Job Summary
The Finance and Administrative Officer is tasked with overseeing all financial, administrative, and human resources operations related to the project, ensuring alignment with organizational objectives and compliance with established policies.
The primary duties and obligations encompass overseeing key operational functions, ensuring adherence to established protocols, and driving process optimization initiatives. Additionally, the role involves collaborating with cross-functional teams to achieve strategic objectives, monitoring performance metrics to identify areas for improvement, and implementing corrective actions as necessary. The position also requires maintaining compliance with industry regulations, fostering a culture of accountability, and supporting continuous professional development within the team.
Under the Country Administrator’s direct oversight, in partnership with the Head of Base and other coordination staff across all bases, the individual will:
Ensures accurate financial and administrative oversight of the project, strictly adhering to the terms outlined in the approved and signed grant agreement between COOP and the donor, as well as the donor’s established protocols.
We are seeking a meticulous individual to manage all cash transactions within the office, ensuring accurate daily recording in the COOP-Cooperazione Internationale accounting system (Deny). The role demands precision in handling financial data and maintaining compliance with established accounting protocols.
Ensure meticulous oversight of project financials, focusing on the accurate administration of cash resources, including both cash box and bank accounts. Specifically, perform monthly reconciliations—both physical counts and system-based (using Deny accounting software)—under the guidance of the Area Administrator.
Ensures accurate project accounting by meticulously maintaining all financial records and documentation; systematically organizing, filing, and scanning payment vouchers along with their supporting materials for secure archival in the COOP cloud.
The role involves ensuring the proper administrative oversight of the project, including contracts, procurement of goods and services, and tender processes, in strict alignment with both COOP and donor-established procedures.
Ensure all documentation is properly prepared for payment processing and confirm that supporting documents adhere to COOP guidelines, donor protocols, and applicable country-specific legal requirements.
Organize, file, and scan all payment vouchers alongside their supporting documentation for secure archiving within the COOP cloud system.
As the finance focal point, you will oversee cash disbursements to projects, meticulously reviewing all documentation before and after distributions. Additionally, you will attend and supervise these disbursements and payments to ensure accuracy and compliance throughout the process.
Assist in organizing and executing project audits, ensuring thorough preparation and seamless coordination throughout the process.
Handle bank runs by processing transfer requests, withdrawals, and the issuance and receipt of letters and bank statements, as well as performing bank reconciliations.
To maintain accurate project inventory records in coordination with the Logistics Department and support random physical inventory checks and stocktaking processes.
Timely submission of tax remittances, specifically withholding taxes (WHT), to the relevant state authorities is required.
Gather all HR documentation for newly hired employees and ensure the timely and accurate collection of monthly payslips and any additional HR-related materials.
Responsible for the ongoing management, updating, and maintenance of the database containing all COOP national staff leave records.
Compile monthly attendance records for all staff members.
Assist the HR Officer or Manager by compiling and organizing staff timesheets.
Additional duties may include but are not limited to collaborating with cross-functional teams to streamline project workflows, ensuring alignment with organizational objectives and timelines. You will be expected to monitor progress, identify potential risks, and implement corrective measures to maintain efficiency. Responsibilities may also involve preparing detailed reports, analyzing performance metrics, and presenting findings to senior leadership to support data-driven decision-making. Furthermore, you may contribute to the development and refinement of company policies, procedures, and best practices to enhance operational effectiveness and compliance.
This position is not meant to encompass every possible duty, as the employee may be tasked with additional related responsibilities at the discretion of the Area Coordinator or Country Administrator.
The ideal candidate will possess a robust educational background coupled with specialized training in pertinent fields. Essential competencies include advanced analytical skills, proficient technical abilities, and exceptional interpersonal communication. Key requirements encompass relevant certifications, hands-on experience in industry-specific methodologies, and a demonstrated commitment to continuous professional development. Additionally, the candidate should exhibit strong problem-solving aptitude, adaptability to evolving technological landscapes, and the capacity to collaborate effectively within multidisciplinary teams.
Minimum qualifications include a Bachelor’s degree in Computer Science, Engineering, or a related field, along with three or more years of professional experience in software development. Proficiency in programming languages such as Java, Python, or C++ is essential, along with demonstrated expertise in data structures and algorithms. Candidates must possess strong problem-solving abilities, excellent communication skills, and the capacity to work effectively in collaborative environments. Familiarity with agile methodologies and version control systems is also required.
A postgraduate degree or degree in Accountancy, Social Science, Business Management, Business Administration, Public Administration, or an equivalent field, coupled with practical experience in humanitarian initiatives, is required.
A degree in Accountancy, Finance, or Human Resources will be considered an asset.
Applicants must provide evidence of a completed NYC discharge certificate and demonstrate prior involvement in developmental and emergency initiatives, with a preference for experience gained within NGOs, NGOs, or the financial sector.
Competencies and Skills:
Proficient in Microsoft Office Suite, particularly Excel, Word, and PowerPoint. Exceptional verbal and written communication abilities. Strong organizational and time management skills. Capable of working both independently and collaboratively in a team environment. Demonstrated problem-solving and critical-thinking aptitude. Attention to detail and accuracy in all tasks. Familiarity with project management software is a plus. Ability to multitask and prioritize assignments effectively. Commitment to continuous learning and professional development.
Essential:
Seeking candidates with three to four years of administrative experience in NGOs, international NGOs, or financial institutions.
Proven expertise in gathering, organizing, and storing data efficiently.
Proficiency in cash management, daily administrative duties, logistics, and procurement procedures is required.
Proficient command of the English language is required.
Demonstrates exceptional skills in planning and organizing tasks, preparing clear, concise reports, and communicating effectively—both in written and verbal formats.
Demonstrated skill in effectively managing task priorities and consistently delivering results within established timeframes.
Proven ability to convey information clearly and effectively, both verbally and in writing, ensuring alignment across teams and stakeholders.
Demonstrates a strong dedication to responsibility and ownership of outcomes.
Proficient in utilizing advanced computer applications, with a strong command of Microsoft Excel.
Excellent analytical abilities, encompassing both qualitative and quantitative methods.
Strong proficiency in both written and verbal communication, coupled with exceptional interpersonal abilities, is essential.
Demonstrates a deep appreciation and respect for diverse cultural backgrounds and perspectives.
A solid grasp of intricate emergency scenarios and crisis environments is essential.
Proven expertise in leadership, collaborative teamwork, strategic negotiation, and consensus facilitation.
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, complemented by a solid grasp of Hausa, is essential.
Capable of residing and traveling frequently to remote regions with restricted access to services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
