Latest Jobs at COOPI - Cooperazione Internazionale

Job Description

• The Finance and Human Resources Officer responsible for executing all the tasks regarding the financial & HR 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 Project Manager, and in collaboration with the Country Administrator base in coordination office Abuja, He/She will:

HR Task:

• Coordinate human resource activities such as recruitment processes which include placing of adverts, compensation, benefits, training, employee relationship, dealing with responses and correspondences, and performance management/Appraisal
• Drafting all new contracts to be submitted for approval to the country Administrator and signature of the Head of Mission.
• Monitors the national and local context and labour environment and advise on how COOPI can remain relevant, complaint and competitive.
• Maintain contact with insurance and pension companies
• Nurtures the relationship with staff to ensure workplace harmony and peace, as well as effective partnership in the identification of attendant employee issues.
• Share attendance and payroll related data with HR manager
• Update the general staff data base/archive for (contract durations) on monthly basis with relevant documentations (contracts, CVs, ToR, letter of Offer, credentials etc)
• Support COOPI staff in all steps related to annual staff evaluation and development plan
• Update and maintain the data base for all COOPI national staff leaves.
• 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.

Finance Tasks:

• 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.

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

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

• 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/Finance/HR 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 the financial sector.

Desired Competencies / Skills:
Essential:

• 3 -4 years Admin-related work experience with an NGO, an 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.

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Responsibilities
Under the direct supervision of the Project Administrator, and in collaboration with the Country office and other collaborators of the projects and of the Base, he/she will:
Finance Task:

• Ensure the proper management of project accounting by the COOPI procedures and those of the donor 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 the 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.
• Support logistics and procurement department
• 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 Project Administrator, and coordination office.
• 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 or 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 Finance 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.
• Application will be considered on a rolling basis.

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General Objective

• The accountability officer will work under the direct supervision of the MEAL Officer in the Coordination office based in Sokoto, with travel to field offices as needed.
• The accountability officer will be responsible for ensuring the complaints handling mechanism is in place across COOPI projects in Sokoto.
• S/he will be responsible to fulfil requirements under the Humanitarian Accountability Partnership (HAP) standards especially in regards to information sharing, beneficiaries' participation, complaints and response mechanism and accountability in monitoring, evaluation, accountability and learning.
• S/he will ensure clear and transparent rules for raising and processing complaints are established and that complaints are recorded and addressed by relevant parts of COOPIwithin a reasonable timeframe and will utilize the information received through the feedback channel to produce periodic reports and analysis that can strengthen programming and increase overall organizational accountability

Main Responsibilities and Tasks
Duties and Responsibilities:
Under the direct supervision of the MEAL Officer and MEAL Manager, the Accountability Officer will perform the underlisted tasks:

• Project Cycle Management: Provide technical assistance to ensure that the PUI accountability framework is integrated throughout the project cycle (design, implementation and monitoring and evaluation) across all projects
• HR: S/he will build capacity of implementing project teams to mainstream and develop accountability practices and mechanisms into programming
• Logistics and Admin: Lead the logistic and administrative duties related to managing a complaints and feedback mechanism.

Specific Objectives and Linked Activities:

• Establish a complaints and feedback mechanism (CFM) in each project location on the highest levels of integrity which beneficiaries will trust and ensures that they can make confidential complaints and be confident of the response processes.
• Monitor complaints received and response (follow-up) processes through developing and maintaining a tracking mechanism.
• Ensure that feedback is routinely recorded, reviewed and responded timely in line with feedback mechanism guidelines.
• Be the first point of contact for beneficiary, staff and stakeholder complaints.
• Maintain and update the CFM database; and provide timely update to project staff based on the nature of feedback.
• Analyze patterns and trends in complaints to help improve programming.
• Generate periodic reports and share with project teams and the MEAL officer.
• Conduct periodic field visit to ensure that accountability systems are in place and the necessary support is provided as needed.
• Review accountability systems periodically and update any changes if deemed necessary in consultation with the MEAL Manager.
• Participate in internal and external meetings related to humanitarian accountability.
• Ensures gender is mainstreamed in various stakeholder meetings and capacity building.
• Collects and documents success stories and photographs for reports;
• Upholds COOPI’s mission and Charter of Values;
• Follows and enforces all COOPI codes of conduct and policies (globally and in-country); Protection, gender and AAP are to be integrated into the partner monthly narrative report. Additional reports to be shared include: safety audits, protection monitoring scorecards, protection risk assessments and outcome of consultation with PMCs and the affected population on the impact of food assistance.
• Performs any other duties as requested by the supervisor.

Capitalization and Capacity Strengthening:

• Lead in developing a responsive, functional and appropriate feed backing mechanism which can improve current project implementation and guide future programming.
• Provide support to programme managers in reviewing information across projects, to ensure that feedback and complaints are taken into account in programme management decisions.
• Identify and formulate accountability findings, lessons learned and recommendations to be integrated into planning and reporting efforts of COOPI project activities.
• Build the capacity of all staff on Protection and AAP-related issues, in order to enhance internal knowledge and expertise and provide qualitative delivery of activities with high protection standards and enhance protection and AAP sensitive approach within the targeted communities.
• Translate protection mainstreaming into concrete, practical actions (awareness-raising, training and on the job mentoring) of colleagues.
• Support to implement good practice in data protection and privacy;
• Support awareness-raising of the staff and the affected population on the prevention of sexual exploitation and abuse.

Communication:

• Inform communities regarding their right to be consulted, make complaints and provide feedback to PUI on its activities.
• Communicate and disseminate complaints handling procedures, policies and tools to beneficiaries, project staff and other stakeholders.

Networking and partnerships:

• Establish and maintain collaborative relations with relevant donors, partners, project stakeholders and other organizations
• Ensure that main protection concerns are brought to relevant stakeholders to advocate for the respect of human rights and minimum protection standards.

Requirement

• Education degree: Bachelor's Degree preferably in Statistics, Information Management, Management, Social Sciences or related fields.
• Work experience: minimum of two (3) years’ experience working with INGO, NGOs or Government Agencies in Planning, Monitoring and Evaluation and implementation of Accountability Programming in Humanitarian or Development Programs
• 3 years working in INGO, 2 years of which should be in CFM/MEAL for FSL, WASH and Protection programming.
• Knowledge and skills: strong analytical and critical thinking skills and ability to work in a diverse team and manage complex and sensitive organizational relationships.
• Computer skills: competence in using information technology including experience with word-processing, spreadsheets and database software.
• Experience using SPSS, STATA or Power-BI info is desirable.
• Language skills: Fluent in English and Hausa is mandatory (Speaking/Reading/Writing);

Others:

• Ability to receive and handle confidential and sensitive information.
• Proven interest and commitment to humanitarian and development principles and a demonstrable understanding of conflict/post conflict development contexts.
• Strong motivation to help people in needs.
• transversal skills:
• Well organized and attention to details.
• Reliable and rigorous.
• Ability to analyse and suggest improvement.
• Autonomy, neutrality, hard worker.
• Able to manage stress and pressure.