Jobs at COOPI - Cooperazione Internazionale

Job Description

• The Finance/Administrative Assistant is responsible for executing all the tasks concerning Finance and administrative duties in the Coordination Office.

Responsibilities
Under the direct supervision of the Finance Officer, and in collaboration with the Country Administrator 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 Finance Officer;
• Process vendor payments and maintain strict control over all required documentation, including adherence to procurement procedures, reporting any discrepancies to the Finance Officer
• Organize, file, and scan all payment vouchers with related supporting documents;
• Prepare, classify, and archive all accounting elements required by the Finance Officer.
• 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 Finance Officer
• Assist the Finance Officer 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, 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.

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.
• 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.
• 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 based on a rolling basis.

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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

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Job Summary

• The Nutrition Team Lead will be responsible for efficiently providing technical and operational to program activities. He or she will support the design and implementation of nutrition specific activities with emphasis on maternal and child nutrition. The nutrition officer will ensure comprehensive mobilization of the community for nutrition screening of children under two, forming and monitoring support groups and comprehensive SBCC/IYCF training

Main Duties / Responsibilities
Under the direct supervision of the Deputy Project Manager and in collaboration with the Project Manager, and other collaborators of the projects and of the Base, the Nutrition Team Lead will:

• Maintain recurrent engagement with stakeholder such as Nutrition officers, assistants, Focal Persons, Community Development Officers, Community Nutrition Mobilizers, and facility In-charges so as to facilitate smooth planning and implementation of nutrition activities.
• Provide technical support to nutrition intervention at the field level.
• Conduct training on nutrition for project staff and support staff.
• Lead and coordinate the SBCC campaign at the LGA level.
• Lead and coordinate mass MUAC screening exercises in LGAs.
• Guide the project staff in Mother/Family MUAC screening activities/training.
• Employ SBCC strategies in program implementation.
• Promote sensitization and re-sensitization of beneficiaries on new developments in the project that affect them.
• Guide enrolment of children from GFD-supported household
• Lead distribution activities in LGAs.
• Participate in Local coordination meetings.
• Maintain an updated register of beneficiaries and ensure that they are securely uploaded into the nutrition monitoring platform.
• Guide the Nutrition officers and assistant to ensure an effective referral pathway is established
• Provide guidance on the quantity of top-up of food Items required by beneficiaries
• Monitor Nutrition activities in various LGAs
• Supervises Nutrition officers assistants and field support staff during activities
• Highlight the need for training based of findings of supportive supervision
• Ensure compliance of staff to protection principles and PSEA
• Make all necessary effort to prevent fraud within the project.
• Promote a work culture that facilitate Accountability to Affected Population
• Ensure a gender sensitive programme implementation in LGAs
• Work collaboratively with third party organization mainstreaming protection in the implemented project.
• Ensure and make reasonable effort towards providing a safe environment for staff and beneficiaries during activities in the field.
• Prepare daily updates, weekly and monthly report
• Engage in other activities as needed, including conducting assessments of project proposal developments in the assigned LGAs and the other LGAs where COOP is implemented.

Work with program teams to ensure COOPI information on program activities is shared within LGAs and provide beneficiary feedback in line with relevant guidelines and frameworks:

• Collaborate with government and humanitarian partners to ensure the smooth sharing of information in consultation with the GFD/CBT Team Lead/Deputy Project Manager.

Capacity Development:

• Supervise, hire, and orient team members, as necessary.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Promote accountability, communicate expectations, and provide constructive feedback via regular performance reviews.
• Provide team members with information, tools, and other resources to improve performance and reach objectives.
• Contribute to country team-building efforts, help team members identify problem-solving options, and ensure the integration of all team members into relevant decision-making processes.
• Identify any gaps or capacity needs within the team and ensure training and capacity building are incorporated into program planning.

Code of Conduct and associated policies:

• Treat beneficiaries with dignity and apply COOPI’s Code of Ethics and Conduct, the UN Convention for the Elimination of Discrimination Against Women (CEDAW), and the UN Convention on the Rights of the Child (UNCRC) in the field, including sensitizing Field Monitors and vendors/agents on such principles.
• Promote the zero-tolerance policy regarding corruption and ensure adherence to COOPI Code of Conduct and Anti-Fraud policy.

Profile of the Candidate (Education, Training, Experience, Competences, Skills)
Minimum Requirements:
Education:

• University degree/HND, or BSC in Nutrition, health, or any related field with additional years of related work experience and/or specialized training/courses. At least 3 years working with INGO in nutrition.

Experience:

• At least 3 years working in nutrition with an INGO.
• Experience working in North West or North East Nigeria will be an added advantage.

Technical Skills & Knowledge:

• Sound understanding of cash and voucher assistance concepts and principles with a broad knowledge of best practices and techniques.
• Knowledge of nutrition activities, processes, and the ability to quickly assimilate COOPI and donors’ processes and systems;
• Ability to rapidly analyze and integrate diverse information.

Competencies:

• Good communication and negotiation skills with the ability to persuade, influence, and adapt quickly to different situations;
• Excellent oral, and writing skills.
• Well organized and detail-oriented;
• Ability to work independently and in a team with other departments and units

Essential:

• Be professional, motivated, flexible, and culturally sensitive
• Be excellent in communication skills and proficient in report writing.
• Excellent working knowledge of Microsoft Office programming (Access, Outlook, Excel, PowerPoint, and Word).
• Excellent communication, writing, and analytical skills.
• Excellent communication, coordination, and facilitation skills.
• Ability to work in a team, and establish effective working relationships with people from different nationalities and cultural backgrounds.
• Ability to work under tight deadlines and simultaneously autonomously manage multiple tasks.
• Previous work experience with INGOs and UN Organizations is desirable

Preferred:

• Knowledge of the local context and language (Hausa and Kanuri).
• Willing and able to be based and travel regularly within remote areas, where services are limited.
• Previous experience in a similar position
• This ToR shall be inclusive of any other task specifically those assigned by the DPM, and PM.