Project Administrator at COOPI - Cooperazione Internazionale

Description 

• The Project Administrator is responsible to execute all the tasks that regard the financial activities of the field base and in support to the projects being implemented on the field, and to support the Senior Project Administrator and Area coordinator in the delivery of the field activities to reach the results and objectives of the projects and reports to the Country Administrator.

Main Responsibilities and Tasks

• Under the direct supervision of the Senior Project Administrator, reports to the Country Administrator and in collaboration with the Area Coordinator, Managers, Head of Base, and other collaborators of the projects.

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 safes 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 (Financial report documentation).
• 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.
• Expenses planning and monitoring: In collaboration with the Project Manager ensures the project financial planning, monitors expenses, in accordance with the budget and provides the accountancy data to the Project Manager so as 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/her responsibility.
• Budget preparation: upon request by the Project Manager (and in coordination with the Administrative Coordinator/Area Coordinator on sustainability-related aspects), participate in new project writing.
• Staff management: Train and supervise staff on 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 collaboration 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.
• Support Internal and external audit/spot checks
• 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
• 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 financialw3 sector.

Desired Competencies / Skills
Essential:

• 3-5 years in Project Admin related work experience with an International NGO
• 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.
• 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

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.

Brief Conditions

• COOPI reserves the right to transfer position as per need / project demand any time during the project.
• Travelling from home to duty station will be staff own responsibility but facilitation could be provided as per situation;
• COOPI reserves the right to close the application before deadline, if the required number of candidates is attained rolling basis review of applications.
• Candidates will be responsible for his/her own travel, accommodation and feeding during the recruitment process;
• Other Terms & Condition will be part of Job Contract;