Finance & Procurement Officer - Dikan

Role Purpose

The Finance & Procurement Officer is responsible for managing Dikan’s day-to-day financial operations and procurement systems to ensure strong financial controls, transparent procurement practices, donor compliance, and institutional discipline across all activities.

This role exists to protect the institution—its money, credibility, staff confidence, and public trust—while enabling programs, exhibitions, archives, and education work to run smoothly and predictably. This is a control and systems role, not an administrative one.

Why This Role Exists at Dikan

Dikan operates across exhibitions, archives, digitisation, education, fellowships, facilities, and donor-funded projects. As the institution grows, informal purchasing and weak financial tracking create risk.

This role ensures that:

• Money is spent only for approved purposes
• Procurement is fair, documented, and value-driven
• Donor and statutory obligations are respected
• Leadership has clear visibility on commitments and risks
• The institution remains audit-ready at all times

Core Responsibilities

1. Financial Management & Controls (50%)

• Maintain accurate financial records, ledgers, and supporting documentation
• Process payments, receipts, and petty cash in line with approved policies
• Support preparation of monthly management accounts and budget variance reports
• Monitor expenditure against approved budgets and flag variances early
• Track financial commitments and outstanding obligations
• Support cashflow monitoring and bank reconciliations
• Prepare documentation for internal and external audits
• Ensure compliance with statutory obligations (GRA, PAYE, WHT, VAT where applicable, SSNIT)

This part of the role ensures Dikan always knows:

what it has, what it owes, what it has spent, and what it can safely commit.

2. Procurement & Vendor Management (50%)

• Manage procurement processes from request to delivery
• Ensure procurement aligns with approved budgets, authority limits, and donor rules
• Source quotations, conduct price comparisons, and support vendor selection
• Prepare purchase orders and procurement documentation
• Ensure timely delivery and compliance with specifications and quality standards
• Maintain an approved vendor and supplier database
• Promote value for money, transparency, and fairness in all procurement activities

3. Grants & Restricted Funds Compliance (Cross-Cutting)

• Ensure financial and procurement activities comply with donor and grant conditions
• Support preparation of donor financial reports with complete documentation
• Flag risks related to restricted funds before commitments are made

4. Asset & Inventory Management

• Maintain accurate asset registers and inventory records
• Track movement, use, and condition of institutional assets
• Support periodic stock-taking and asset verification exercises

5. Institutional Discipline & Risk Management

• Enforce financial and procurement policies calmly and consistently
• Ensure segregation of duties and proper authorisation at all times
• Escalate risks, irregularities, or pressure to bypass controls
• Protect Dikan from financial, legal, and reputational harm

Authority & Boundaries

• Operates strictly within approved financial and procurement thresholds
• Does not approve budgets or override controls
• Escalates exceptions rather than absorbing them

Qualifications & Experience

• Bachelor’s degree in Finance, Accounting, Procurement, Business Administration, or related field
• 3–5 years relevant experience in finance and/or procurement roles
• Experience in non-profit, cultural, donor-funded, or development organisations is a strong advantage
• Professional certification (ACCA, CIMA, CPA, CIPS – part or full) is an advantage

Skills & Competencies

• High integrity and sound judgment
• Strong attention to detail and documentation
• Clear understanding of financial and procurement controls
• Ability to work confidently with creative, technical, and program teams
• Calm under pressure; firm without being rigid
• Strong organisational and communication skills

What Success Looks Like

• Financial records are clean, current, and reliable
• Procurement processes are predictable and trusted
• Payments are timely and well-documented
• Donor and audit reviews are smooth and uneventful
• Leadership has clear visibility on commitments and risks
• Staff respect the system—even when decisions are difficult

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