Finance and Administrative Assistant at COOPI - Cooperazione Internazionale

Main Responsibilities and Tasks

• The Finance/Administrative Assistant is responsible to execute all the tasks with respect to Finance and administrative duties of Damaturu base.
• Under the direct supervision of the Project Administrator and in collaboration with the Senior Project Administrator, Finance Officer, Head of Base and other collaborators of the projects and of the Base, he/she will:

Finance Task:

• Ensure the proper management of project accounting in accordance with the COOPI procedures and those of the Donors guidelines.
• Ensure the correct management of the project cash (cashbox and bank) and in particular the monthly reconciliation under the supervision of the Project Administrator;
• Process vendor payments and maintain strict control over all required documentation, including adherence to procurement procedures, reporting any discrepancies to the Project Administrator;
• Organize, file and scan all payment vouchers with related supporting documents;
• Prepare, classify and archive all accounting elements required by the Project Administrator.
• Supervise the physical maintenance and safety of cash boxes.
• Participate in audits or any checks issued by partners or head office, at the base level.
• Participate in the consolidation of budget follow ups and cash forecasts at the base level.
• Carry out pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cashier’s register
• Record budgetary transfers and keep accounting codes
• Prepare monthly closing, revision and integrity of accounts for the base
• Verify cash balances daily and report any discrepancies to superior
• Archive accounting records according to COOPI’s procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information.
• Pay monthly tax and social taxes under the supervision of the Project Administrator
• Assist the Project Administrator with monthly budget forecasts and planning so that day-to-day needs, salary advances, salaries, etc. can be addressed.

Admin Task:

• Do bank runs including transfer requests, withdrawals, and issuing/receiving letters and bank statements etc.
• Additional responsibilities
• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and assigned by the Finance officer, Project Administrator, Regional Administrator , HR manager and country Administrator.
• This ToR shall be inclusive of any other task specifically assigned by the direct supervisor for what concerns the implementation of the program activities.

Skills and competencies of the Candidate (Education, Training, Competences, Skills)
Minimum Requirements:

• Degree / Diploma of Post-graduate Degree in Accountancy, Social Science courses, Business Management, Business Administration, Public Administration, or related subject, with previous experience working in humanitarian projects.
• and evidence of NYSC discharge certificate, with previous experience working in developmental and emergency projects especially in NGO/INGO or financial sector.

Desired Competencies / Skills
Essential:

• 2-3 years Admin related work experience with an NGO, International NGO and any other financial related institution.
• Experience in data collection, collation and archiving
• Work related skills : good knowledge of cash management, daily administration tasks, logistics and procurement tasks
• Fluency in English and local languages (Kanuri or Hausa).
• Ability to plan and organize work and write clear and concise reports and communicate effectively (both in writing and verbally)
• Proven ability to prioritize tasks and meet deadlines - Excellent communication skills.
• Proven commitment to accountability
• Excellent computer skills with proficiency in MS excel.
• Strong analysis skills (qualitative and qualitative)
• Excellent interpersonal skills, written and verbal communications
• Strong cultural awareness and sensitivity
• Good understanding of complex emergencies and crisis contexts
• Demonstrated skills in management, teamwork, negotiation and consensus-building
• Females are strongly encouraged to apply
• Applicants with disabilities are strongly encouraged to apply.

Preferred:

• Excellent knowledge of English, with fair understanding in Hausa.
• Willing and able to be based and travel regularly within remote areas, where services are limited.
• Application will be considered based on rolling basis: