Job Summary
The Finance and Administrative Officer will oversee all financial, administrative, and human resources functions related to the project.
Oversee key responsibilities and execute essential tasks to ensure the successful completion of projects. Manage a variety of duties, including planning, coordination, and execution, to maintain high standards of efficiency and effectiveness. Conduct thorough analyses to identify potential challenges and implement proactive solutions. Collaborate with cross-functional teams to align efforts and achieve organizational objectives. Monitor progress regularly to ensure adherence to timelines and quality benchmarks. Provide clear reporting and documentation to stakeholders as required.
The incumbent will report directly to the Country Administrator and collaborate closely with the Head of Base as well as coordination staff and other Base teams to achieve assigned objectives.
Ensures the accurate financial and administrative oversight of the project, strictly adhering to the terms outlined in the signed grant agreement between COOP and the donor, as well as their established procedures.
Responsible for executing all cash management functions, this role entails overseeing every cash transaction processed within the office environment. Additionally, the position requires maintaining daily records in the COOP-Cooperazione Internationale accounting system, specifically the Deny platform.
Ensure meticulous oversight of project financial management, including the coordination of cash operations such as cash box and bank activities. In particular, perform monthly reconciliations between physical cash and accounting records, including verification with the Deny software, under the guidance of the Area Administrator.
Ensures accurate project accounting and maintains all accounting records; systematically organizes, files, and scans payment vouchers alongside supporting documentation for storage in the COOP cloud.
Administrative management duties include ensuring the proper oversight of project administration, covering contracts, procurement of goods and services, and tender processes. This role requires strict adherence to COOP’s established protocols as well as those mandated by donors to maintain compliance throughout all project-related activities.
Prepare documentation for payment processing and ensure all supporting documents comply with COOP and donor protocols, in addition to adhering to country-specific legal requirements.
Organize, file, and scan all payment vouchers along with their corresponding supporting documents for secure archiving in the COOP cloud.
Serving as the primary finance contact for cash disbursements to projects, ensuring thorough review of all supporting documentation before and after each transaction, and overseeing the distribution process and payment execution in person.
Assist in organizing and conducting audit preparations for various projects, as well as facilitating coordination among involved parties.
Perform bank runs by handling transfer requests, processing withdrawals, and issuing or receiving letters and bank statements, as well as conducting bank reconciliations.
To collaborate with the Logistics Department in maintaining accurate project inventory records, while also supporting random physical inventory counts and stock checks.
Taxes (WHT) must be remitted to the State.
Gather all human resources documentation for newly onboarded employees and ensure the seamless retrieval of monthly payslips along with any additional HR-related materials.
Maintain and update the database for all COOP national staff leave records.
Compile monthly staff attendance records with precision and consistency.
Assist the HR Officer or Manager in the preparation of staff timesheets.
Additional duties include supporting cross-functional teams to ensure seamless project execution, maintaining accurate documentation to facilitate compliance audits, and coordinating with external stakeholders to address logistical challenges. The role also encompasses monitoring performance metrics to identify areas for improvement, providing training and guidance to junior staff members, and contributing to strategic planning initiatives to enhance operational efficiency. Furthermore, the position involves overseeing the implementation of new policies and procedures, conducting regular risk assessments, and ensuring adherence to industry regulations and company standards.
This description is not exhaustive, and the incumbent may also undertake additional related duties as directed by the Area Coordinator or Country Administrator.
The ideal candidate will possess a robust educational background complemented by specialized training and a comprehensive set of professional competencies and technical skills. They should meet all established requirements, including relevant academic qualifications and certifications, while demonstrating a high level of proficiency in key areas pertinent to the role. Additionally, the candidate must exhibit strong analytical, problem-solving, and communication abilities, ensuring they can effectively contribute to the organization’s objectives and adapt to evolving industry demands.
Minimum qualifications include a bachelor’s degree in a relevant field, such as engineering, computer science, or mathematics. Candidates must possess at least three years of professional experience in a similar role, demonstrating proficiency in analytical problem-solving and technical expertise. Strong communication skills, both written and verbal, are essential for collaborating effectively with cross-functional teams. Familiarity with industry-standard software and tools, along with the ability to interpret complex data, is required. Additionally, applicants should exhibit a track record of meeting deadlines and managing multiple priorities in a fast-paced environment.
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 valuable asset.
A valid NYC discharge certificate is required, along with demonstrated experience in developmental and emergency projects, preferably within an NGO/INGO or financial sector environment.
Demonstrated proficiency in a range of technical abilities, analytical thinking, and strategic problem-solving capabilities is required. The ideal candidate must exhibit strong communication skills, both written and verbal, to effectively convey complex information to diverse stakeholders. Leadership experience, including team management and project coordination, is highly desirable. Familiarity with industry-specific tools, software, or methodologies is a prerequisite for success in this role. Additionally, the ability to adapt to evolving business needs and demonstrate a commitment to continuous learning is essential.
Essential:
With a minimum of three to four years of administrative experience in an NGO, an international NGO, or a financial institution, the ideal candidate will bring a strong foundation in organizational and operational support to the role.
With a proven track record in gathering, organizing, and maintaining data, you possess strong expertise in systematic documentation and preservation methods.
Strong proficiency in cash management, daily administrative procedures, logistics operations, and procurement processes.
Proficiency in English is required.
Proficiency in structuring tasks, managing workflows, and producing well-articulated reports is required, along with strong written and oral communication skills.
Demonstrated capacity to effectively organize workflows and deliver results within established timeframes.
Exceptional verbal and written communication abilities are essential.
Consistently demonstrates a strong dedication to responsibility and ownership in all responsibilities.
Proficient in leveraging advanced computer skills, with a strong command of Microsoft Excel to efficiently manage and analyze data.
You must possess robust analytical capabilities, encompassing both qualitative and quantitative methods.
Proven ability to communicate effectively, both in writing and verbally, fostering strong interpersonal relationships.
Proven ability to navigate and respect diverse cultural backgrounds with sensitivity and adaptability.
Proficient in analyzing intricate emergencies and crisis scenarios with a nuanced perspective.
Proven expertise in leadership, collaborative teamwork, strategic negotiation, and facilitation of consensus-driven decision-making processes.
Women are highly encouraged to submit their applications.
Individuals with disabilities are highly encouraged to submit their applications.
Preferred:
Proficiency in English is essential, complemented by a working knowledge of Hausa.
Able to reside and travel frequently to remote locations with restricted access to services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
