Head of Office

Description of Duties

Operational & Administrative Management

• Compliance: Ensure compliance with 3iS policies as well as Donor's regulations across all support functions. Ensure alignment to local governmental requirements. Oversee auditing processes at Country office level, in close coordination with the Country Representative, and in direct collaboration with the support team and HQ.
• Human Resources: Act as hiring manager for the recruitments needed, in close coordination with the Project Manager/Country Representative. Ensure adherence to 3iS policies in terms of recruitment, sign Recruitment Requests, participate to the screening of applications, correction of tests, and conduct interviews.
• Administrative & Financial Validation: Act as the designated line manager for the review and approval of key administrative documents, including staff timesheets, leave requests, and consultant invoices/payrolls, expenditures reports, ensuring accuracy and compliance.
• Procurement Supervision: Oversee procurement processes for the project as the Budget Holder, providing feedback for purchases and ensuring the development, update of and adherence to the procurement plan from a programmatic perspective. Ensure liaison with the procurement and finance focal points in each Country and HQ.
• Operational Financial Responsibility: Support the Country Representative with budget monitoring and donor reporting by gathering financial documentation, reviewing expense reports, and helping to ensure compliance with organizational and donor policies.

Partnership & Stakeholder Coordination

• Stakeholder Coordination: Support the Country Representative in maintaining relationships with key stakeholders by organizing meetings, preparing briefing materials, and following up on action points as requested.
• Assist in the coordination of project events, workshops, and training sessions.

Project & Knowledge Management

• Provide general administrative support to the project team to ensure efficient day-to-day operations.
• Maintain project documentation and ensure systematic archiving of programmatic, administrative, and financial records.

Requirements

Education

• A master's degree in business administration, Economics, International Relations, or related field.

Languages

• Fluency in English spoken and written is mandatory.

Experience

• Minimum of 5 to 7 years of professional experience in an administrative, financial, or Country office support role, preferably within an NGO.
• Demonstrable experience with administrative and financial procedures, including procurement, budget tracking, and invoice processing.
• Documented experience managing a team.
• Solid knowledge of Nigerian labor law and regulations.
• Proven ability to liaise with personnel of different cultures/Countries and backgrounds.
• Proven ability to work independently, manage competing priorities, and meet deadlines in a part-time capacity.
• Experience and ability to work flexible working hours in alignment with the project's needs.

Skills & Competencies

• Excellent organizational and time-management skills with meticulous attention to detail.
• Strong understanding of operational best practices in the non-profit sector.
• Exceptional interpersonal and communication skills for effective stakeholder engagement.
• Proactive and solution-oriented mindset.
• Proficiency in Microsoft Office Suite, particularly Excel.