Job Summary
The Finance and Administrative Officer is tasked with overseeing all financial, administrative, and human resources functions integral to the project’s operations. This role involves executing key responsibilities related to budget management, financial reporting, procurement, and compliance with organizational policies. Additionally, the position requires managing administrative processes, coordinating HR activities such as payroll and employee records, and ensuring seamless operational support for the project’s objectives.
Overseeing a comprehensive range of duties and assignments, the successful candidate will be tasked with executing key responsibilities that drive operational efficiency and team performance. This includes managing project timelines, coordinating cross-functional efforts, and ensuring adherence to established protocols and quality standards. Additionally, the role demands meticulous planning, proactive problem-solving, and effective communication to align teams with organizational objectives. The position requires a high level of accountability, adaptability, and a commitment to continuous improvement while supporting both short-term deliverables and long-term strategic initiatives.
Under the direct guidance of the Country Administrator, and in partnership with the Head of Base and other coordination team members across various bases, the incumbent will:
Ensures accurate accounting and administrative oversight for the project in strict adherence to the approved and signed grant agreement between COOP and the donor, as well as the donor’s established procedures.
Perform all cash management duties, overseeing every cash transaction within the office and ensuring accurate daily entries into the COOP-Cooperazione Internationale accounting system (Deny).
Responsibilities include overseeing project management and ensuring meticulous coordination of cash flow, encompassing both cash box and bank activities, with a key focus on performing monthly reconciliations—both physically and through the accounting software Deny—under the guidance of the Area Administrator.
Responsible for maintaining accurate project accounting records and ensuring all accounting documents are properly managed, including organizing, filing, and scanning payment vouchers along with their supporting documentation for secure archival in the COOP cloud system.
Administrative management responsibilities include ensuring proper oversight of project operations, which encompasses contracts, procurement of goods and services, and tender processes, all in strict adherence to COOP’s protocols and donor requirements.
Draft invoices and supporting documentation for payment, ensuring all materials align with COOP’s internal protocols, donor requirements, and applicable local legal standards.
Responsible for systematically arranging, digitizing, and filing all payment vouchers along with their corresponding supporting documentation for secure archival in the COOP cloud system.
As the finance focal point, you will oversee cash distributions to projects, ensuring thorough review of all related documentation both before and after disbursements. You will also be responsible for monitoring distributions and payments in real time to guarantee accuracy and compliance with established procedures.
Assist in compiling documentation and coordinating materials essential for project audit preparations.
Handle bank runs involving transfer requests, withdrawals, and the issuance and receipt of letters and bank statements, as well as perform bank reconciliations.
To facilitate the maintenance of accurate project inventory records in collaboration with the Logistics Department, while also supporting the execution of random physical inventory checks and stock assessments.
The processing of withholding taxes (WHT) to the relevant state authorities is required.
Gather all HR-related documentation for newly onboarded employees and ensure the timely and seamless acquisition of monthly payslips alongside other pertinent HR records.
Maintain and update the database to accurately record and track all leave records for COOP national staff.
Month-to-month staff attendance records must be meticulously compiled and maintained.
Assist the HR Officer or Manager with compiling and organizing staff timesheets as required.
Oversee and execute supplementary duties as assigned, ensuring alignment with organizational objectives and operational standards. Collaborate across departments to integrate additional functions seamlessly, fostering efficiency and effectiveness in workflow processes. Maintain meticulous documentation and reporting upholding compliance with company policies and regulatory requirements. Assist in special projects or initiatives as directed, contributing to strategic goals and performance improvements. Provide support in training or mentoring team members to enhance skill development and operational consistency. Address ad-hoc requests promptly to mitigate potential disruptions and maintain productivity.
This position description is not meant to encompass every duty; the employee may be assigned additional related responsibilities by the Area Coordinator or Country Administrator as needed.
The ideal candidate will possess a robust academic background and relevant professional qualifications, complemented by a diverse array of competencies and practical skills essential for the role. Educational achievements should reflect a strong foundation in the required discipline, while specialized training enhances expertise in key areas. Competencies include analytical thinking, problem-solving, and adaptability, ensuring effective performance in dynamic environments. Key skills encompass technical proficiency, communication, teamwork, and leadership, enabling seamless collaboration and project execution.
Minimum qualifications include a bachelor’s degree in a relevant discipline, along with at least three years of hands-on experience in the field. Proficiency in industry-standard software and tools is essential, as is the ability to analyze complex data sets and derive actionable insights. Strong problem-solving skills and meticulous attention to detail are required, alongside excellent written and verbal communication abilities. Candidates must demonstrate a proven track record of delivering projects on time and within budget while adhering to compliance and regulatory standards.
A degree or postgraduate qualification in Accountancy, Social Sciences, Business Management, Business Administration, Public Administration, or a related discipline, complemented by prior involvement in humanitarian initiatives, is required.
A master’s degree in Accountancy, Finance, or Human Resources will provide a distinct advantage.
Applicants must provide proof of completion of the National Youth Service Corps (NYC) discharge certificate and should have prior hands-on experience in developmental and emergency initiatives, with a preference for roles in non-governmental organizations (NGOs), international non-governmental organizations (NGOs), or the financial sector.
Proven proficiency in a variety of technical and interpersonal skills, including but not limited to analytical thinking, problem-solving, and effective communication, is essential. Candidates should demonstrate strong organizational abilities, adaptability to dynamic environments, and a commitment to continuous learning. Proficiency in relevant software tools, project management methodologies, and industry-specific regulations is highly desirable. Additionally, excellent teamwork and leadership qualities are required to foster collaboration and drive project success.
Essential:
3–4 years of administrative experience gained within an NGO, an international NGO, or a financial institution is required.
Experienced in gathering, organizing, and maintaining data through systematic collection, aggregation, and storage processes.
Demonstrated proficiency in cash handling, administrative coordination, logistics planning, and procurement procedures.
Proficient command of the English language is essential.
Proficient in planning and organizing tasks, in addition to preparing clear, concise reports and delivering effective communication, whether written or spoken.
Demonstrates a strong capacity for task prioritization and consistently delivers work within established deadlines.
Skilled in conveying information clearly and effectively, both verbally and in writing.
Demonstrates a steadfast dedication to accountability in all professional endeavors.
Proficient in Microsoft Excel, demonstrating strong computer skills.
Exceptional proficiency in both qualitative and quantitative analytical methodologies is required.
Proven ability to collaborate effectively and communicate clearly, both in writing and verbally.
Demonstrates a keen understanding of and respect for diverse cultural backgrounds, ensuring interactions and decisions are inclusive and appropriate.
Proven capability to navigate intricate emergency and crisis situations with a sophisticated comprehension.
Skilled in leadership, collaboration, negotiation, and fostering agreement among stakeholders.
Strongly encouraged to apply for this position are females.
Individuals with disabilities are highly encouraged to submit their applications.
Preferred:
Proficient in English, with a working knowledge of Hausa.
Able to relocate and travel frequently to remote locations with restricted access to services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
