Job Summary
The Finance and Administrative Officer will oversee all financial, administrative, and human resources functions associated with the project. They will ensure accurate execution of tasks within these domains while maintaining compliance with relevant policies and procedures. Additionally, the officer will play a key role in supporting the project’s operational and personnel-related needs.
Oversee and execute key responsibilities and assignments, ensuring alignment with organizational objectives and standards, while maintaining a focus on efficiency and effectiveness in task completion. Handle a variety of duties, including strategic planning, operational management, and performance monitoring, to drive productivity and achieve desired outcomes. Collaborate with cross-functional teams to streamline processes, resolve challenges, and foster a culture of continuous improvement. Monitor progress against established benchmarks, provide timely feedback, and implement corrective actions as needed to sustain high performance and accountability.
Under the direct oversight of the Country Administrator, in partnership with the Head of Base and other coordination collaborators across various bases, the incumbent will:
Ensures accurate accounting and administrative oversight of the project, strictly adhering to the signed grant agreement between COOP and the donor as well as the donor’s established protocols.
Responsible for overseeing all cash transactions within the office, this role involves maintaining accurate daily records in the COOP-Cooperazione Internationale accounting system (Deny).
Ensure the accurate oversight of project management and financial coordination, specifically cash handling (both cash box and bank accounts), with a primary focus on monthly reconciliation procedures—including physical counts and reconciliation with the accounting software Deny—under the supervision of the Area Administrator.
Ensures accurate project accounting and maintains all accounting documentation by systematically organizing, filing, and scanning payment vouchers along with their supporting materials for secure archival in the COOP cloud.
Administrative management responsibilities include ensuring the proper handling of project logistics—such as contract administration, procurement of goods and services, and tender processes—in strict adherence to COOP’s operational protocols and donor requirements.
Prepare the necessary documentation for payment processing while ensuring that all supporting materials comply with COOP and donor requirements, in addition to adhering to country-specific legal mandates.
Organize, file, and scan all payment vouchers along with their corresponding supporting documentation for secure archival in the COOP cloud system.
As the central finance contact for cash disbursements to projects, this role involves verifying documentation before and after each distribution while ensuring on-site oversight of fund transfers and payments.
Assist in organizing and conducting audit preparations for various projects, ensuring seamless coordination throughout the process.
Responsibilities include processing bank runs such as transfer requests, withdrawals, and the issuance and receipt of letters and bank statements, as well as conducting bank reconciliations.
To maintain accurate project inventory records in collaboration with the Logistics Department and participate in conducting periodic physical inventory audits and stock counts.
The processing of withholding tax payments to the state is required.
Gather all HR documentation for newly onboarded employees in the base location and ensure the timely and consistent retrieval of monthly payslips along with any additional HR-related documents.
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 preparation of staff timesheets.
Additional duties include collaborating with cross-functional teams to align on strategic initiatives, ensuring seamless integration of new processes. Responsibilities also entail analyzing performance metrics to identify trends and recommend data-driven improvements. Furthermore, the role requires maintaining up-to-date documentation of operational procedures and compliance standards. Strong organizational skills are critical to prioritize tasks and meet deadlines efficiently. The position may involve coordinating training sessions for staff on updated protocols or system functionalities.
This position description is not meant to encompass every possible duty, and the employee will also undertake additional related responsibilities as directed by the Area Coordinator or Country Administrator.
The ideal candidate will possess a robust educational background and relevant professional training, complemented by a strong set of competencies and specialized skills to excel in this role. A degree in the specified field is required, along with certifications or coursework that demonstrate expertise in key areas. The candidate must exhibit proficiency in technical and soft skills, including problem-solving, communication, and leadership, ensuring seamless execution of responsibilities. Additionally, familiarity with industry-specific tools, methodologies, and best practices will be essential for driving performance and innovation within the position.
Minimum qualifications include a bachelor’s degree in a relevant field—such as Computer Science, Engineering, or Mathematics—or an equivalent combination of education and experience. Candidates must demonstrate three or more years of hands-on experience in software development, with proficiency in languages like Python, Java, or C++. Strong problem-solving abilities and a collaborative mindset are essential, along with excellent written and verbal communication skills. Familiarity with version control systems (e.g., Git) and Agile methodologies is preferred.
A degree or postgraduate qualification in Accountancy, Social Science, 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 HR will be considered a valuable asset.
Applicants must present a valid NYC discharge certificate, along with demonstrated experience in developmental and emergency-focused initiatives, with preference given to candidates with a background in NGO, INGO, or the financial sector.
Demonstrated proficiency in strategic planning, analytical thinking, and problem-solving; strong communication and interpersonal skills; ability to collaborate effectively within cross-functional teams; adept at managing multiple priorities in a fast-paced environment; proven track record in driving results through data-driven decision-making; solid understanding of industry trends and best practices; exceptional organizational and time management capabilities; commitment to continuous learning and professional development.
Essential:
3–4 years of administrative experience in an NGO, an international NGO, or a financial institution is required.
Proven expertise in gathering, organizing, and preserving data.
Possesses a solid understanding of cash handling procedures, daily operational tasks, logistics coordination, and procurement processes.
Native-level proficiency in English is required, both in written and spoken communication.
Demonstrates strong planning and organizational skills, the capacity to prepare clear, concise reports, and the ability to communicate effectively through both written and verbal channels.
Demonstrated capacity to effectively organize workloads and consistently deliver results within established timeframes.
Demonstrates exceptional proficiency in both verbal and written communication, facilitating clear, concise, and effective exchanges of information.
Demonstrates a steadfast dedication to maintaining responsibility and transparency in all professional undertakings.
Proficient in computer operations with advanced expertise in Microsoft Excel.
Required are proficient analytical capabilities encompassing both qualitative and quantitative methodologies.
Strong abilities in interpersonal relations, both written and verbal communication.
Demonstrates a high level of cultural competence and adaptability, with a keen awareness of diverse perspectives and backgrounds.
Skilled in analyzing intricate emergency situations and navigating crisis environments with proficiency.
Proven expertise in leadership, collaborative teamwork, strategic negotiation, and consensus-building initiatives.
Women are highly encouraged to submit their applications.
Individuals with disabilities are highly encouraged to submit their application for consideration.
Preferred:
Proficient in English with a working knowledge of Hausa.
Capable of being stationed and traveling frequently to remote locations with minimal access to services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
