Finance and Admin Assistant Full Time NEW

About Self Help Africa and the Project:

About Self Help Africa

Self Help Africa is an international development organisation that works through agriculture and agri-enterprise development to end hunger and extreme poverty. The organisation has programmes in 15 countries in sub-Saharan Africa and also implements projects in Brazil and Bangladesh.

In early 2023, we launched a new five-year organisation strategy, which defines shared mission as the alleviation of hunger, poverty, social inequality and the impact of climate change through community-led, market-based and enterprise-focused approaches, so that people can have access to nutritious food, clean water, decent employment and incomes, while sustaining natural resources. Our wider organisation also includes social enterprise subsidiaries: Partner Africa, which provides ethical auditing and consultancy services; TruTrade, an innovative trading platform in East Africa; and CUMO, Malawi’s largest microfinance provider.

Our three core values are:

▪ Impact: We are accountable, ambitious and committed to systemic change.

▪ Innovation: We are agile, creative and enterprising in an ever-changing

world.

▪ Community: We are inclusive, honest and have integrity in our relationships.

About the Project:

As the frequency and severity of emergencies in Ethiopia and around the world increase, the organisation is expanding its capacity to support programmes in both sudden-onset and chronic emergencies. SHA is securing funding under the WFP, which will cover primarily the Amhara region, in the Wollo cluster areas and beyond. The SHA development programmes have also been impacted by climate events, conflict, and intercommunal violence, compounded by outbreaks. In order to address such a humanitarian situation through a humanitarian-development nexus approach, the organisation is aiming to build its humanitarian staffing capacity. SHA-Ethiopia is currently seeking to recruit a Finance and admin assistance Officer (FAA), who will be primarily responsible for the financial, administration and Admins related activities under this project. Our approach integrates emergency and development work through the Humanitarian Development Nexus approach. Self Help Africa implemented a dozen development and humanitarian projects with local and international partners across Ethiopia. At the core of our work is increasing farm production, supporting new enterprises and developing market opportunities for farmers.

Job Purpose:

The Finance and admin assistance is responsible for ensuring effective financial management, administrative operations support for the organization’s programs. The role oversees financial reporting, bank transfers, asset management, and compliance with donor and organizational policies. It also ensures the smooth functioning of office administration, including HR support, timesheet completion, facilities management, and administrative systems. The role works closely with program teams, partners, and external stakeholders to support efficient program implementation and maintain high standards of transparency, accountability, and operational excellence.

The position holder is key staff member in overseeing the financial and administration functions for the SHA/WFP Project as part of the overall responsibility. The position holder will directly report to the Head of Finance and Admin, and will have matrix line management, to the Senior HR and Admin Officer role in Addis Ababa. The role will support the Senior HR and Finance officer in their day-to-day activities by following up and executing tasks related finance and administration, as well as undertaking warehouse management.

Key Responsibilities:

1. Finance and Accounting

• Handles utilities payments and other related matters in close follow up with the staff members
• Prepare bank transfer letters and cheques,
• Responsibly feeding the online transfer payment, where applicable for next reviewer
• Arrange, organize, and hand over financial documents
• Prepare and submit monthly tax reports
• Compile and prepare withholding tax receipts
• Ensure proper documentation and compliance with financial and tax requirements
• Reviews and compiles accountancy activities in harmony and online with the internal, HQ, and external relevant regulations.
• Assist in planning and ensures disbursement of cash for project activities timely and accurately.
• Assist in planning and ensures proper delivery of expense or payment documents to Senior Finance Officer (SFO) after verifying the compliance of those documents in accordance with general and accepted principles of accounting, internal, HQ, and external relevant regulations.
• Verifies, checks, and ascertains the accuracy and validity of invoices, documents submitted to SFO after for payments, and arranges payments accordingly.
• Informs to immediate supervisor for promptly corrective actions on observed irregularities, discrepancies, errors, or any deviations before preparing and effecting payment.
• Effects or ensures payment are made according to agreements and from the appropriate fund.
• Makes or ensures that payment requests and documents are approved by authorized person/s and prepares payments vouchers, codes and analyses documents.
• Ensures that all unused official documents (cash receipts, check payment vouchers, petty cash payment voucher, etc) of the organization are properly registered, distributed, and stored, as appropriate.
• Provides payroll inputs to SFO for the preparation of monthly payroll for SHA employees according to policies and procedures and applicable laws of the country.
• Remits income tax collection to Revenue and Customs Authority in accordance with requirements of the relevant laws.
• Deposits and or advises same to be deposited staff pension contribution (Provident Fund) to the appropriate fund collector in accordance to the prevailing laws, policies and procedures.
• Checks and ensures timely processing of collection of funds from the Country office for settlements of obligations.
• Ensures and confirms project cash and other documents are kept safely and used accurately.
• Prepares notification of charges or invoices to those concerned projects or personnel, in consultation with HoFA and immediate supervisor.
• Performs his/her jobs actively or proactively in closely or virtually working with senior finance officers.
• Reports on effective usage of allocated financial resources to projects, to head office through immediate supervisor.
• Prepares cash outflow in consultation with immediate supervisor, SFO and relevant program person, accordingly, reminds for timely budget transfers.
• Functionally consults HoFA to effectively perform his/her respective duties.
• Assists in organization and preparation of financial / accounting documents for external auditing.
• Analyses project financial needs for his/her project in accordance to the approved budget of the specific project:
• Ensures the timely payment of taxes to government from the operation of the organization such VAT, TOT, employment tax or withhold taxes, or pension contribution, if applicable.
• Plans, organizes, directs, evaluates, and controls the proper utilization of assets of the organization.

2. Administration and Office management

• Manage office administration including utilities, office supplies, communication systems, and maintenance of facilities.
• Ensure effective HR administrative support: leave tracking, Personnel file management, local contracts and records as per schedule and submit the recording to Addis HR focal person.
• Ensure timesheets are submitted on time.
• Oversee administrative service providers (security, cleaning, maintenance)
• Support organizing workshops, meetings, trainings, and travel arrangements
• Assist the Project Manager in handling performance development review (PDR) for their subordinates.
• Assist staff in signing Code of Conduct and relevant policy

3. Warehouse Management

• Ensure that office facilities and materials are used for intended purpose, kept safe and clean.
• Assisting with day-to-day activities of the HR functions and duties.
• Ensure appropriate records, up-to – data inventory and management of store
• Receive and make an inventory count incoming stock with details on delivery order or Waybill, reports any loss or damage in writing to logistics and finance department
• Store properly all materials received according to first in first out inventory system and providing ready access for inventory and inspection and facilitate removal with minimum easy
• Keep stock records and registers of stored items with the Bin and Stock cards
• Balance the Bin cards against the stock cards
• Counts, checks, and supplies items as per approval/authorized store releases
• Makes periodic checks or records against stocks held and reports any inconsistencies to both finance officer and program coordinator without delay
• Make sure that inventory items are stored appropriately with adequate protection against weather, insects & rodents, fire, and theft. Store commodity groups separately.
• Ensure that the warehouse is clean and tidy, safe, and secured always

Key Relationships:

Internal

• Head of Finance and Admin (Line manager)
• Senior HR and Admin Officer (Matrix management)
• County Management Team,
• Programme Team,
• Finance and Administration Team,

External

• Local Government Authorities,
• Financial Institutions,
• Other International and Local NGOs,

Self Help Africa is an international development charity, and is committed to the safeguarding of all those who we come into contact with or through our work. We are committed to preventing any type of unwanted behaviour relating to our work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and we are committed to promoting the welfare of children and the people we aim to assist with whom Self Help Africa engages. Self Help Africa expects all staff and volunteers to share this commitment and uphold the values and behaviours outlined in the Code of Conduct and Child and Adult Safeguarding Policy, inside and outside of work hours. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Recruitment to all roles in Self Help Africa may include, and be subject to, a criminal records self-declaration, references, and other pre-employment checks, which may include police and qualifications checking. Self Help Africa is committed to the principles of the Misconduct Disclosure Scheme and will request information from previous employers about any findings of sexual exploitation, sexual abuse or sexual harassment during employment. By submitting an application, the applicant confirms her/his understanding of these recruitment procedures.

Qualifications/Knowledge and Experience

Essential:

• Education: Minimum of BA Degree in Accounting, business administration or relevant field of study
• Experience:
• At least two (2) years relevant experience in NGO/INGO and/or relevant sectors
• Professional certification is an advantage.
• Strong knowledge of donor financial guidelines (WFP/WFP, USAID, EU, UN, etc.).
• Proven experience with procurement, warehouse handling, supply chain, and office administration.
• Proficiency in accounting software and appropriate skill to use computer programme for handling financial tasks.
• Experience managing audits and compliance reviews.
• Strong understanding of local labor laws and procurement regulations.
• Flexibility to work in hard conditions with frequent travel to field locations.
• Working knowledge of English and Local languages

Key competencies:

• High integrity and commitment to accountability and transparency.
• Strong organizational and multitasking skills.
• Excellent analytical and financial management skills.
• Strong communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Problem-solving, initiative, and attention to detail.
• Ability to coordinate multiple stakeholders and field teams.
• Adaptability and willingness to travel to program sites.