Job Summary
The Finance and Administrative Officer is tasked with overseeing all financial, administrative, and human resources functions related to project operations.
We are seeking a highly organized professional to oversee a variety of critical tasks and responsibilities within our organization. The ideal candidate will manage workflow processes, ensure adherence to deadlines, and maintain high standards of accuracy in all deliverables. Additionally, they will collaborate with cross-functional teams to streamline operations, identify process improvements, and implement strategic solutions. Key duties include coordinating project schedules, monitoring progress against milestones, and facilitating effective communication between stakeholders. The role demands strong analytical abilities, meticulous attention to detail, and the capacity to prioritize tasks efficiently in a fast-paced environment. Proficiency in relevant software tools and exceptional problem-solving skills are essential to success in this position.
Under the direct guidance of the Country Administrator and in coordination with the Head of Base and other stakeholders across various coordination units and bases, the incumbent will:
Ensures accurate accounting and administrative oversight for the project in strict accordance with the approved and executed grant agreement between COOP and the donor, as well as the donor’s established procedures.
Responsibilities for this Cash Management role encompass overseeing every cash transaction conducted within the office environment, in addition to maintaining accurate daily records in the COOP-Cooperazione Internationale accounting system, specifically Deny.
Ensure accurate management of project finances and cash coordination, encompassing both cash box and bank operations. Specifically, oversee monthly reconciliations—covering physical counts and alignment with accounting software Deny—under the guidance of the Area Administrator.
Ensures accurate project accounting by maintaining all financial records, organizing, filing, and scanning payment vouchers along with their supporting documentation for secure archiving in the COOP cloud.
Administrative management responsibilities include ensuring the accurate and compliant administration of project operations—such as contracts, procurement of goods and services, and tender processes—in strict adherence to COOP’s internal guidelines as well as donor requirements.
Ensure all documentation is accurately prepared for payment and confirm that supporting documents comply with COOP and donor protocols, in addition to adhering to country-specific legal requirements.
Responsibilities include systematically arranging, documenting, and digitizing payment vouchers alongside their pertinent supporting files for secure storage within the COOP cloud system.
Serves as the central finance contact for cash disbursements to projects, verifying all supporting documentation both pre- and post-distribution while ensuring on-site oversight of fund transfers and payment processing.
Assist in organizing and facilitating audit preparations for various projects, ensuring meticulous coordination throughout the process.
Handle bank operations such as processing transfer requests, managing withdrawals, and issuing or receiving letters and bank statements, in addition to performing bank reconciliations.
To collaborate with the Logistics Department in maintaining accurate, up-to-date inventory records for assigned projects, as well as supporting periodic, unannounced physical inventory verifications and stock counts.
The preparation and submission of Withholding Tax (WHT) payments to the relevant state authorities is a key responsibility.
Gather and manage all HR documentation for newly onboarded employees, ensuring the consistent and timely collection of monthly payslips and other essential HR records.
Update and oversee the database for all COOP national staff leave records, ensuring accuracy and consistency.
Monthly, compile and maintain attendance records for all staff members.
Assist the HR Officer or Manager with the compilation and preparation of staff timesheets.
Oversee supplementary tasks encompassing a range of duties beyond primary functions, ensuring all operational and strategic objectives are met with precision and efficiency. Facilitate cross-functional collaboration to streamline workflows, identify opportunities for process improvements, and implement solutions that enhance productivity and performance. Monitor and evaluate ongoing projects to assess progress, mitigate risks, and align outcomes with organizational goals. Provide support to team members by addressing challenges, offering guidance, and fostering a collaborative work environment that promotes accountability and innovation.
This description serves as a general overview rather than an exhaustive list of duties. The employee may undertake additional related responsibilities as directed by the Area Coordinator or Country Administrator.
A strong candidate will possess an advanced degree in a relevant field, complemented by specialized training programs that enhance professional capabilities. Proficiency in key competencies such as analytical thinking, problem-solving, and effective communication is essential. Additionally, the ideal candidate will demonstrate strong leadership, adaptability, and a commitment to continuous learning. Technical skills, including proficiency in industry-specific software and tools, are required, along with a solid understanding of best practices and regulatory standards. Prior experience in a similar role will further strengthen the application.
Minimum qualifications include a Bachelor’s degree in a relevant field, such as Computer Science, Engineering, or Mathematics. Additionally, a minimum of three years of professional experience in software development or a closely related discipline is required. Familiarity with programming languages like Python, Java, or C++ is essential, as is proficiency in database management and version control systems. Strong problem-solving skills and the ability to work independently or in a collaborative team environment are also necessary. Exceptional communication skills, both written and verbal, are expected to effectively convey technical concepts to both technical and non-technical stakeholders.
A relevant academic background, such as a degree or postgraduate qualification in Accountancy, Social Sciences, Business Management, Business Administration, Public Administration, or a closely related field, along with hands-on experience in humanitarian initiatives, is required.
A Master’s degree in Accountancy, Finance, or Human Resources will provide a significant advantage.
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.
Competencies and skills required for this role include strong analytical and problem-solving abilities, proficiency in relevant software and tools, and excellent communication skills. Candidates should demonstrate expertise in project management methodologies and possess a solid understanding of industry standards. Additionally, experience with data analysis, strategic planning, and cross-functional collaboration is essential. The ideal candidate will exhibit leadership qualities, adaptability to changing environments, and a commitment to continuous professional development.
Essential:
With a minimum of three to four years of administrative experience gained in an NGO, an international NGO, or a financial institution, candidates should demonstrate a strong background in operational support.
Proven expertise in gathering, organizing, and storing data efficiently.
Required Skills: Proficient in cash management, with strong capabilities in daily administrative duties, logistics coordination, and procurement processes.
Proficient command of the English language is required.
Demonstrates strong planning and organizational capabilities, excels in preparing clear and informative reports, and communicates with precision in both written and verbal formats.
Demonstrated capacity to effectively manage competing priorities while consistently delivering results within established timeframes.
Proven ability to convey information clearly and effectively, both verbally and in writing, ensuring alignment and understanding among diverse stakeholders.
Demonstrates a steadfast dedication to maintaining accountability in all professional endeavors.
Proficient in utilizing Microsoft Excel with a high level of computer competency.
Possesses robust analytical capabilities, encompassing both qualitative and quantitative methodologies.
Highly developed interpersonal abilities with strong written and verbal communication skills.
Demonstrates a keen understanding of cultural diversity and exhibits a high degree of sensitivity in multicultural environments.
Possesses a solid grasp of intricate emergency scenarios and crisis environments.
Proven expertise in leadership, collaborative teamwork, negotiation, and consensus-building.
Women and individuals who identify as female are highly encouraged to apply.
Individuals with disabilities are highly encouraged to submit their applications for consideration.
Preferred:
Fluent proficiency in English is required, along with a working knowledge of Hausa.
Capable of residing and traveling frequently to remote locations, often with restricted access to services.
Qualifications
BA/BSc/HND
Experience Required
3 - 4 years
