Job Summary
The Finance and Administrative Officer oversees all financial, administrative, and human resources functions critical to the project’s operations. This role entails managing project-related financial transactions, ensuring compliance with accounting standards, and coordinating administrative tasks to support seamless workflow execution. Additionally, the position involves overseeing human resources activities, including personnel records, payroll processing, and adherence to HR policies.
Overseeing and executing a diverse range of duties, this role involves managing core functions and ensuring operational efficiency. Key tasks include developing and implementing strategic plans, monitoring performance metrics, and fostering collaboration across teams to achieve organizational objectives. Additionally, the position requires maintaining compliance with industry regulations, analyzing data to inform decision-making, and addressing challenges proactively to sustain growth. Strong leadership, problem-solving skills, and a results-driven mindset are essential for success in this dynamic environment. Proficiency in relevant software tools and effective communication are also critical requirements for fulfilling the responsibilities of this position.
Under the direct oversight of the Country Administrator, collaborating closely with the Head of Base and other coordination personnel across various bases, the incumbent will be responsible for:
Ensures precise accounting and administrative oversight for the project, strictly adhering to the terms outlined in the approved and executed grant agreement between COOP and the donor, as well as their established procedures.
Performs all cash management duties, overseeing the full scope of office cash transactions and ensuring accurate daily entries within the COOP-Cooperazione Internationale accounting system (Deny).
The incumbent will oversee the precise administration of the project and financial coordination, specifically focusing on cash management (including cash box and bank accounts) and conducting monthly reconciliations. These reconciliations will involve both physical cash verification and alignment with the accounting software Deny, all performed under the guidance of the Area Administrator.
Ensures accurate project accounting and proper management of all financial documentation, including the organization, filing, and scanning of payment vouchers along with their supporting materials for secure archiving in the COOP cloud.
Administrative oversight involves ensuring the proper management of project-related administrative tasks, including contracts, procurement of goods and services, and tender processes, in strict adherence to COOP and donor-established protocols.
Prepare payment documentation and ensure all supporting materials comply with COOP and donor protocols, as well as any relevant country-specific legal requirements.
Organize, file, and scan all payment vouchers along with their corresponding supporting documentation for secure archiving within the COOP cloud system.
As the finance focal point, you will oversee cash distributions to projects, meticulously review documentation both before and after disbursements, and ensure on-site presence to monitor distributions and payments.
Assist in the organization and execution of audit preparations for various projects, ensuring seamless coordination throughout the process.
Prepare and process bank runs, which encompass transfer requests, withdrawals, and the issuance and receipt of letters and bank statements, as well as perform bank reconciliations.
To maintain accurate project inventory records in collaboration with the Logistics Department, the role involves supporting random physical inventory checks and stock-taking activities.
The processing of tax remittances, specifically withholding taxes (WHT), within the state is required.
Ensure the comprehensive collection of HR documents for newly hired staff in the base location and facilitate the seamless retrieval of monthly payslips and additional HR documentation.
Maintain and update the database for all COOP national staff leave records.
Compile monthly staff attendance records to ensure accurate and up-to-date documentation.
Assist the HR Officer or Manager with the compilation and preparation of employee timesheets.
Additional duties include collaborating with cross-functional teams to ensure project alignment, assessing operational processes for efficiency improvements, and preparing detailed reports to present findings to senior leadership. This role also involves coordinating training sessions for staff on best practices, participating in strategic planning initiatives, and maintaining compliance with industry regulations. Candidates must demonstrate strong analytical skills, exceptional communication abilities, and a proactive approach to problem-solving. Prior experience in a similar capacity and a proven track record of delivering measurable results are essential. The position requires adaptability to changing priorities and a commitment to fostering a collaborative work environment.
This position is designed to be flexible, and the employee may be tasked with additional duties as deemed necessary by the Area Coordinator or Country Administrator.
Seeking a candidate with a strong educational foundation, relevant professional training, and a proven track record of essential competencies and specialized skills. The ideal applicant will possess an advanced degree in a pertinent field, complemented by specialized certifications or ongoing professional development. Key qualifications include demonstrated expertise in [specific skills], along with the ability to apply theoretical knowledge to practical challenges. Additionally, the role demands proficiency in [specific tools/technologies], strong analytical thinking, and exceptional problem-solving capabilities to ensure successful project execution and operational efficiency.
Minimum qualifications include a bachelor’s degree in a relevant field, such as engineering, computer science, or mathematics, along with at least three years of professional experience in a similar role. Candidates must demonstrate proficiency in data analysis, software development, or project management, depending on the position’s focus. Strong problem-solving skills, attention to detail, and the ability to work both independently and collaboratively in a team setting are essential. Familiarity with industry-standard tools, methodologies, and compliance regulations is also required. Additionally, excellent communication skills and the capacity to manage multiple priorities in a fast-paced environment are necessary for success in this role.
A degree or postgraduate qualification in Accountancy, Social Sciences, Business Management, Business Administration, Public Administration, or a related discipline is required, along with prior involvement in humanitarian initiatives.
A master’s degree in Accountancy, Finance, or Human Resources will be considered an additional qualification.
The applicant must present a valid NYC discharge certificate and possess prior experience in developmental and emergency project implementation, preferably within an NGO, INGO, or financial sector environment.
Demonstrated expertise in strategic planning, problem-solving, and analytical thinking is essential for success in this role. Proficiency in data analysis, proficiency with relevant software tools, and a strong aptitude for project management are required qualifications. Exceptional communication skills, both written and verbal, are necessary to collaborate effectively with cross-functional teams and stakeholders. Adaptability to changing priorities, a commitment to continuous learning, and a results-driven mindset are highly valued attributes. Knowledge of industry-specific regulations, standards, or best practices may also be a prerequisite, depending on the position.
Essential:
Seeking candidates with 3 to 4 years of administrative experience, preferably within an NGO, international NGO, or financial institution.
Proficiency in gathering, organizing, and maintaining data through systematic collection, compilation, and preservation processes is required.
Possesses strong expertise in cash management, along with proficiency in daily administrative duties, logistics coordination, and procurement processes.
Proficient command of the English language is required.
Planning and organizing tasks effectively while producing clear, concise reports are essential skills, complemented by strong communication abilities in both written and verbal forms.
Demonstrates a strong capacity for task prioritization and consistently delivers work within established deadlines.
Demonstrates exceptional clarity in both written and verbal communication.
Demonstrates a strong dedication to responsibility and ownership of work outcomes.
Proficient in utilizing advanced computer systems, with a strong command of MS Excel, including complex data analysis and spreadsheet management.
Proficient in conducting both qualitative and quantitative analysis with a high degree of accuracy and insight.
Proficient in both written and verbal communication, with strong interpersonal abilities to engage effectively with colleagues and stakeholders.
Demonstrates a deep understanding of and respect for diverse cultural perspectives and practices.
Demonstrates a strong grasp of intricate emergency situations and crisis environments.
Proven expertise in leadership, collaborative teamwork, negotiation strategies, and consensus-building techniques.
Strongly encouraged for female applicants to submit their applications.
Individuals with disabilities are highly encouraged to submit their applications for consideration.
Preferred:
Proficient in English, complemented by a functional grasp of Hausa.
Capable of residing and frequently traveling to remote locations with restricted access to services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
