Job Summary
The Finance and Administrative Officer is tasked with carrying out all duties related to financial oversight, administrative operations, and human resources functions for the project.
We are seeking a highly motivated professional to oversee key operational tasks and ensure seamless execution of daily activities. The role entails managing critical projects, coordinating team efforts, and maintaining high standards of efficiency and accuracy. Responsibilities include analyzing performance metrics, identifying improvement opportunities, and implementing strategic initiatives to enhance productivity. Additionally, the position requires effective communication with stakeholders, preparation of detailed reports, and adherence to established policies and procedures. The ideal candidate must demonstrate strong problem-solving skills, adaptability to changing priorities, and a commitment to achieving organizational objectives.
Under the direct oversight of the Country Administrator, in partnership with the Head of Base and other coordination and Base stakeholders, the incumbent will:
Ensures accurate financial and administrative oversight of the project, strictly adhering to the approved and signed grant agreement between COOP and the donor, as well as all applicable donor procedures.
Responsible for overseeing all cash transactions within the office, this role requires meticulous daily documentation in the COOP-Cooperazione Internationale accounting system, specifically Deny.
Under the guidance of the Area Administrator, oversee the precise administration of project funds, including the oversight of cash handling (both cash box and bank accounts) and conduct monthly reconciliations to ensure accuracy—both physically and within the accounting software Deny.
Ensures accurate project accounting and maintains all accounting records by systematically organizing, filing, and scanning payment vouchers along with their supporting documentation for secure storage in the COOP cloud.
Administrative management responsibilities include ensuring the accurate oversight of all project-related administrative tasks, such as contract administration, procurement of goods and services, and tender processes, in strict alignment with COOP’s and donor-established protocols.
Compile payment documentation and ensure all supporting materials comply with COOP and donor protocols, as well as country-specific legal requirements.
Consolidate and upload all payment vouchers, along with their corresponding supporting documentation, into the COOP cloud-based archive system.
Serves as the primary financial contact for disbursing funds to projects, reviewing all supporting documents both before and after transactions, and ensuring on-site oversight of distributions and payments to confirm accuracy and compliance.
Assist in the organization and execution of audit preparations for various projects, ensuring thorough coordination throughout the process.
Prepare and process bank runs by executing transfer requests, handling withdrawals, and issuing or receiving letters and bank statements, along with performing bank reconciliations.
To maintain accurate project inventory records in collaboration with the Logistics Department and support the execution of periodic physical inventories and stock assessments.
State is responsible for the remittance of withholding taxes.
Gather all relevant HR documentation for newly onboarded employees, ensuring the orderly and timely collection of monthly payslips and other necessary HR records.
Maintain and update the database of leave records for all COOP national staff.
Compile monthly staff attendance records with precision and consistency.
Assist the HR Officer or Manager in compiling and organizing staff timesheets as required.
May assume additional duties as needed, including but not limited to supporting cross-functional teams, assisting with special projects, and contributing to process improvements to enhance operational efficiency. Duties may also involve coordinating with external stakeholders, conducting research, or preparing detailed reports to inform decision-making. Flexibility in adapting to evolving priorities and the ability to manage multiple tasks simultaneously are essential.
This position is not designed to encompass every possible duty; the employee may also undertake additional, related responsibilities as directed by the Area Coordinator or Country Administrator.
Seeking a candidate with a strong educational background, relevant training, and proven competencies in key areas. The ideal applicant will possess specialized skills tailored to the role’s demands, alongside a solid foundation of practical experience. Essential requirements include formal qualifications, continuous professional development, and the ability to apply theoretical knowledge effectively in dynamic work environments. Candidates must demonstrate proficiency in core competencies, adaptability to evolving industry standards, and a commitment to lifelong learning.
Seeking candidates with a minimum of three years of relevant experience in a similar role, along with a bachelor’s degree in a related field. Proficiency in industry-standard software and tools is essential, along with strong analytical and problem-solving skills. Excellent communication abilities, both written and verbal, are required to collaborate effectively with cross-functional teams. Candidates must demonstrate a track record of meeting deadlines and managing multiple priorities in a fast-paced environment. Knowledge of applicable regulations and compliance standards is also necessary.
A degree or postgraduate qualification in Accountancy, Social Sciences, Business Management, Business Administration, Public Administration, or a related field is required, along with demonstrated experience in humanitarian project work.
A master’s degree in Accountancy, Finance, or Human Resources will be considered a distinct advantage.
Applicants must possess a valid NYC discharge certificate and demonstrate prior involvement in developmental and emergency initiatives, with a preference for experience in non-governmental organizations, international non-governmental organizations, or the financial sector.
Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint, with advanced skills in data analysis and presentation creation. Excellent organizational abilities to manage multiple priorities and meet tight deadlines in a fast-paced environment. Strong written and verbal communication skills, enabling effective collaboration with cross-functional teams. Demonstrated proficiency in project management tools such as Asana or Trello. Problem-solving aptitude with a focus on delivering innovative solutions to complex challenges. Attention to detail ensures accuracy in documentation and reporting. Capable of working independently as well as part of a team, adapting to dynamic workplace demands. Familiarity with CRM systems and basic accounting principles is a plus.
Essential:
With a minimum of three to four years of administrative experience within an NGO, an international NGO, or a financial institution, candidates should demonstrate a proven track record in operational support roles.
Skilled in gathering, organizing, and preserving data efficiently. Proficient in compiling information systematically and maintaining secure, accessible archives for future reference.
Comprehensive expertise in cash handling processes, routine administrative duties, logistics operations, and procurement activities.
Proficient command of the English language is required.
Skilled in structuring tasks efficiently, preparing well-articulated reports, and conveying information clearly through both written and oral communication channels.
Demonstrates a strong capacity to efficiently manage competing priorities while consistently delivering work within established deadlines.
Proven ability to convey ideas clearly and effectively through both written and verbal channels, ensuring alignment and understanding across diverse teams and stakeholders.
Demonstrates a steadfast dedication to responsibility and ownership of actions.
Proficient computer skills are required, with a strong command of Microsoft Excel.
Aptitude for conducting thorough examination of data, both qualitative and quantitative, with a keen eye for detail and accuracy.
Exceptional interpersonal abilities, including strong written and verbal communication skills.
Demonstrates a deep understanding and respect for diverse cultural backgrounds, exhibiting sensitivity and adaptability in multicultural settings.
Demonstrates a strong grasp of intricate emergency scenarios and crisis environments.
Proven expertise in leadership, collaborative work environments, strategic negotiation, and fostering collective agreement.
Women are highly encouraged to apply for this position.
Individuals with disabilities are highly encouraged to submit their applications for consideration.
Preferred:
Fluent proficiency in English is essential, complemented by a working knowledge of Hausa.
Capable of relocating to and frequently traveling within remote regions with restricted access to services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
