Project Administrator at COOPI - Cooperazione Internazionale

Description 

• The Project Administrator is responsible for executing all the tasks regarding the financial activities of the field base in support of the projects being implemented on the field, and to support the Country Administrator and Project Manager in the delivery of the field activities to reach the results and objectives of the projects.

Main Responsibilities and Tasks
Under the direct supervision of the Country Administrator, and in collaboration with the project Manager the Base, and other collaborators of the projects, He/She will:
Duties and Responsibilities:

• Ensures the correct accountancy and administrative management for the project in compliance with the approved and signed grant agreement of COOPI and the donor’s procedures.
• Safe and bank account management: Ensures the correct management of the safe bank accounts, by directly managing or by regularly controlling the project admin assistants, if available. To make bank runs including transfer requests, withdrawals, and issuing/receiving letters and bank statements, etc.
• Accountancy management: Ensures the correct project accountancy and all accountancy documents filing by monitoring the Admin assistants or by directly performing the accountancy.
• Administrative Management: Verify the correct administrative management of the project (contracts, goods and services purchase, calls for tenders, etc.) in compliance with COOPI and the donor's procedures.
• Expenses planning and monitoring: In collaboration with the Project Manager ensures the project's financial planning, monitors expenses, under the budget, and provides the accountancy data to the Project Manager to allow him to monitor and plan the expenditures and to request funds.
• Contract modifications and administrative documents: Collaborate with the Project Manager in the elaboration of contract modifications (including the budget), and in the preparation of all necessary project documents.
• Financial reporting: In coordination with the Country Administrator and with the Project Manager, prepare the intermediate and final reports for the projects under his responsibility.
• Budget preparation: upon request by the Project Manager (and in coordination with the country administrator on sustainability-related aspects), participate in new project writing.
• Staff management: Plans the work, supervise and train staff of the project’s accounting-administrative area
• To perform the duties of Cash Management, which includes responsibility for all cash transactions in the office, daily entries in the COOPI-Cooperazione Internazionale accounting system and supervisions of administration Assistants in cash handlings and management.
• To keep the country and individual project inventory records updated in cooperation with the Logistics Department and assist in performing random physical inventories and stock-takings.
• To be the finance focal point for cash distributions to projects, checking documentation prior to and after distributions and being present to monitor distributions and payments.
• To assist with any other duties in the Department, as directed by the country administrator.

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 Country Administrator

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

• Degree / post-graduate degree in Accountancy, Social Science courses, Business Management, Business Administration, Public Administration, or related subject, with previous experience working on humanitarian projects.
• Masters in Accountancy or Finance will be an additional advantage
• 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:

• 3 -4 years of 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
• Ability to plan and organize work 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 a fair understanding of Hausa.
• Willing and able to be based and travel regularly within remote areas, where services are limited.

Basic Salary

• According to COOPI salary grid experience