Finance and Administration Coordinator

About the Organization:

Ayuda en Acción is an organization with an international presence that, from a global commitment, has been fighting against poverty, inequality and exclusion since its birth in 1981. Our scope of action is developed in Africa, Latin America, Asia, and from 2013 also in Spain, in those territories and populations with greater vulnerability and less access to opportunities to exercise their rights with equality and equity. A non-denominational, non-partisan organisation committed to the values that stem from respect for Human Rights and that believes in the need to generate changes that make social justice possible, by addressing the causes that generate inequality of opportunities, social exclusion and poverty. A supportive community of exchange of values and capabilities, based on dignity, equality and mutual respect, which includes more than 120,000 people, a large number of companies and diverse collaborators, whose solidarity reaches around 2,500,000 people with whom we work together to improve their lives.

Ayuda en Accion Ethiopia is currently seeking to recruit committed, energetic, ambitious, knowledgeable, experienced and motivated Finance coordinator for its Borena development program/project and would like to invite qualified and interested persons to apply.

Job Description

The successful candidate will be responsible for the strategic support and a day-to-day general management and administration of the organization’s Finance, Accounts, staff administrations, procurement and asset management and coordination role of local development partners (consortium program) financial/budget management. The post holder works within the framework of the International and local finance and HR policies, procedures, manuals set by AeA international, and the country Office, ensuring all AeA policies, procedures, meet local development partners requirements/procedures, donor regulations, accounting standards, labor law and other local laws are ensured with at all times.

Duties and Responsibilities:

Over all Financial Management          

• Based on the rules and regulations of the country, system, policy and procedure of AeA and donor’s requirement, s/he is responsible for review of travel and training documents, all the daily payment vouchers.
• Follow up and ensures the timely settlement of the respected área office liabilities to the respective government authorities and advances so that only 30 days balance will be transferred to the next month.
• Implement and oversee adherence to office policies and procedures; ensure the office is compliant to the AeA Standards.
• Keep track and process accounts payables and incoming payments
• Prepare bills, invoices, and bank deposits
• Assists the head office and programme department in the budget preparation of respective programmes

Financial Recording, Reporting and Documentation

• Reviews financial transaction of the respected area office, PEP code and grant code of each payment.
• Record vouchers daily on SAP,
• Make monthly bank reconciliations,
• Ensures and comply with the requirements of proper record keeping as per the policy and procedure of AeA.
• Makes sure that financial reporting is timeous, adequate and consistent with the different guidelines involved
• Prepares all the monthly report and present to the área office management team.
• Reviews the monthly report of AeAE local partners and send to the grant coordinator and /or director of finance and Admin, at national office.
• Extract different reports from the SAP and provide to different units of the área office which will be useful for financial reports for different parties like the government signatories, semi-annually and annual reports to donor, and as well as for the area management team.
• Supports the operations director in Producing statutory financial statement for the annual audit
• Make sure that all the financial and administrative documents are kept properly in an easily retrieved manner both in hard and soft copy.
• Make sure all the required documents WHT, GRN, SIN is attached on each payment in accordance with the rules and regulations.
• Maintains personnel files in support of the head of office.
• Ensures that sound supporting documents are available for all the payments done.

Monitoring and Evaluation

• Make continuous monitoring and pre auditing to partners and communities to ensure that all procedures of finance, assets and staff being carried out are in accordance with financial, asset and HR policies, procedures and manuals of AeA to ensuring financial integrity and report compilation process.
• Give timely feedbacks to the respective parties and management team of AeAE.
• Confers with auditors to ensure that required audit reports are available according to the AeAE schedule.

General Administration      

• Maintain an updated staff personnel record at all times by understanding the various policies and procedures of AeA and support the implementation;
• Support the operations director to ensure AeA’s HR, vehicle, finance, procurement, properties policies are adhered to within the country office, partners and communities;
• Checks and follows up vehicle use and its management in accordance with AeA transport policy;
• Administer assets and properties (equipment, furniture, other office facilities) in the country office as per AeA policies and procedures,
• Organizes and verifies accurate maintenance of the asset register and ensures all the office assets are recorded and accounted.
• Support the head office in overseeing day to day attendance of area office staff, collating orderly time sheets and administering leave and sick leave documentation.

Staff Leading and Capacity Building

• Leads and manage staffs under her/his supervision.
• Makes performance evaluation of the staff under his supervision based on AeA policy and regulation,
• Capacitate staff and provides proper induction for the non-finance staff.
• Review gaps and provides proper training for the partners, communities, etc          
• S/he will be one of the bank signatories together with the country director, and area manager
• Performs additional tasks as provided by the immediate supervisor

Required Number – One

Location /Place of Work – Yabelo, Borena – Oromia

Work Day – 40 hours per week

Incorporation – Immediate /Urgent

Duration of the Contract – 1 year with possibility of extension

Position Requirements

Minimum requirements for the job

• The incumbent should hold minimum Bachelor’s degree in Accounting, Finance Commerce or Financial Management, or business management with accounting option from recognized educational institutions/colleagues, universities
• Professional qualification/membership of reputable Professional Accountancy body such as Local accountancy body, ACCA, CIMA or CPA,
• A minimum of 6 years work experience in main stream finance, HR and administration in a wider and reputable institution/s preferably in the NGO sector of which 3 years should be in similar positions,
• Knowledge, practical application and implications of the former and newly introduced financial systems; GAAP, IPSAS, IFRS,
• Strong financial expertise and familiar with management and accounting practices, good understanding on staff management, assets management and relationships,
• Be conversant with Microsoft operating systems, Excel, Power point, and word, e-mail, internet, Skype etc are necessary.

Skills and competencies:

• Excellent Interpersonal and team building skills
• Being agile and a learning attitude
• Strategic thinking and analytical skills
• Good planning and organization skill
• Ability to work well under pressure

Language and other requirements:

• A well Mastery of the local language and English
• Advanced knowledge of MS Windows and ICT tools
• Good knowledge of different donors’ rules and regulations

Women are highly encouraged to apply!