Finance & Administration Officer Full Time

Positive Action for Development (PAD) is an Ethiopian resident charity organization. The organization was legally registered at the Federal level by the Federal Democratic Republic of Ethiopia Charities and Societies agency on June 6/2011 with a registration number 2330. The organization has also been re-registered and accorded legal personality with registry number 2330 on May 22, 2019, as National Organization by the Civil Society Organization Proclamation No. 1113/2019. PAD would like to hire qualified professionals for the following position.

Overall Responsibilities:

Working with and reporting to the Finance and Administration Coordinator, the Finance & Administration Officer will be responsible for all financial, procurement, property administration, and Human resources activities within the organization and for technically supporting the co-workers working under the Finance & Administration Officer in all such matters.  This includes supervising the accountant & cashier, handling all financial and procurement transactions, verifying, consolidating, and preparing financial reports, preparing monthly branch officer budgets and cash requests, monitoring branch office budgets, ensuring that sufficient cash is available to cover programmatic activities of the organization, familiarize the staffs in implementing Human Resources Policies and Procedures, recording and posting of financial data; maintaining and controlling inventory movements, vehicles, and all other fixed assets management and keeping up-to-date pertinent records of the organization books of accounts.

Specific responsibilities include the following:

Financial Management:

• Check that all proper documents are attached with payment requests before preparing payments.
•  Prepares payments as per the organization financial policy and procedures.
•  Writes cheques and prepares the corresponding payment vouchers.
• Follow-up timely collections of receivables and cash on hand are promptly deposited in the bank accounts intact.
• Prepares monthly volunteers payment and regular payments with due consideration to deductions (Charity contribution, advance, loan…)
•  Check coding of all source documents stamp ‘PAID’
• Ensure monthly office rental payment effect timely
• Collect monthly bank statements form all bank accounts
• Timely payment of government taxes including income tax, pension and withholding tax

• Ensure properly keeps chequebooks in safe custody.
• Effects payment of cheques against receipts/invoices and proper signature of the recipient
• Ensures valid cash receipts/invoices are delivered to finance for all cheques issued to Payees.
• Prepare and effect training and workshop participants’ payment with due consideration to deductions (taxes, advance….).
• Checks all petty cash payments
• Keeps up to date and orderly controlling records of receipts
• Participate in the annual physical count of inventories and fixed assets
• Sequentially arranges, files and labels financial records in a professional and easily retrievable manner
• Timely payment of bills for telephone, broad band, electricity and water utilities for all PAD’s facilities found in Dire Dawa city

• Ensure that all financial and procurement transactions are conducted per PAD’s financial policies and procedures and procurement regulations as well as following donor compliance requirements
• Ensure that the proper implementation of internal control system and financial policy of the organization.
•  Perform Cashier and Purchaser activities in the absence of the Cashier and Purchaser.

• Undertakes any other related duties that may be assigned to him/her.

 Human Resources activities:

• Organizes the archive of PAD for smooth accessibility of records and management of HR files.
• Ensures the maintenance of personnel records including personal files, contractual agreements, performance appraisals and other pertinent information.
• Updates leave records of staff, prepare annual leave plan of the organization and communicate to employees
• Ensure monthly time sheet prepare and sign and approved by respective staffs
• Make sure the short lists and new hires are attached their relevant credentials and release letter.
• Delivers clearance forms to employees leaving the organization and facilitate their clearance after checking all the legal requirements are fulfilled.
• Delivers certificates of experience or testimonial letters to staff of the organization upon request and legal acceptance
• Maintains a record of updated personnel profile and prepare monthly statistical report that indicates the existing status
• Assists Finance & Admin Officer to make their information system up to date whenever there is a need
• Maintains the secrecy of information availed to him/her
• Perform other related duties as requested by his/her immediate supervisor

Procurement and Property Administration:

•  Collects quotations from suppliers for purchasing goods, services and works adhering at all times to the organization’s purchasing rules. Ensure “value for money” by considering price, quality, back-up service and availability.
• Reviews completeness & correctness and specification of procurement requests received from all sources in accordance with approved procurement request and budget before taking any action.
•  Ensures that all necessary procurement documents are filed and are accessible when required
•   Ensures that purchase requisitions form Departments, Programme Areas /projects are filed properly and classified systematically.
•  Submits Goods Receiving Notes and related documents to Finance in settlement of checks or cash collected as stipulated in the Finance manual
• Develops and maintains an effective working relationship with vendors and  internal users/ departments
• assist that timely fixed assets count is carried out
• Receive and maintain replaced vehicle and equipment spare parts, tires in a way that ensures simple tracking.
•  Establish and maintain proper controlling mechanism while vehicle and equipment replacing parts and tires while maintenance is done.
•  Control the arrangement of store items in proper location ,shelf, code and group for easy retrieval up on needed
• Follow up disposal of damaged, obsolete, and expired materials
• Regularly follow up cleanliness of warehouses and security of stocks.
•  Perform store keeping activities in the absence of the store keeper.
• Perform other related duties as requested by his/her immediate supervisor

• Qualification:BA Degree and above in Accounting and Finance
• Experience: At least 2 years relevant experience out of which 1 year experience in NGO
• No required: one
• Duty Station: Dire Dawa
• Female applicants are encouraged to apply

1.    Skills Required, Attitudes and Attributes:

•  Team player with excellent financial and communication skills
• Skilled computer literacy in all Microsoft Office programs, and Peachtree Accounting software
• Knowledge of various donors’ financial policy and procedures
• Ability to produce financial statements & reports on time
• Fluency in written and spoken English