Finance / Admin / Ops Associate

• The State Finance/Admin/Ops Associate will provide finance, administration, logistics, and operational support to programme implementation within the assigned state.
• The role will ensure that financial transactions, administrative processes, logistics, and operational activities are carried out efficiently, consistently, and in compliance with programme policies and donor requirements.
• Working closely with the State Team Lead and the central Finance and Operations team, the Associate will maintain standardized finance and administrative processes across programme locations, enabling timely implementation of field activities and strong accountability.

Key Responsibilities
Financial Management and Compliance:

• Process state-level financial transactions in accordance with approved programme policies and procedures.
• Coordinate advance requests for programme activities and ensure timely retirement of advances with complete supporting documentation.
• Maintain accurate financial records, payment vouchers, receipts, expense reports, and other supporting documents.
• Monitor state-level expenditures against approved budgets and promptly report any variances or compliance issues.
• Support monthly financial reconciliations and preparation of financial reports for the State Team Lead and headquarters.
• Ensure all financial documentation is properly filed, easily retrievable, and audit-ready.
• Support internal audits, donor reviews, and financial verification exercises as required.

Administration, Logistics and Operations:

• Coordinate day-to-day administration of the state office, including office supplies, inventory, asset records, and facility management.
• Identify and coordinate suitable venues for trainings, meetings, workshops, and stakeholder engagements, ensuring cost-effectiveness and operational readiness.
• Coordinate travel arrangements, accommodation, transportation, and logistics for programme staff, consultants, and visitors.
• Support procurement processes by obtaining quotations, coordinating vendor engagement, and maintaining procurement documentation.
• Manage relationships with approved vendors and service providers to ensure timely delivery of quality goods and services.
• Maintain accurate asset registers, inventory records, and logistics documentation in accordance with programme procedures.
• Support implementation teams by ensuring operational resources are available for field activities.

Documentation, Reporting and Operational Support:

• Maintain standard documentation systems for finance, administration, procurement, logistics, and programme operations that can be consistently applied across all programme locations.
• Prepare and submit timely financial, administrative, logistics, and operational reports in line with programme reporting schedules.
• Maintain organised electronic and hard-copy filing systems for programme records and supporting documentation.
• Support planning and coordination of programme activities by providing administrative and logistical assistance to technical teams.
• Facilitate communication between the state office and headquarters on finance, procurement, logistics, and administrative matters.
• Ensure compliance with organisational policies, donor requirements, safeguarding standards, and internal control procedures.
• Carry out any other duties assigned by the State Team Lead or the Finance and Operations Manager.

Qualifications and Experience
Essential:

• Bachelor’s Degree in Accounting, Finance, Business Administration, Economics, Public Administration, Management, or a related discipline.
• Minimum of two (2) to three (3) years of relevant experience in finance, administration, operations, logistics, or project support.
• Experience maintaining financial records, processing payments, managing advances, and preparing supporting documentation.
• Good understanding of administrative procedures, procurement support, logistics coordination, and office management.
• Experience supporting compliance with organisational policies and internal control procedures.
• Proficiency in Microsoft Office applications, particularly Excel and Word.
• Strong organisational, communication, and interpersonal skills with excellent attention to detail.
• Ability to work independently and manage competing priorities in a fast-paced environment.