Category: Uncategorized

Job Summary: 

We are seeking a highly organized and experienced Head Admin and Facility Manager to oversee the administrative operations and facility management of our E-Commerce, Retail, and Tech company. The ideal candidate will have a strong background in administration, facility management, and a deep understanding of the unique needs of an e-commerce and tech-driven retail environment.

 Key Responsibilities: 

Administrative Management:

• Oversee the daily administrative operations of the company, ensuring efficient and effective processes.
• Develop and implement administrative policies and procedures to improve operational efficiency.
• Manage administrative staff, providing guidance, training, and performance evaluations.
• Coordinate with various departments to ensure seamless administrative support.
• Prepare and manage budgets for the administrative department, ensuring cost-effective operations.
• Maintain and update records, files, and databases, ensuring data accuracy and confidentiality.
• Handle communication and correspondence, including emails, phone calls, and official letters.

Facility Management:

• Oversee the maintenance and upkeep of all company facilities, including offices, warehouses, and retail spaces.
• Ensure facilities comply with health, safety, and environmental regulations.
• Manage relationships with vendors and service providers for facility-related services, including cleaning, security, and maintenance.
• Plan and oversee office layout changes, renovations, and refurbishments.
• Monitor and manage facility-related budgets, ensuring efficient use of resources.
• Develop and implement facility management policies and procedures.
• Coordinate with the IT department to ensure proper setup and maintenance of technical infrastructure.

E-Commerce and Retail Support:

• Ensure that administrative and facility operations support the unique needs of the e-commerce and retail divisions.
• Work closely with the e-commerce and retail teams to streamline processes and improve customer service.
• Oversee logistics and inventory management to ensure timely and accurate order fulfillment.
• Implement and manage systems for inventory tracking and control.

Coordinate with marketing and sales departments to support promotional events and sales campaigns.
Tech Support:

• Collaborate with the IT department to ensure that administrative systems are up-to-date and secure.
• Assist in the implementation of new technologies to improve administrative and facility operations.
• Ensure that all tech equipment is properly maintained and that any technical issues are promptly addressed.

Qualifications and Experience: 

• Bachelor’s degree in Business Administration, Facility Management, or a related field. A Master’s degree is preferred.
• Proven experience in administrative and facility management, preferably in an e-commerce, retail, or tech environment.
• Strong leadership and organizational skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and facility management software.
• Knowledge of health, safety, and environmental regulations.
• Ability to manage budgets and perform cost analysis.
• Strong problem-solving skills and attention to detail.
• Ability to multitask and work under pressure.

ROLE PURPOSE       

The purpose of this role is to ensure financial accountability, provide timely and accurate financial information on the Project. Position holder acts as finance focal person for finance-related activities (payments, budgeting, cash flow management, reporting, auditing etc.)

DIMENSIONS OF THE ROLE

• Communicates within SGDI and with partners and related government institutions. The post holder will contribute towards the financial management of the Projects, interfacing with both operational and programme team members. The post holder will also contribute towards the organizational development of Plan International Nigeria’s implementing partners.
• Monitors and controls project’s annual budget and its spending.
• Prepares financial reports on the Project.
• Area of responsibility – The Project.

ACCOUNTABILITIES

• Support Budget preparation and Budgetary Control for the effective implementation of financial plans. To do this, the role will:
• Prepare the entire project’s annual budget as part of the preparation of the Country’s annual budget.
• Monitor the project’s budgets to ensure spending as per plan to avoid over/under spending.
• Prepare Financial and other Reports to aid the preparation of the overall country’s financial report for dissemination and decision-making. To do this, the role will:
• Prepare monthly budget vs Actual spending project report.
• Prepare the Project’s dedicated bank account Target Bank Balance (TBB) report.
• Assist the CFM in the preparation of the quarterly and year-end financial schedules.
• Make a monthly support visit to the project partners and submit report.
• Carry out identified capacity building trainings for partners.
• Follow up with prepaid expenses, accruals etc., on the projects and submit to the CO.
• Support the Field Office Treasury Management and Cash Forecasting to ensure the availability of funds for country operations. To do this, the role will:
• Support the Project Managers to ensure that monthly Cash forecasts are timely submitted.
• Manage the operations of the SAP system in the field office to meet Plan’s spending and financial reporting requirements. To do this, the role will:
• Ensure regular follow up with relevant departments responsible for FAD set-up in SAP for new Projects.
• Undertake accuracy checks to ensure all transactions entered in SAP are correct.
• Regularly review NRGRANT status to ensure grant related expenditures are charged on the applicable grant.
• Ensure correct use of WBS (work breakdown structure) for all requisitions and journals.
• Advice the CO on all Project related intercompany recharges.
• Ensure to carry out all required month-end procedures before SAP is closed.
• Support and maintains good filing for all Project related SAP payment vouchers and reports.
• Implement Internal Financial Controls & Payment processes for the attainment of value for money at all times. To do this, the role will:
• Ensure payments made are as per Plan’s approved policies, procedures, and that of the donor rules and regulations. 
• Review the finance sections of purchase requisitions, advance requests, liquidations, and purchase orders for financial conformity with respect to the project.
• Support the review of project payments issued before sign off by SGDI Authorized Managers.
• Prepare project’s financial audit action list after each audit and ensure compliance.
• Ensure all expected costs are timely and accurately recovered from the project.
• Support the accurate and timely payment of statutory deductions. To do this, the role will:
• Support to ensure withholding tax credit notes are promptly collected for distribution to vendors/consultants related to the Project. 

Others:

• Ensure your IAP, six months’ appraisal and annual appraisals are timely completed and documented.
• Support provides trainings and share good experience/practice amongst the team to strengthen team capacity and team building.
• Keep your supervisor informed of any initiative or difficulties relating to the job’s responsibilities.
• Fulfil Plan’s Child Protection Policy at all times to protect children from all forms of abuse.
• Perform any other duties that may be assigned by your supervisor from time to time to support the achievement of organizational goals.

Key End Results and typical Responsibilities

Accounting software operations and reporting:

• Prepare payment, journal, and receipt vouchers using the corporate accounting software – QuickBooks.
• Ensure that transactions are complete and accurate with self-explanatory and understandable descriptions.
• Maintain good filing for all vouchers in a limited access area to ensure easy retrieval.
• Support in ensuring all documents are scanned and properly stored on Cloud
• Maintain a record of vouchers borrowed by staff and ensure that they are returned and filed appropriately.
• Support with the clearing of all open items.
• Support the monthly QuickBooks closure processes.
• Following up with offices and staff as regards the dashboard financial deadline requirements
• Print the monthly QuickBooks reports for signing and appropriate filing.
• Ensure that the QuickBooks balances of the advances account agree with the sub ledger balances.
• Contribute to the monthly financial report.
• Support program staff in making payments to participants during activities implementation.

Internal Financial Controls & Payments:

• Ensure that the documentation for payment is acceptable and accurate with all arithmetic calculations being correct.
• Approved payment requests should be processed within three days of receipt.
• Prepare the Withholding tax and VAT schedule where relevant before payment is done.
• Cancel (stamped PAID) all vouchers (payment, journal, and receipt) and their supporting documents to forestall re-use.
• Ensure all cheques are prepared in a way that ensures accuracy and validation for payments.
• Maintain cash books, including providing updates to Finance Officer to prevent negative cash and bank balance.
• Release cheques to the right payee and ensure the appropriate receipts are issued and filed.
• Perform any other duties as specified by your supervisor(s).

Advance Management:

• Prepare and maintain the sub-ledger for all advances (travel, purchase, etc.).
• Ensure timely liquidation of staff advances should not exceed seven days after travel arrival
• Should ensure that more than one advance is given to staff at a time.

Assist in the Administration of Staff Payroll:

• Prepare the withholding tax deductions report and complete and submit monthly Statutory PAYE forms to relevant Government Organizations.
• Reconciles payment of NHF with Federal mortgage bank of Nigeria
• Assist in the posting of all prepaid staff benefits on Quick book.

Qualifications and Experience

• Degree University degree in accounting or relevant professional qualifications equivalent.
• At least 3 years’ experience in a similar role.
• A BSc or HND in Financial accounting and related financial/Business administration courses.
• At least 3 years of practical work experience in managing financial and administrative systems for donor-funded projects.
• A minimum of 2-year experience in grant financial management with donor-funded projects in Nigeria.

Desirable

• Strong communication skills: oral and written.
• Experience in the use of QuickBooks (Added advantage)
• Extremely flexible, and have the ability to cope with stressful situations
• Ability to carry strenuous office duties of lifting heavy items.
• Familiar with international donors.