Finance and Administration Coordinator Full Time NEW

Job Title: Finance and Administration Coordinator

Employment Category: Full Time

Reporting to:  Regional Program Manager & functionally to Country Office – Finance Manager

Subordinate: Project Accountants

Unit/department: Finance, HR & Administration

Duty Station: Semera

Job Grade/ Category:  TBD

Salary: As per the organizational salary scale

Overall purpose of the role:

Responsible for the adherence to financial and HR policies & procedures, internal control, cash management, budgeting, budget monitoring, financial reporting, audit facilitation, staff supervision, and support. Also responsible for the proper functioning of the finance, HR, and Admin units in the regional office in all matters involving finance and control, and management of assets.

Plan, organize, direct, and monitor the work of the department; oversee the logistics, maintenance & management, HR, procurement, and supplies services management, communication & liaison of the regional Officer; responsible for administration policy/systems development & review.

ROLE & RESPONSIBILITY:

1. Finance

• Ensure Compliance with I1D’s policies and procedures and with the regulations and laws of the government of Ethiopia in all financial matters.
• Be responsible for ensuring proper controls over all I1D-regional office assets and for the maintenance of proper systems and procedures for all accounting transactions.
• Responsible for sending monthly budget variance by project with a project cash flow analysis and overall Cash flow analysis reports to the Finance manager and Grant manager.
• Ensure monthly financial reports are checked against the documents.
• Ensure donor reports are liquidated as per the agreement and standard.
• Ensure the sub-grant partners’ financial reports are liquidated based on the agreement and standard.
• Finalize the posting in the QB and refer it for final approval. Review to the finance manager with a detailed report as per the standard.
• Conduct a timely audit of the annual book of accounts as per the acceptable national standard.
• Implement internal and external auditors’ comments.
• Ensure all expenditures are in line with I1D policy and according to the approved budget.
• Ensure monthly meetings with the Program project owner to review project budget spending and advise the program team to meet the spending requirements.
• Responsible for Monthly and Quarterly financial project progress reports to HQs, government, and donors.
• Assist in preparing Budget proposals and consult the program team on financial rules and regulations.
• Implement the cost allocation policies and monitor the allocation as per the agreement and standard.
• Ensure all the documents and reports are audited by an internal auditor monthly.
• Responsible for the proper functioning of the finance units in all offices in all matters involving finance and control, and management of assets.

2. Human Resource Management

• Act as the primary HR focal person for the regional office, ensuring smooth HR operations.
• Manage the recruitment and onboarding process, ensuring compliance with HR policies.
• Ensure timely salary and benefit administration, including tax and pension contributions.
• Handle performance management and staff appraisals
• Maintain accurate and updated staff records, contracts, and leave balances.
• Address HR issues such as grievances, disciplinary actions, and conflicts in consultation with the Regional Program Manager & HR focal person.

3. Administration & Operations

• Oversee procurement, asset management, and logistics in alignment with I1D policies.
• Ensure office facilities, IT systems, and administrative functions run efficiently and cost-effectively.
• Manage vehicle fleet and transportation services to support regional operations.
• Maintain strong liaison with government offices, ensuring compliance with local labor and financial laws.

4. Compliance & Risk Management

• Ensure that all financial, HR, and administrative transactions comply with internal policies and Ethiopian legal standards.
• Ensure timely statutory reporting and regulatory filings with government agencies
• Ensure expenditures are allowable, allocable, and properly documented in line with donor agreements.
• Support donor financial reporting, reviews, and spot checks at the regional level.
• Provide guidance to program staff on donor compliance and financial procedures.
• Supervise, mentor, and build the capacity of regional finance staff.
• Conduct regular reviews and on-the-job training to strengthen financial management practices.
• Support field offices and projects with financial guidance and problem-solving.
• Act as the main finance focal point for the region, liaising with program, logistics/procurement, and HR teams.
• Coordinate with the Country Office finance team to ensure alignment of regional and organizational financial processes.
• Participate in regional management meetings and contribute to decision-making with financial analysis.
• Ensure expenditures are allowable, allocable, and properly documented in line with donor agreements.
• Support donor financial reporting, reviews, and spot checks at the regional level.
• Provide guidance to program staff on donor compliance and financial procedures.
• Supervise, mentor, and build the capacity of regional finance staff.
• Conduct regular reviews and on-the-job training to strengthen financial management practices.
• Support field offices and projects with financial guidance and problem-solving.

5. Grants and Donor Management

• Ensure expenditures are allowable, allocable, and properly documented in line with donor agreements.
• Support donor financial reporting, reviews, and spot checks at the regional level.
• Provide guidance to program staff on donor compliance and financial procedures.

6. Capacity Building and Supervision

• Supervise, mentor, and build the capacity of regional finance staff.
• Conduct regular reviews and on-the-job training to strengthen financial management practices.
• Support field offices and projects with financial guidance and problem-solving.

1. Coordination and Communication

• Act as the main finance focal point for the region, liaising with program, logistics/procurement, and HR teams.
• Coordinate with the Country Office finance team to ensure alignment of regional and organizational financial processes.
• Participate in regional management meetings and contribute to decision-making with financial analysis.

7. Grants and Donor Management

• Ensure expenditures are allowable, allocable, and properly documented in line with donor agreements.
• Support donor financial reporting, reviews, and spot checks at the regional level.
• Provide guidance to program staff on donor compliance and financial procedures.

8.Coordination and Communication

• Act as the main finance focal point for the region, liaising with program, logistics/procurement, and HR teams.
• Coordinate with the Country Office finance team to ensure alignment of regional and organizational financial processes.
• Participate in regional management meetings and contribute to decision-making with financial analysis.

9. Gender Equality Commitments

• Foster an environment that supports the values of women and men and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries, women, men, children (boys and girls), regardless of gender, sexual orientation, disability, or religion. race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

10. Safeguarding Commitment

• The incumbent is required to carry out his/her duties by the Imagine 1day Safeguarding policy and the internal work rules.
• Remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding Policy.

Education &experience:

Experience: 

• At least five years of experience working with NGOs and demonstrated skills in the areas of finance administration.
• Basic knowledge and proficiency in the use of computers: QuickBooks, MS Excel, Accounting Software, Word, and Access

Education:

• Bachelor’s degree in accounting, Finance, Business Administration, or a related field; Master’s degree is an added advantage.