Finance and Admin Officer at COOPI – Cooperazione Internazionale

COOPI Cooperazione Internazionale is an humanitarian, non confessional and independent organization that fights against all kinds of poverty to make the world a better place. Founded in 1965 by Vincenzo Barbieri (Italian "father" of international volunteering), COOPI is based in Milan and it has 20 local offices in the South of the World.

It works to assist populations struck by emergencies (disasters and conflicts) and to facilitate their civil, economic and social development.

The association intervenes in Africa, Latin America and the Middle East in collaboration with local actors (civil society, public administration and so on). In 2013 it has implemented 160 projects.

COOPI works in different sectors: agriculture, water and sanitation, health care, humanitarian assistance, human rights, education, socio-economic services, migration. All sectors are related to one another in the programs launched by COOPI all of them interrelated.

COOPI is also committed to the Child Sponsorship programme in 8 countries (Perù, Haiti, Senegal, Sierra Leone, Central African Republic, Ethiopia, Uganda and DR Congo), and provides food, education, health and protection to 2.700 children.

COOPI also operates in Italy, through awareness and fund-raising campaigns, volunteering activities (almost 400 volunteers), the promotion of the Cooperation and Development Master course at the Institute for Advanced Study of Pavia, and finally the participation to several NGOs associations, among which Link 2007 and AGIRE (Italian Humanitarian Emergency Response Agency) are the most important. The organization is supported by important institutional donors, local institutions, foundations, companies and citizens among the main donors, the European Commission Humanitarian Aid and Civil Protection (ECHO) recognizes COOPI as an important partner.Job Summary

The Finance and Administrative Officer is responsible to execute all the tasks with respect to finnace, administration and human resources activities of the project.

Main Responsibilities and Tasks
Under the direct supervision of the Country Administrator, and in collaboration with the Head of Base and other collaborators of the coordination and other Bases, s/he will:

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.
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 (DESy)
Ensure the correct management of the project and Coordination cash (cashbox and bank) and in particular the monthly reconciliation (physical and with the accounting software Desy) under the supervision of the Area Administrator.
Ensures the correct project accountancy and all accountancy documents; organizing, filling and scanning all payment vouchers with related supporting documents to be archived in COOPI cloud.
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 donors procedures.
Prepare documents for payment and verify that all the supporting documents are in line with COOPI and donor prodecures as well as country-specific legal regulations.
Organize, file, and scan all payment vouchers with related supporting documents to be archived in COOPI cloud.
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.
Support with preparation of audits for projects and coordination.
Do bank runs including transfer requests, withdrawals, and issuing/receiving letters and bank statements, bank reconciliations.
To ensure that the project(s) inventory records are updated in cooperation with the Logistics Department and assist in performing random physical inventories and stock-takings.
Remittance of taxes (WHT) in the State.
Collect all the HR documents of new staff hired in base and guarantee a smooth collection of monthly pay slips and any other HR documents.
Update, track and maintain the data base for all COOPI national staff leaves.
Prepare staff attendance sheets on a monthly basis.
Support HR Officer / Manager in preparation of staff timesheets.

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 Area Coordinator or 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 / Finance / HR will be an additional advantage.
Evidence of NYSC discharge certificate, with previous experience working in developmental and emergency projects, especially in NGO / INGO or the financial sector.

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.