Project Finance and Admin Officer (Based Oda Bultum woreda, West Hararghe Zone, Ethiopia)

Job Description

Job Title: Project Finance and Admin Officer
Organisation: Self Help Africa – Ethiopia
Location: Oda Bultum woreda, West Hararghe Zone, Ethiopia
Department: Finance and Administration
Reports to: Programme Manager, OB ICDP project
Contract type: One-year fixed term contract; renewable based on performance review


About Self Help Africa:

Self Help Africa (SHA) is an international NGO dedicated to the vision of an economically thriving and resilient rural Africa. We have 50 years of experience working with smallholder farmers, farmer associations, cooperatives and agribusinesses across Africa to help farmers grow and sell more food, improve diets, diversify incomes and make their livelihoods more sustainable and resilient to external shocks. SHA also builds awareness of issues affecting smallholders and represent their interests at policy and institutional level.

SHA is a core member of The Gorta Group which is composed of a group of innovative organizations driving sustainable economic and social change across Africa. Comprising Self Help Africa, Partner Africa and TruTrade, the Gorta Group combines expertise in market-based solutions to poverty and rural development; climate change mitigation and resilience; trade facilitation and farmer and worker rights; underpinned by an inclusive ethos that specifically targets women and youth.  In August 2021, United Purpose joined the Gorta Group, which operates as Self Help Africa (SHA), bringing together two organizations with proud histories of assisting those in greatest need. United Purpose, formerly Concern Universal, has worked for more than 40 years as a leader in community-led development and grassroots innovation. SHA now has over 700 staff worldwide, as a result of the merger, and a global turnover of over €40m. We are currently implementing a portfolio of 80 projects in Bangladesh, Brazil, Burkina Faso, Democratic Republic of Congo, Eritrea, Ethiopia, Kenya, Malawi, Mozambique, Uganda and Zambia funded by a variety of institutional and private donors including the European Union, Irish Aid and World Food Programme. In 2020, we supported close to eight million people in rural communities across sub-Saharan Africa, Brazil and Bangladesh.


Job Purpose:

The position holder is key staff member in overseeing the financial and administration functions for the SHA/Glimmer of Hope Project as part of the overall responsibility. The position holder will report directly to the Project Manager in Oda Bultum with a dotted line to the Head of Finance and Administration (HoFA) in Addis Ababa.

Key Responsibilities:

  • Reviews and compiles accountancy activities in harmony and online with the internal, HQ, and external relevant regulations.
  • Plans and ensures disbursement of cash for project activities timely and accurately.
  • Plans and ensures proper delivery of expense or payment documents to HoFA 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 HoFA 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.
  • Collects and communicates all relevant information and data about active project personnel and maintain an up-to-date list of personnel in the payroll by making timely entries of all active project employees;
  • 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 HoFA for the preparation of monthly payroll for SHA employees according to policies and procedures and applicable laws of the country;
  • Upon verification of the payroll allocates costs to respective funds and pass appropriate accounting entries;
  • 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 program accountant;
  • Reports on effective usage of allocated financial resources to projects, to head office through immediate supervisor;
  • Prepares cash outflow in consultation with immediate supervisor, HoFA and relevant program person, accordingly, reminds for timely budget transfers;
  • Functionally consults HoFA to perform his/her respective duties effectively efficiently;
  • 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:
  • Assists in the preparations of financial strategies, annual and operational plans of projects;
  • Assists in the preparation of annual budgets for donors, HQ and government bodies;
  • 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.
  • Ensure that all local recruitments have approved and documented personnel record
  • Liaise with Project Manager and ensure that all field staff submit their leave plans, and records as per schedule and submit the recording to Addis HR focal person
  • Ensure timesheets are submitted on time.
  • Assist the Project Manager in handling performance appraisals for their subordinates
  • Arrange and provide periodical induction and orientations to staff members as well as supervisors on the employees performance management.
  • Oversight the efficient use of fuel consumption of vehicles and motor bicycle and submit a summary report to Addis Logs office.
  • Conduct a regular and surprise field visit and submit the field visit report to Project Manager copying Addis office relevant head of departments from finance, admin, logs, etc.
  • Reports to immediate supervisor in accordance with the organization’s appropriate policies and procedures;
  • Implements decisions of the immediate supervisor;
  • Performs other related duties as assigned by immediate supervisor and the Country finance team.

Key Relationships

Internal

  • Project Manager (Line manager)
  • County Management Team,
  • Programme Team,
  • Finance and Administration Team,

External

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

Qualifications/Knowledge and Experience:

Essential

  • BA Degree in Accounting, business administration or relevant field of study
  • At least two years relevant experience in NGO/INGO and/or relevant sectors
  • Ability to reconciles payments against financial documents;
  • Ability to meet deadlines
  • Ability to sort, handle and care sensitive financial matters;
  • Ability to use appropriate computer programme for handling financial tasks;
  • Quality performance; viable solutions, transparency, helpful, integrity
  • Flexibility to work in field locations

Desirable 

  • Working knowledge of English and Afan Oromo languages

Download the Job Description

This Job Description only serves as a guide for the position available and SHA reserves the right to make necessary changes.

How to apply:

Please download the completed Application Form and fill it in. Then upload this along with your CV and a motivational letter HERE. (Clicking the link will bring you to the recruitment page)

Please note incomplete applications will not be considered for shortlisting.

If you are experiencing any problem with submitting your online application please visit this link for assistance: https://bit.ly/SHA_TechSupport1

Closing date is 30 July 2022 at 5pm

Please note that Self Help Africa Ethiopia advocates for equal opportunity and does not require applicants to pay any fee at whatever stage of the recruitment and selection process. Canvassing will lead to automatic disqualification.

Self Help Africa is committed to the highest possible standards of openness, transparency, and accountability in all its affairs and is completely against fraud, bribery, and corruption. All employees are bound by code of conduct, child protection and conflict of interest policies.

Any candidate offered a job with Self Help Africa will be expected to sign Self Help Africa’s Safeguarding Policies and Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

Police vetting is required.

All applicants are encouraged to read through the following safeguarding policies as you make your applications:

  1. Code of Conduct
  2. Conflict of Interest
  3. Child Protection

Women applicants are highly encouraged; Self Help Africa is an Equal Opportunities Employer