Job Summary
The Finance and Administrative Officer is tasked with overseeing all financial, administrative, and human resources-related duties associated with the project. This role encompasses the execution and management of key functions within these domains to ensure operational efficiency and alignment with project objectives.
The core duties and obligations encompass overseeing key operations, managing team performance, and ensuring adherence to organizational protocols. Responsibilities include executing strategic initiatives, maintaining accurate documentation, and fostering collaboration across departments. Additionally, the role requires monitoring project timelines, assessing workflow efficiency, and implementing solutions to enhance productivity. Candidates must possess strong analytical abilities, exceptional communication skills, and proficiency in relevant software tools. A minimum of three years in a similar position, along with a track record of achieving measurable results, is essential.
Under the direct supervision of the Country Administrator, in collaboration with the Head of Base and other coordination and Base partners, the incumbent will:
Ensures accurate accounting and administrative oversight for the project in strict accordance with the signed grant agreement between COOP and the donor, as well as the donor’s established procedures.
Perform cash management duties by overseeing all office cash transactions and ensuring accurate daily entries in the COOP-Cooperazione Internationale accounting system (Deny).
To oversee the accurate management of the project and financial coordination, including cash handling (both cash box and bank accounts) and monthly reconciliation processes—both physically and through the accounting software Deny—under the guidance of the Area Administrator.
Ensures accurate project accountancy and maintains all accounting documentation by systematically organizing, filing, and scanning payment vouchers along with their supporting documents for secure archiving in the COOP cloud.
Administrative oversight involves ensuring the project’s administrative processes—including contracts, procurement of goods and services, and tender solicitations—are managed correctly, in strict adherence to COOP and donor-established procedures.
Prepare documentation for payment processing, ensuring all supporting materials align with COOP and donor protocols, as well as the relevant country-specific legal requirements.
Organize, file, and scan all payment vouchers, along with their corresponding supporting documents, for secure archival in the COOP cloud.
As the primary finance contact for cash disbursements to projects, you will verify documentation before and after distributions and ensure on-site oversight of all disbursements and payments.
Assist in organizing and conducting audits for projects while ensuring 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 and up-to-date project inventory records in collaboration with the Logistics Department, while also contributing to scheduled random physical inventories and stock-takings.
Remittance of withholding taxes (WHT) to the applicable state authorities is required.
Gather all necessary HR documentation for newly onboarded staff and ensure the seamless retrieval of monthly payslips and any additional HR records.
Maintain and update the centralized database that records all leave details for COOP national staff.
Compile monthly staff attendance records systematically to ensure accurate and up-to-date documentation.
Collaborate closely with the HR Officer or Manager to assist in the compilation and finalization of staff timesheets.
Additional duties may include collaborating with cross-functional teams to ensure alignment with strategic objectives, overseeing project timelines, and maintaining clear communication channels to facilitate seamless information flow. Responsibilities may also encompass conducting regular performance evaluations, identifying opportunities for process improvement, and ensuring compliance with company policies and industry regulations. The role may require participation in stakeholder meetings, providing analytical insights to support decision-making, and fostering a culture of continuous learning and professional development within the team.
This description is not exhaustive, and the employee may undertake additional related duties as directed by the Area Coordinator or Country Administrator.
The ideal candidate must possess a strong academic background, typically holding a relevant degree in the specified field. Additionally, they should have completed specialized training programs or certifications pertinent to the role. Key competencies include strong analytical abilities, exceptional problem-solving skills, and proficiency in industry-standard tools and software. Excellent communication and teamwork capabilities are also essential, along with a demonstrated ability to manage multiple priorities under tight deadlines. Prior experience in similar roles is highly advantageous.
Minimum qualifications include a bachelor’s degree in computer science, engineering, or a related field; at least three years of professional experience in software development; proficiency in programming languages such as Python, Java, or C++; and demonstrated expertise in system design and debugging. Strong problem-solving abilities and excellent communication skills are also required, along with the ability to work collaboratively in a team environment. Familiarity with cloud platforms like AWS or Azure and experience with DevOps practices are highly desirable. Candidates must possess a minimum GPA of 3.0 (or equivalent) and be authorized to work in the country of employment without requiring visa sponsorship.
A degree—preferably a postgraduate qualification—in Accountancy, Social Sciences, Business Management, Business Administration, Public Administration, or a closely related discipline is required, along with demonstrated experience in humanitarian project execution.
A postgraduate degree in Accountancy, Finance, or Human Resources will be considered a valuable asset.
Applicants must present a valid NYC discharge certificate, demonstrating prior involvement in developmental and emergency initiatives, ideally within NGOs, NGOs, or the financial sector.
Competencies and Skills:
Proven ability to analyze complex data and derive actionable insights, coupled with exceptional problem-solving capabilities and a keen attention to detail. Proficiency in utilizing advanced tools and technologies to streamline processes, enhance productivity, and drive innovation. Strong interpersonal and communication skills, enabling effective collaboration with cross-functional teams and stakeholders at all levels. Demonstrated leadership in managing projects from inception to completion, ensuring alignment with strategic objectives and adherence to budgetary constraints. Adept at identifying emerging trends, anticipating challenges, and implementing proactive solutions to mitigate risks. Commitment to continuous learning and professional development, with a track record of adapting to evolving industry standards and best practices.
Essential:
Seeking candidates with 3 to 4 years of administrative experience in NGOs, international NGOs, and financial institutions.
Proficiency in gathering, organizing, and maintaining data through systematic collection, compilation, and preservation processes.
Demonstrates strong proficiency in cash handling, day-to-day administrative duties, logistics coordination, and procurement operations.
Proficient command of the English language is required.
Proficient in structuring tasks efficiently, producing well-articulated reports, and conveying information clearly through both written and oral communication channels.
Demonstrated capability to effectively manage task prioritization and consistently achieve established deadlines.
Proven ability to convey information clearly and effectively through both written and verbal channels, fostering collaboration and understanding among team members and stakeholders.
Demonstrates a strong dedication to responsibility and ownership of actions.
Proficient in Microsoft Excel with strong computer skills.
Proven expertise in both qualitative and quantitative analysis is required.
Proficient in fostering strong interpersonal relationships, along with exceptional written and verbal communication abilities.
Demonstrates keen cultural awareness and the ability to navigate diverse environments with sensitivity and respect.
Proven expertise in navigating intricate emergency situations and crisis environments.
Proven expertise in leadership, collaborative teamwork, strategic negotiation, and conflict resolution.
Women are highly encouraged to apply for this position.
We welcome and strongly encourage applicants with disabilities to apply for this position.
Preferred:
Fluent proficiency in English is essential, complemented by a functional grasp of Hausa.
Capable of relocating and commuting frequently to remote locations with minimal infrastructure and restricted access to essential services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
