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JOB SUMMARY
The Finance and Administration Officer (FAO) will be responsible for ensuring the use of an efficient financial system as per the standard operating procedures of EngenderHealth. The position holder will provide administrative, coordination, and financial management support to the Integrated RMNCH+PPFP scale-up for the high caseload facilities project. The FAO will assist the Regional Team Leader in establishing effective administration and financial support functions for the program and operations, ensuring that all efforts are undertaken in close coordination with the program staff.
ESSENTIAL FUNCTIONS
a) Finance
• Ensures that proper financial policies, procedures, and systems are operated and maintained at the field office level in line with USAID reporting requirements.
• Monitors cash flow and requests top-ups from head office.
• Handles petty cash imprest account for the region as required, including timely replenishment.
• Ensures that all financial transactions are compliant with local laws, donor regulations, and internal policies.
• Responsible for bank reconciliation preparation, field office advance settlement tracking.
• Responsible for the quarterly financial report preparation, securing central office approval, and submitting to the government.
• Ensures that the program expenditure is within the available funds, annual budget, and work plan.
• Ensures that all financial records are properly kept and serves as a custodian of cheques.
• Processes all payments, including obtaining expenditure approval, effecting payments, and recording financial transactions.
• Maintains a comprehensive filing system for financial and administrative documents.
• Prepares monthly budget forecast and advance requests.
• Assists Regional Team Leader/Zonal coordinator in the preparation of annual budgets and tracking budget vs actuals.
• Coordinates per-diem and other workshop/training-related payments.
• Reviews and sends accurate, timely monthly financial reports and copies of financial documents to EngenderHealth’s central office. Take necessary corrective actions based on the feedback from the central office finance unit.
• Monitors cash flow and expenditure against budget and advises the regional Team Leader on possible corrective action, ensures the well-functioning of office equipment and facilities, arranges and coordinates with the Operations & Logistics Officer for repair and maintenance as required.
• Link with the central office grants and contracts unit for any support required to link with local sub-grantees.
• Assists in the coordination of year-end audits.
• Compile VAT reimbursement document monthly and send over to central office.
• Manages warehouse process and documentation as required.
• Works closely with Roving Finance Officer for any coordination or regional office document review.
• Provides support to the office in all other financial matters.
• Monitors cash flow and requests top-ups from head office.
• Handles petty cash imprest account for the region as required, including timely replenishment.
• Ensures that all financial transactions are compliant with local laws, donor regulations, and internal policies.
• Responsible for bank reconciliation preparation, field office advance settlement tracking.
• Responsible for the quarterly financial report preparation, securing central office approval, and submitting to the government.
• Ensures that the program expenditure is within the available funds, annual budget, and work plan.
• Ensures that all financial records are properly kept and serves as a custodian of cheques.
• Processes all payments, including obtaining expenditure approval, effecting payments, and recording financial transactions.
• Maintains a comprehensive filing system for financial and administrative documents.
• Prepares monthly budget forecast and advance requests.
• Assists Regional Team Leader/Zonal coordinator in the preparation of annual budgets and tracking budget vs actuals.
• Coordinates per-diem and other workshop/training-related payments.
• Reviews and sends accurate, timely monthly financial reports and copies of financial documents to EngenderHealth’s central office. Take necessary corrective actions based on the feedback from the central office finance unit.
• Monitors cash flow and expenditure against budget and advises the regional Team Leader on possible corrective action, ensures the well-functioning of office equipment and facilities, arranges and coordinates with the Operations & Logistics Officer for repair and maintenance as required.
• Link with the central office grants and contracts unit for any support required to link with local sub-grantees.
• Assists in the coordination of year-end audits.
• Compile VAT reimbursement document monthly and send over to central office.
• Manages warehouse process and documentation as required.
• Works closely with Roving Finance Officer for any coordination or regional office document review.
• Provides support to the office in all other financial matters.
b) Administration
• Responsible for property management.
• Ensures the timely payment of office rent, telephone, fax, and other related payments.
• Ensures availability of sufficient consumable supplies.
• For offices where EngenderHealth is hosting other partnering organizations, coordinate the office monthly plan for use of consumables, tracking the unified system budget for admin costs and report variances to the central office for timely action etc.,
• Provide administrative coordination support for unified management related activities where required.
• Coordinates travel arrangement and oversee transport operations.
• Supervises support staff and support activities.
• As directed by the Regional Team Leader, supervises and coordinates events, meetings, and occasions held by the program.
• Implements performance review and performance management for all Admin staff.
• Tracks staff leave schedule and PEP.
• Acts as a focal team member for DOVICO management in the regions.
• Ensures the maintenance and reconciliation of stock and bin cards, periodically ensures and reports the physical existence of inventories and assets
• Carries out any other responsibilities as directed by the Regional Team Leader & Matrix Managers that are in line with the organizational structure of EngenderHealth-Ethiopia.
• Ensures the timely payment of office rent, telephone, fax, and other related payments.
• Ensures availability of sufficient consumable supplies.
• For offices where EngenderHealth is hosting other partnering organizations, coordinate the office monthly plan for use of consumables, tracking the unified system budget for admin costs and report variances to the central office for timely action etc.,
• Provide administrative coordination support for unified management related activities where required.
• Coordinates travel arrangement and oversee transport operations.
• Supervises support staff and support activities.
• As directed by the Regional Team Leader, supervises and coordinates events, meetings, and occasions held by the program.
• Implements performance review and performance management for all Admin staff.
• Tracks staff leave schedule and PEP.
• Acts as a focal team member for DOVICO management in the regions.
• Ensures the maintenance and reconciliation of stock and bin cards, periodically ensures and reports the physical existence of inventories and assets
• Carries out any other responsibilities as directed by the Regional Team Leader & Matrix Managers that are in line with the organizational structure of EngenderHealth-Ethiopia.
JOB REQUIREMENTS
• BA in Accounting, Business Management, Financial Management, or related field.
• Minimum 5 years relevant work experience for BA holders. NGO experience mainly in USAID funded programs
• Work experience in a supervisory position is a plus.
• Good knowledge of financial principles and practices.
• Minimum 5 years relevant work experience for BA holders. NGO experience mainly in USAID funded programs
• Work experience in a supervisory position is a plus.
• Good knowledge of financial principles and practices.
ESSENTIAL SOFT SKILLS
• Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation.
• Excellent coordination skills, time management, and ability to prioritize tasks.
• Ability to work under minimum supervision.
• Ability to effectively work in a team.
• Willingness to work under pressure.
• Excellent coordination skills, time management, and ability to prioritize tasks.
• Ability to work under minimum supervision.
• Ability to effectively work in a team.
• Willingness to work under pressure.
PREFERRED SKILLS, ABILITIES AND FUNCTIONS
• Good accountancy and report writing skills.
• Good knowledge of computer application – QuickBooks and Peachtree
• Good knowledge of computer application – QuickBooks and Peachtree
How To Apply
The above statements describe the general nature and level of work being performed by the person(s) assigned to this job. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed and assigned.
Link: https://fs-3701.my.salesforce-sites.com/careers/fRecruit__ApplyJob?vacancyNo=VN680
EngenderHealth provides equal employment opportunities (EEO) to all employees and applicants for employment, without regard to race, creed, ancestry, citizenship, religion, color, gender, gender identity, gender expression, age, national origin, political belief, sexual orientation, genetic information, status as a victim of domestic violence, marital status, disability or any other protected characteristic or status under applicable federal, state and local laws.
EngenderHealth complies with applicable federal, state and local laws governing non-discrimination in employment in every location in the United States in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
EngenderHealth is committed to safeguarding all people, particularly children, vulnerable adults, and beneficiaries of assistance from any harm that may be caused due to contact with EngenderHealth. This includes harm arising from the conduct of staff, associates and partners, and the design and implementation of programs and activities.