Regional Administration, Finance & Program Support Officer -Mekelle, Ethiopia

1.      Administrative Duties,

1.1.   Operations Management

• Lead and contribute to the administrative and operational efficiency of the regional program through:
• Maintaining register of office equipment, computers, electronics etc and assist in the management of fixed asset.
• Following up with appropriate offices on monthly and recurring office bills and settle bills.
• Keeping and controlling the regional program resources such vehicle (leased), stationeries, and minor procurements.
• Making travel arrangements (transport and hotel booking) for staff and visitors.
• Regularly gathering HR related data and forms including vacation/compensation/sickness leave formats, and medical expense reimbursement claims of the regional program staff, and submit the forms, and other necessary info to the HR Officer for filing.
• Following up vehicle log book and maintain fuel register.
• Ensuring security operations and systems are implemented and followed.
• Ensuring that office equipment inventory is regularly updated and ensure regular maintenance of office equipment as and when needed.

 1.2.   Maintaining Administrative Database/Record

• Acquire all necessary information and records including contract agreements, financial documents, MoUs, work procedures, and maintain all under standard filing system or database procedures;
• Ensure up-to -date, complete, and accurate database for usage of Jhpiego regional and country offices.

2.      Financial Management Duties

• Ensure up-to date overviews of financial status to enable further processing, and decision making for the regional program through:
• Acting as custody of petty cash and prepare petty cash settlement and replenishment.
• Keeping records of financial transactions and enter the date in to QBE of the regional program.
• Following up on settlement of advances issued to the staff.
• Providing inputs to and participate in budgeting for the program s/he is in.
• Assisting consultants to fill in consultant invoices and other related contractual documents.
• Delivering payments to various offices.
• Producing withholding receipt to the concerned body.
• Keeping used and unused printed documents in a safe custody and control usage by maintaining a register.
• Preparing bank and petty cash reconciliation statement.
• Making reconciliation statement of advances on a monthly basis.
• Assist in the payment facilitation processes for different events like trainings and workshops.
• Prepare Checks, Telegraphic Transfers (TT), and Check Payment Vouchers and handles routing for signatures.
• Put on “PAID” stamp and Performing detailed filing of finance documents so that they        can easily be retrieved and audited.
• Assisting in the review of travel-related financial documents to ensure completeness prior to reconciling.

3.      Program Support Duties,

3.1.   Support Program Planning and Implementation

• Provide day-to-day support for planning, coordination and implementation of meetings, workshops, trainings, and other related program activities.
• Draft relevant correspondence related to program implementation, including participant invitation letters, responses to requests from the RHB, etc. Provide follow-up as appropriate for all correspondence, including confirming attendance of invited participants.
• Actively participate in the business development process by assisting in budgeting, preparing payment vouchers and documentation of financial documents in the region
• Serve as the key point person for coordination with the events management company implementing project trainings and events.
• Collaborate with the program officer (PO) in country office and assist technical staff in planning and budgeting
• Assist the program manager and Regional advisors in updating project activity plans, looking ahead at upcoming activities and following up to ensure activities are implemented within schedule.
• Participate in weekly regional program team meetings to discuss on the progress of program implementation and take part in program staff meetings organized by the PO as needed
• Follow progress using an activity checklist, ensure complete preparation is done and relevant stakeholders are involved and activities are implemented smoothly according to the plan.
• Facilitate the timely ordering and procurement of training materials, stationery, equipment and supplies required to support program activities.
• Liaise closely with regional finance team to facilitate procurement and financial transaction
• Collect consultant contracts and follow up as needed to ensure the timely payment for their work, including collecting all required documentation from them such as reports, invoices, etc.
• Coordinate logistics and planning arrangements in support of program activities; this includes but not limited to: request printing of necessary materials, venue/loading arrangement and bookings, vehicle request, etc.
• Provide on-site assistance at trainings, workshops and meetings, including registering attendees, providing per diem payments, settle hotel bills and other related payments and arranging all required logistics.
• Print and follow up the signing of the certificates by relevant signatories as per organizational standards.
• Facilitate regional team field travels, lodging and etc,
• Any other tasks requested by the Program Manager.

 3.2.   Program Documentation, Monitoring and Evaluation

• Assist in drafting workshop preceding and event reports
• Check completeness of the registration and attendance sheets and assist trainers to ensure that training and participant information forms is correctly filled at all trainings conducted by the Team and that these forms are submitted to Jhpiego M&E Unit timely.
• Follow event coordinators to submit TIMS’ data and ensure appropriate recording to ensure correct data is documented by the M&E Unit
• Maintain a hard and electronic copy of all training materials and documents developed by various team in the region.
• Provide input for quarterly, semi-annual and annual program reports developed in the region.
• ·Assist the finance officer to collect trip and training reports from all local and international activities and trips in the team, file them as appropriate and upon instruction deliver to the necessary funding bodies and partners.

3.3.   Filing and other tasks

• Receive, screen, log and route all program related correspondence and maintain an effective follow up system.
• Draft correspondence and reports as assigned.
• Assist in the budget preparation process
• Maintain files as directed by the PO and regional Program manager
• Maintain up-to date lists of names and addresses of partner organizations, officials of the Regional government and relevant others.
• ·       Keep regional program manager fully informed about the day-to-day activities and task implementation problems as they arise.

4.      Other duties as assigned by supervisor.

Required Qualifications:

•  University degree in Business Management, Accounting or related field;
• Minimum of five to six years’ relevant experience in portfolio/program administration in the areas of operations, program management, administration, accounting, financial management, budgeting or auditing, preferably within an US Government Agency, international Agency, NGO or national health agency
• Knowledge of laws, regulations and procedure governing US agency financial management. Good working knowledge of budget and fiscal procedures; contracting & procurement regulation and program management.
• Proficient in Speaking/Reading/Writing English, national/regional languages;

Required Qualifications:

Proficient in Speaking/Reading/Writing English, national/regional languages;

•  University degree in Business Management, Accounting or related field;
• Minimum of five to six years’ relevant experience in portfolio/program administration in the areas of operations, program management, administration, accounting, financial management, budgeting or auditing, preferably within an US Government Agency, international Agency, NGO or national health agency
• Knowledge of laws, regulations and procedure governing US agency financial management. Good working knowledge of budget and fiscal procedures; contracting & procurement regulation and program management.

Abilities/Skills:

•  Interpersonal Skill Requirements: Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships with MOH, NGOs, and other relevant partners;

Ability to:

• interact skillfully and diplomatically with numerous counterparts;
• work in a complex environment with multiple tasks, short deadlines and intense pressure to perform;
• work proactively, organize and manage own work and assist others to do the same;
• Demonstrable experience in event management
• Comfortable with a team approach to programming and the ability to manage several major activities simultaneously
• Background in and understanding of international development work
• Ability to work proactively, organize and manage own work and assist others to do the same
• Highly motivated and confident and ability to make decisions within bounds of the position
• Computer literacy included demonstrated proficiency with Excel, and accounting packages;