Job Summary
The Finance and Administrative Officer is tasked with performing all duties related to financial management, administrative operations, and human resources functions within the project.
Oversee the execution of key responsibilities and daily operations, ensuring alignment with organizational objectives and standards. Perform a range of tasks including strategic planning, project management, and performance monitoring to drive efficiency and productivity. Collaborate with cross-functional teams to foster innovation, streamline processes, and achieve departmental goals. Maintain compliance with industry regulations, company policies, and best practices while delivering measurable results. Provide leadership, mentorship, and guidance to team members to cultivate a high-performance culture and professional development.
Directly supervised by the Country Administrator, in coordination 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, strictly adhering to the terms outlined in the approved and signed grant agreement between COOP and the donor, as well as their respective procedures.
As part of the Cash Management role, you will oversee all cash-related transactions within the office, ensuring accurate and timely entries into Deny, the accounting system used by COOP-Cooperazione Internationale.
Responsible for overseeing the accurate management of project finances and cash coordination, including both cash box and bank operations, with a focus on conducting monthly reconciliations—both physically and within the accounting software Deny—under the guidance of the Area Administrator.
Ensures accurate project accounting and maintains all accounting records; systematically organizes, files, and scans payment vouchers along with their supporting documentation for archival in the COOP cloud system.
Administrative management responsibilities include ensuring that all project-related administrative tasks—such as contract oversight, procurement of goods and services, and tender processes—are conducted in strict adherence to COOP’s established protocols and donor requirements.
Prepare documentation for payment processing and ensure all supporting materials comply with COOP and donor guidelines, as well as country-specific legal requirements.
Organize, archive, and scan all payment vouchers along with their accompanying supporting documents for storage in the COOP cloud system.
Serving as the primary finance contact for cash disbursements to projects, this role involves meticulously reviewing documentation before and after distributions, as well as overseeing and verifying disbursements and payments in person.
Assist in organizing and preparing audit documentation for projects while ensuring effective coordination throughout the process.
Prepare bank runs encompassing transfer requests, withdrawals, and the issuance and receipt of letters and bank statements, as well as perform bank reconciliations.
To maintain accurate and up-to-date project inventory records, you will collaborate with the Logistics Department, ensuring seamless coordination and precision. Additionally, you will support the execution of periodic physical inventory audits and stock-takings to verify asset integrity and inventory accuracy.
The applicant will be responsible for ensuring timely remittance of withholding taxes (WHT) to the relevant state authorities.
Gather and maintain all HR documentation for newly onboarded staff, ensuring seamless monthly distribution of payslips and other relevant HR materials.
Maintain and update the database to accurately track all leave records for COOP national staff.
Compile monthly attendance records for all staff members.
Assist the HR Officer or Manager with the compilation and maintenance of staff timesheets.
Oversee supplemental duties as assigned, ensuring alignment with organizational goals and operational standards. Collaborate with cross-functional teams to address emerging challenges and optimize workflow efficiency. Provide support to senior leadership in executing strategic initiatives and maintaining high-performance benchmarks. Participate in professional development opportunities to enhance skill sets and contribute to continuous improvement efforts. Uphold company policies, compliance requirements, and ethical guidelines in all activities. Foster a positive work environment by promoting teamwork, innovation, and accountability across all responsibilities.
This position is not designed to cover every possible duty, as the employee may be tasked with additional related responsibilities as deemed necessary by the Area Coordinator or Country Administrator.
The ideal candidate will possess a strong educational foundation, relevant professional training, and specialized competencies aligned with the role. Essential skills include analytical thinking, effective communication, and proficiency in industry-specific software or methodologies. Additionally, the candidate must demonstrate adaptability, problem-solving abilities, and a commitment to continuous professional development. Prior experience in a similar position, along with certifications or advanced degrees where applicable, will be advantageous. The role may require leadership qualities, teamwork capabilities, and a keen attention to detail to ensure high standards of performance.
Minimum qualifications encompass a bachelor’s degree in a relevant field, such as Computer Science, Engineering, or Mathematics, along with a minimum of three years of professional experience in software development, systems administration, or a closely related discipline. Demonstrated proficiency in programming languages like Python, Java, or C++ is essential, as is familiarity with database management systems and cloud computing platforms. Candidates must exhibit strong analytical and problem-solving capabilities, excellent communication skills for cross-functional collaboration, and the capacity to thrive in a dynamic, fast-paced environment. Additional requirements may include certifications in cloud platforms (e.g., AWS, Azure) or cybersecurity, depending on the specific role.
A degree or postgraduate qualification in Accountancy, Social Sciences, Business Management, Business Administration, Public Administration, or a closely related field is required, alongside prior involvement in humanitarian initiatives.
A master’s degree in Accountancy, Finance, or Human Resources will be considered an added benefit.
Applicants must present a valid NYC discharge certificate and demonstrate prior experience in developmental and emergency projects, preferably within an NGO, INGO, or financial sector environment.
Competencies and Skills Required:
Proven expertise in relevant technical or industry-specific skills, ensuring proficiency to perform job duties effectively. Strong analytical abilities to interpret complex data and derive actionable insights. Exceptional communication skills, both written and verbal, to convey ideas clearly and collaborate with cross-functional teams. Demonstrated leadership qualities to guide projects and mentor colleagues. Aptitude for problem-solving, with a methodical approach to identifying solutions. Familiarity with industry-standard tools, software, or methodologies to enhance productivity.
Essential:
3–4 years of administrative experience in an NGO, international NGO, or financial institution is required.
Proven expertise in gathering, organizing, and maintaining data archives with precision and efficiency.
Proficient in cash management, daily administrative duties, logistics, and procurement processes.
Proficient command of English, both written and verbal, is required.
Demonstrates strong skills in planning and organizing tasks, crafting clear and precise reports, and communicating with clarity and effectiveness through both written and oral means.
Demonstrates a strong capacity for organizing responsibilities and delivering results within established timelines.
Accomplished professionals must demonstrate exceptional proficiency in both verbal and written communication.
Demonstrates a steadfast dedication to responsibility and transparency in all professional endeavors.
Proficient in using Microsoft Excel with advanced computer skills.
Proficient in conducting both qualitative and quantitative analysis with a high degree of accuracy and attention to detail.
Exceptional interpersonal abilities, coupled with strong written and verbal communication skills, are essential for this role.
Demonstrates a high level of cultural competence and adaptability in diverse environments.
Possesses a solid comprehension of intricate emergency situations and crisis environments.
Skilled in leadership, collaborative teamwork, negotiation strategies, and fostering consensus among stakeholders.
Qualified women are particularly encouraged to submit their applications.
Individuals with disabilities are highly encouraged to submit their applications.
Preferred:
Proficient in English, with a functional grasp of Hausa.
Capable of frequent travel and potential relocation to remote locations with restricted access to services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
