Admin and Finance Manager Full Time

JOB SUMMARY

Under the general direction and guidance of branch head, the Admin and Finance Manager plans, organizes, directs, coordinates and controls the financial and administrative activities of  the branch, manages the cash inflow and outflow of the branch, supervises the recording, analysis and financial statement preparation activities of the core cost and projects in accordance with the Society’s policies and procedures in place, ensures that financial documents, ledgers, journal vouchers and supporting documents are maintained and organized in accordance with the accounting system of the Society, ensures that cash or collected money is registered and deposited timely; ascertains that bank accounts and cash at hand are properly registered, and statement of bank reconciliation made in due course, ensures the timely preparation and submission of monthly, quarterly, biannual and annual consolidated reports of the branch, follows up on the consolidation, approval and proper execution of regular budget estimates of the different work units; ascertains that closings of books of accounts are carried out in due course. Administers the project funds of the Society in accordance with the commitments made with donors; ensures that the branch’s books of accounts are reconciled with bank statements, ensures proper and consistent enforcement of the financial policies and procedures of the Society.

KEY PERFORMANCE AREAS 

• Plans, coordinates and supervises activities of customer service management, human resource management, general service, general accounts and property administration activities of the region in accordance with the policy of the Society;
  • Supervises the recording, analysis and financial statement preparation activities of core cost and projects in accordance with the Society’s policies and procedures in place;
  • Identifies and assesses the need for additional human resource and looks for ways of filling vacant positions; Verifies or approves correctness of statement of accounts for receivable and payable accounts as well as bank reconciliation;
  • Ensures that all transactions of disbursements and receivables are journalized and posted into respective ledgers timely; Prepares monthly, quarterly, bi-annually and annual consolidated financial reports of the core cost;
  • Assesses competent employees to fill vacant jobs by way of promotion on competitive basis as per level of delegation; Follows up on the collection of receivables in due course and reports on over dues for immediate action;
  • Gives orientations/inductions to new employees transferred,  or promoted or recruited to fill the  post; Ensures that fixed assets of the regional branch are properly registered, classified and codified or tagged for ease of tracing and identification;
  • Checks and verifies as to payment orders and purchasing transactions are duly approved by authorized personnel;
  • Ensures that cash and check payments are prepared and effected in due course; Counter signs payments verifying correctness and completeness of supporting documents;
  • Checks receiving vouchers and payment vouchers are posted to general ledgers and respective subsidiary ledgers;
  • Ensures that legal and authorized deductions are made from employee’s salary income during payroll preparation;
  • Make sure that there is no uncollected amount at the end of the year or there is no receivable shown in the annual financial report of the branch;
  • Ensures that all the deduction from employees are timely paid to the concerned bodies; Prepare the financial report (balance sheet and statement of income and expenditure) of the branch quarterly, semiannually and yearly;
  • Works to promote and enable a working environment that nurtures “a learning-together” attitude and practice;
  • Ensures proper administration and utilization  of resources at branch level including telephone and stationery items; Ensures that the bank reconciliation statement of each bank account of the region branch is prepared at the end of each month;
  • Ensures that the financial reports of the region branch are complete and prepared according to the financial rules and account closing and report preparation directive of the national society;
  • Ascertains that fixed assets are properly registered and periodic inventory taking is done; Ensures that the properties of the regional branch are properly used and administered by the property administration rule of the national society;
  • Ensures that the financial transactions of the region are recorded and data entries thereof processed, accounts timely closed, interim and end-of-period financial reports produced in accordance with the overall financial system in place;
  • Provide quarter and annual financial reports along with the necessary schedules and monthly bank reconciliation statement of each back account to HQ timely;
  • Make sure that the log books are established and kept functional for all the vehicles of the regional branch; Conducts performance appraisal of subordinates, recommends appropriate trainings and coaches them to fill the gaps;
  • Appraises the performance of subordinates in accordance with the performance appraisal system in place; Reports on the performance of the work unit to the head of the region for humanitarian Services;

Work Unit:  South Ethiopia Region, ERCS-Regional Branch, Wolaita Sodo

Reports to:   Head, South Ethiopia Region, ERCS-Regional Branch,

Terms of employment: – Permanent after probation period

Place of Work: – South Ethiopia Region, ERCS-Regional Branch, Wolaita Sodo

Salary: – As per the organization salary scale