Resource Management Assistant

The Resource Management (RM) Assistant position is based in Abuja, Nigeria Country Office within the Country Office. The RM Assistant will handle accounting, resource management, internal controls, and administration for the country office. 

Duties and Responsibilities:

The RM Assistant works independently under the oversight of the Country Director, the Operations Manager, and the Country Office RM Officer under the overall supervision of region-based Sr. Resource Management Officer and HQ based Chief Administrative Officer (CAO). The RM Assistant’s functions range from primary responsibility for accounting transactions and vendor payments, to performing compliance reviews and reporting to central control units, to setting/streamlining procedures in the office while ensuring appropriate controls are in place and supporting and advising staff on a host of RM topics. Also, the RM Assistant plays a key role in the administration and dissemination of RM policies of the Bank. The RM Assistant is expected to deliver quality work, striking a balance between RM technical excellence and client focus. The incumbent must have strong teamwork within and outside the unit, and the ability to work independently on RM projects with other members of the broader RM team. Initiative and excellent communications skills, both written and verbal, and interpersonal skills are a must. As with all other BPS staff, RMAs are expected to be fungible and able to work across different assignments over time depending on business needs and professional development objectives.

The key accountabilities of the RM Assistant are as follows:

Financial Accounting and Reports:   

  • Processes accurately and promptly all accounting transactions, including payroll, operating expenses, procurement, travel, consultant payments, vendor payments, charge backs and other office running expenses.
  • Processes transactions in the Asset Management module for office inventory. 
  • Maintains accounts reconciled at any given point in time.
  • Regularly reviews the open items, accounts, and resolves any outstanding items within the mandated time frames (mainly, 15/30/60 days).  
  • Maintains relevant documents and invoices systematically to fully support the accounts. 
  • Performs Bank account reconciliation and reviews cash flow and replenishment needs. 
  • Submit Monthly Statement of Reconciliation (MSR) reports within the Institutional deadline (within 10 days after the close of the month).
  • Provides references to Bank financial and administrative policies and procedures in administrative expense related subject areas to ensure compliance.
  • Monitors operating expenses and highlights potential issues.
  • Monthly reviews of exception reports and takes corrective actions (such as missing time, Statement of Expenses (SOE); exceptions, overtime, open purchase orders etc.).
  • Generates a variety of standard and customized financial/accounting reports. 
  • Interacts with clients both inside and outside the Bank, e.g., staff, consultants, vendors, etc., to effect timely payments and resolve accounting related issues.

Accounting Controls: 

  • Maintains consistency in the application of accounting rules and procedures, including safeguarding of cash and checks.
  • Ensures that all transactions have been duly approved and supporting documents have been initialed prior to processing.
  • Ensures correct General Ledger accounts are used in processing transactions. 
  • Ensures year-end accrual policy is 100% implemented. 
  • Reviews, follows up and resolves issues noted in all internal control review exercises reports issued by Accounting Department (accounting scorecard and Quality Assurance Review (QAR), Country Office field Visit). 

General Administration:  

  • Handles local purchasing of supplies, equipment, and contracts for services. 
  • Maintains and updates records and reports on status of inventory and physical assets. 
  • Handles a variety of general office administrative matters and other ad-hoc duties as required (e.g., travel, security, workshops, and conferences etc.). 
  • Provides information and assistance on benefits policies and related issues (e.g., financial assistance loans, dependency allowance, medical benefit, overtime pay). 
  • Processes short-term consultant contracts in accordance with guidelines.

Selection Criteria:

Minimum Education/Experience:

  • Bachelor’s Degree in Accounting, Business, Finance, or other relevant discipline; or Non‐relevant bachelor’s degree plus one of the following: (1) CIMA Advanced Diploma in Management Accounting; or (2) ACCA Advanced Diploma in Accounting and Business; or (3) equivalent country‐level accounting certificate. 

Minimum Years of Relevant Experience:

  • At least 1 year of relevant experience, but it is preferred to have a candidate with professional experience for two years or longer.  
  • Language skill: Proficient in English with ability to communicate effectively orally and in writing. 
  • Demonstrated expertise in handling transactional level financial/accounting works.
  • Demonstrated expertise in financial reporting, budget planning and monitoring, and internal control.  
  • Demonstrated competency in people relations.
  • Competence in the use of MS Office software such as (Word, Excel, and PowerPoint). 
  • Good working knowledge of financial systems, such as, SAP.