensure that administrative activities are coordinated with Finance, HR, Logistics and Programme Management.
Promote effective use of organizational facilities and resources while maintaining appropriate controls and accountability.
Internal Controls, Risk Management and Fraud Prevention
Establish, implement and periodically review financial and operational controls to safeguard organizational resources.
Identify financial, procurement, operational and administrative risks and recommend appropriate mitigation measures.
Ensure compliance with approval procedures, authorization limits, segregation of duties and documentation requirements.
Monitor adherence to financial and operational policies across the head office, field offices and project locations.
Identify unusual transactions, irregular expenditure, control weaknesses and potential indicators of fraud or financial misconduct.
Ensure concerns relating to suspected fraud, corruption, misappropriation, conflicts of interest or other serious misconduct are escalated through established reporting mechanisms.
Support internal reviews and investigations within the scope of delegated responsibilities and applicable procedures.
Maintain appropriate risk registers, control checklists and follow-up records where required.
Coordinate the implementation of corrective and preventive actions arising from financial reviews, audits and management assessments.
Promote an organizational culture of integrity, accountability, transparency and responsible decision-making.
Audit Coordination and Compliance Reviews
Coordinate the preparation of financial records and supporting documents required for internal and external audits, donor reviews and statutory examinations.
Serve as a key focal point for financial documentation and audit coordination, as delegated by management.
Ensure that requested financial information is accurate, complete, properly organized and submitted within agreed timelines.
Coordinate responses to audit queries, management letters, donor observations and financial compliance findings.
Work with relevant departments to identify the underlying causes of audit findings and develop appropriate corrective action plans.
Monitor the implementation of agreed audit recommendations and report outstanding issues to management.
Ensure that financial records, procurement files, asset documentation and other relevant evidence are maintained in accordance with applicable retention requirements.
Support periodic financial and operational compliance checks to identify gaps before formal reviews.
Promote timely resolution of documentation deficiencies, unreconciled balances and other control weaknesses.
Maintain appropriate records of audit requests, findings, responses and corrective actions.
Human Resources and Payroll Financial Coordination
Work with Human Resources to ensure that personnel-related financial commitments are appropriately budgeted and recorded.
Review payroll summaries and related financial schedules for budget alignment, completeness and appropriate authorization, while respecting the designated responsibilities of HR and Finance.
Ensure that salary payments, approved allowances, pension contributions, statutory deductions and other authorized employment-related payments are accurately processed and recorded.
Coordinate the financial aspects of staff cost allocation across projects in accordance with approved budgets and donor requirements.
Ensure that relevant statutory payments and employment-related financial obligations are accounted for and settled within applicable deadlines.
Support the reconciliation of payroll records, staff advances, benefit-related payments and other personnel costs with the accounting system.
Work with HR to ensure that staff cost documentation supports accurate project charging and financial reporting.
Maintain confidentiality of payroll and other sensitive financial information.
Provide financial guidance on staffing budgets, personnel cost projections and the financial implications of workforce changes.
Ensure that financial approvals and documentation requirements relating to personnel expenditure are followed consistently.
Financial Systems, Procedures and Capacity Strengthening
Develop, review and update financial and operational procedures, tools, templates and internal control systems in line with organizational needs.
Ensure that financial management procedures are documented, communicated and consistently applied across relevant departments and field locations.
Review existing systems and identify opportunities to improve accounting accuracy, reporting efficiency and operational accountability.
Support the effective use of accounting software, budget monitoring tools, procurement trackers, asset registers and other relevant management systems.
Promote accurate data entry, appropriate coding, timely reconciliations and consistent financial documentation.
Provide guidance and capacity-strengthening support to finance, procurement, logistics and administrative personnel.
Identify training needs and organize relevant learning activities on budgeting, donor compliance, financial controls, procurement and operational procedures.
Support the standardization of financial and operational processes across projects and field offices.
Monitor implementation of approved procedures and recommend improvements where weaknesses are identified.
Promote continuous improvement, efficiency and accountability in financial and operational management.
13. Leadership, Team Management and Internal Coordination
Provide technical leadership and supervision to finance, procurement, logistics and administrative personnel under the approved organizational structure.
Set clear performance expectations, work priorities and accountability standards for supervised staff.
Support staff development through coaching, performance feedback and identification of relevant capacity-building needs.
Ensure effective coordination between Finance, Operations, Programme Management, Grants and Partnerships, MEAL and HR.
Facilitate timely sharing of financial information, operational updates and compliance requirements with relevant teams.
Support the resolution of financial and operational bottlenecks affecting programme delivery.
Promote collaborative working relationships, clear communication and adherence to organizational procedures.
Ensure that staff under supervision understand their responsibilities, reporting lines and delegated authority.
Monitor team performance and address operational gaps through appropriate management action.
Provide regular updates to the Country Director on financial performance, operational efficiency, key risks and required management decisions.
Programme Support and Operational Planning
Ensure that programme teams receive timely financial and operational support to implement approved activities.
Participate in project start-up, implementation review, budget planning and close-out processes as required.
Review operational requirements for proposed activities to ensure that adequate resources, procurement arrangements and administrative support are available.
Work with Programme Management to anticipate operational needs, identify implementation constraints and develop practical solutions.
Support the preparation of operational plans, procurement schedules, expenditure forecasts and resource requirements.
Monitor the financial and operational implications of changes in programme scope, implementation schedules and staffing arrangements.
Ensure that field offices receive appropriate financial and operational guidance and comply with established controls.
Promote efficient resource allocation and value for money without compromising programme quality, safety or accountability.
Support the development of practical solutions to operational challenges in hard-to-reach and resource-constrained locations.
Contribute to organizational planning and decision-making through timely financial analysis and operational advice.
Asset, Inventory and Stock Control
Oversee appropriate inventory and stock management arrangements for organizational supplies, equipment and other controlled items.
Ensure stock receipts, issues, transfers and balances are accurately documented and reconciled with inventory records.
Monitor stock levels and coordinate replenishment in line with approved operational requirements.
Ensure periodic physical stock counts and follow-up on discrepancies, damaged items, expired materials or unexplained losses.
Promote appropriate storage, access controls and security arrangements for organizational property and supplies.
Ensure that inventory records are maintained and accessible for management review, audit and donor verification.
Coordinate with relevant programme and logistics personnel to address stock management gaps.
Ensure that stock disposal, write-off or transfer is conducted only with appropriate authorization and documentation.
Support the implementation of inventory tracking tools and standard operating procedures.
Promote accountability and responsible use of organizational supplies and equipment.
Safeguarding, Ethics and Responsible Resource Management
Ensure that financial and operational processes support LPF\'s safeguarding, accountability and ethical standards.
Promote compliance with LPF\'s Code of Conduct, Prevention of Sexual Exploitation and Abuse (PSEA), anti-fraud and anti-corruption requirements.
Ensure that relevant procurement and supplier management processes consider applicable safeguarding and ethical requirements.
Report suspected fraud, corruption, exploitation, abuse or other serious misconduct through established organizational mechanisms.
Ensure that financial and operational records are handled confidentially and shared only with authorized personnel.
Promote transparent procurement, responsible resource allocation and fair treatment of suppliers and service providers.
Ensure that organizational resources are used for authorized purposes and in accordance with approved budgets.
Support appropriate risk management measures to protect staff, assets, communities and organizational resources.
Promote gender equality, diversity, inclusion and respect for human rights in relevant management practices.
Demonstrate integrity, impartiality, sound judgment and accountability in all financial and operational decisions.
Financial and Operational Close-Out
Coordinate financial and operational close-out activities for completed projects in collaboration with Programme Management, Grants and Partnerships and other relevant teams.
Ensure that outstanding advances, supplier balances, financial commitments and other project obligations are appropriately reconciled and resolved.
Support the preparation of final financial reports, expenditure schedules and supporting documentation required by donors.
Ensure that project assets, equipment and supplies are accounted for and transferred, retained or disposed of in accordance with donor agreements and organizational procedures.
Review outstanding procurement, logistics and administrative commitments and coordinate appropriate closure actions.
Support the reconciliation of project budgets, accounting records and donor financial reports before final submission.
Ensure that financial records and supporting documentation are properly archived in accordance with applicable requirements.
Document lessons learned and recommend improvements to strengthen future financial and operational management.
Coordinate the resolution of outstanding audit, compliance and documentation issues associated with project closure.
Ensure that close-out activities are completed within agreed timelines and in accordance with contractual obligations.
Other Responsibilities
Participate in management meetings, strategic planning, risk reviews and organizational development processes as required.
Provide professional advice to the Country Director on financial performance, operational efficiency, internal controls and resource management.
Represent LPF at relevant financial, operational, audit and coordination meetings as delegated.
Maintain up-to-date knowledge of financial management standards, donor regulations, procurement practices and relevant statutory requirements.
Perform other reasonable finance and operations-related duties assigned by the Country Director or designated supervisor.
KEY DELIVERABLES
The successful candidate will be expected to contribute to:
Accurate, timely and reliable financial records and management reports.
Realistic organizational and project budgets aligned with approved activities and funding requirements.
Regular budget-versus-actual analysis and timely reporting of significant variances.
Effective cash flow planning, banking controls and timely bank reconciliations.
Accurate donor financial reports and compliance with financial reporting deadlines.
Improved adherence to donor financial conditions, expenditure eligibility rules and documentation requirements.
Effective procurement planning, transparent purchasing processes and appropriate supplier documentation.
Updated asset registers, inventory records and effective management of organizational property.
Efficient office administration, logistics and operational support across relevant locations.
Strong financial and operational controls, including appropriate segregation of duties and authorization procedures.
Timely identification, escalation and resolution of financial and operational risks.
Complete and well-organized audit documentation and effective follow-up on audit findings.
Effective supervision and capacity strengthening of finance, procurement, logistics and administrative personnel.
Improved coordination between Finance, Operations, Programme Management, Grants and Partnerships, MEAL and HR.
Timely reconciliation and closure of project financial and operational obligations.
Improved operational efficiency, value for money and responsible management of organizational resources.
Consistent application of LPF policies, donor requirements and applicable statutory obligations.
REQUIRED QUALIFICATIONS AND EXPERIENCE
Minimum Qualifications
Bachelor\'s degree in Accounting, Finance, Business Administration, Economics, Management or another relevant discipline.
A Master\'s degree in Finance, Accounting, Business Administration or a related field is an added advantage.
Professional accounting qualification such as ICAN, ACCA, ANAN or an equivalent recognized qualification is highly desirable.
Minimum of 5 years of relevant professional experience in financial management, accounting, operations, administration or a related field, preferably within humanitarian, development or donor-funded organizations.
Demonstrated experience in budget preparation, expenditure monitoring, financial reporting and cash flow management.
Proven experience managing financial controls, accounting records, bank reconciliations and financial documentation.
Experience supporting donor-funded projects and understanding donor financial compliance requirements.
Demonstrated experience overseeing or coordinating procurement, logistics, asset management and administrative functions.
Experience supporting financial audits, compliance reviews and implementation of audit recommendations.
Experience developing or improving financial procedures, operational systems and internal controls.
Strong analytical, numerical, organizational and problem-solving skills.
Excellent report-writing, communication, coordination and interpersonal skills.
Ability to manage competing priorities, multiple project budgets and strict reporting deadlines.
Proficiency in Microsoft Excel and other relevant financial management or accounting applications.
Demonstrated integrity, attention to detail and commitment to financial accountability.
Desirable Experience
Experience working with NGOs, INGOs, UN agencies or other humanitarian and development organizations.
Experience managing financial and operational requirements for grants funded by institutional donors such as UNICEF, ECHO, NHF, FCDO, USAID or similar donors.
Experience working in conflict-affected, hard-to-reach or resource-constrained environments.
Experience overseeing finance, procurement, logistics and administration across multiple projects or field locations.
Experience in project cost allocation, shared-cost methodologies, budget forecasting and financial risk management.
Experience coordinating donor financial reports, external audits and grant close-out activities.
Experience managing procurement processes, supplier relationships, fleet operations, inventory and fixed assets.
Familiarity with Nigerian statutory financial obligations, applicable tax requirements, pension contributions and other relevant employment-related deductions.
Experience developing financial management tools, procurement procedures, asset registers and operational tracking systems.
Knowledge of internal control frameworks, fraud prevention and risk management practices.
Familiarity with humanitarian principles, safeguarding, PSEA and accountability to affected populations.
CORE COMPETENCIES
The successful candidate should demonstrate:
Strong financial management, accounting and budget oversight skills.
Excellent financial analysis, forecasting and expenditure monitoring abilities.
Strong understanding of donor financial compliance and grant management requirements.
Effective cash flow, banking and treasury management.
Knowledge of procurement, logistics, inventory and asset management systems.
Strong internal control, risk management and fraud prevention awareness.
Excellent analytical, numerical and problem-solving skills.
Strong leadership, team management and staff development abilities.
Excellent planning, organization and time management.
Effective communication, coordination and stakeholder engagement skills.
Attention to detail and commitment to accurate financial documentation.
Ability to manage multiple priorities and meet strict deadlines.
Strong judgment and sound decision-making under pressure.
Commitment to transparency, accountability, integrity and value for money.
Ability to work collaboratively across programme and support functions.
Adaptability and resilience in challenging humanitarian environments.
Commitment to continuous learning and organizational improvement.