Finance and Admin Officer Full Time NEW

JOB SUMMARY

Responsible for maintaining and safeguarding cash and fuel coupons, preparation of bank accounts and cash balance. He/she will be responsible for the project’s store in receiving and issuing commodities as well as controlling bin cards to show proper balance.

PRINCIPAL RESPONSIBILITIES

Key Result #1 – Process payments, cash receipts/collections, and cash management

• Checks all payment documents, payment checks, etc for budget and other related issues prior to the project manager’s approval.
• Requests cash transfer from the Head Office on time.
• Checks that all cash receipts for local collections are deposited on time.
• Prepares payroll and pay all relevant payments (income tax, pension, PF)

Key Result #2 – Recording financial transactions, produces financial reports for Addis office review

• Obtains monthly bank statements from the bank and reconciles with the book record.
• Record transactions by account, cost center, program and fund categories
• Prepares journal vouchers for cash coupon transactions.
• Prepares monthly journal summaries for the project and submit them to the Head Office on time.
• Get monthly financial reports from the HO and analyze income and expenditure in line with the budget and advise the Project Manager and component heads on issues that require special attention.
• Prepares monthly, quarterly, bi-annual and annual project financial reports as needed.

Key Result #3 – Supervision of administrative matters

• Facilitates staff recruitment for community based positions by closely working with HR at the Head Office or regional HR team.
• Ensures (in consultation with the Area Project Manager) that staff of the project get the required support during monitoring visits
• Supervises all cleaning, security and office management activities
• In consultation with his/her supervisor, schedules staff annual leaves, keep and update personnel files.
• Assists the Project Manager in financial and administrative matters.
• Evaluate performance of subordinates.

Key Result #4 – Make sure internal control is in place, fixed asset and inventory management

• Checks inventory and fixed asset records of the project monthly.
• Makes sure accurate stock record is in place and reconciles on a monthly basis as appropriate
• Checks all commodity movement reports for project manager approval.
• Makes sure the internal control system of the organization is in place and is observed by all project staff.
• Performs other duties as assigned by supervisor

SAFEGUARDING POLICY

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

GENDER RESPONSIBILITY

• Provide adequate time to staff to participate in gender sensitivity workshops and related events.
• Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.
• Build a better gender balance in staffing through affirmative action.
• Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.
• Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.
• Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.

SAFETY & SECURITY RESPONSIBILITY

• Encourages compliance of Safety and Security principles and policies of the organization by all staffs;
• Visiting project offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;
• Explains to staffs the reasoning behind the organization’s safety and security policies and procedures
• Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members.  If possible, he/she should conduct briefing and training sessions himself/herself;
• Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;
• Encourages staffs to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.

JOB LEVEL SPECIFICATIONS

• Commitment to serving the poor and in full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
• Flexible and ability to work under pressure.
• Ability to work proactively, organize and manage own work and assist others
• Computer literacy included demonstrated proficiency with Outlook, Work, Excel and off the shelf accounting software, preferably MS Dynamics and Power BI
• Demonstrated strengths in relationship management; able to work with diverse groups of people in multicultural, team-oriented environment
• Skilled in influencing and obtaining cooperation of individuals.
• Utilizes skills in conflict management.
• Have analysis and problem-solving skill.
• Actively participates in teams. Encourages cooperation.
• Welcomes and learns from criticism.
• Able to achieve results in a quality, timely, and cost-effective way.

EDUCATION AND EXPERIENCE

• B.A Degree in accounting and finance, project management field from a recognized and certified institution or university.
• At least 3 years relevant experience in grants management and financial/operational NGO environment is preferred.

OTHER REQUIREMENTS

• Basic computer proficiency is Mandatory
• Proficiency in English and knowledge of the local language