Accounts Assistant – Sites

Background:

AIDS Healthcare Foundation is a global not-for-profit organization that provides cutting-edge medicine and advocacy to more than 1.6million patients in 45 countries and is headquartered at Los Angeles, California, USA.

Since 1987, AHF has cared for thousands of people living with HIV and AIDS worldwide. As we create and implement unparalleled programs in new communities globally, we expand delivery of healthcare and influence over strategies with the sole aim of saving more lives.

The organization is looking for experienced candidate to its Country Office, where it is providing programmatic leadership and support on HIV/AIDS prevention, treatment, and care, for the following position.

Position Summary:

This position essentially undertakes accounting related financial transactions of AHF-Ethiopia, including finance clerical works, and ensuring adherence to AHF finance policies & procedures upon executing all financial  duties of the organization. Having this position is very critical as the Country Program is expanding its operations to large hospital sites in two more large regions in the country in addition to Addis Ababa. The employee will also assist in efforts to maintain the quality of finance work and meeting all statutory requirements.

Major Duties and Responsibilities:

• Responsible for carrying out AHF-Ethiopia day-to-day accounting related financial activities including finance clerical works
• Ensure adherence to AHF finance policies and procedures while executing all financial duties of the organization
• Receive and record all financial documents, and regularly maintain proper filing system for all financial documents
• Prepare requisition forms, payment vouchers and all associated supporting documents to be certified and approved by the Finance and Administration Manager and accounting firm/ internal auditor
• Check consistencies with quotations for procurements and bid analysis as part of the procurement committee/ Driver and Logistic Assistant
• Maintain the accurate and regular posting of financial data on the accounting software and ensure accurate coding of all payment vouchers and accountabilities
• Receive/record all accountabilities and cash refunds received from staff/partners
• Timely liquidation of advances and timely preparation of receipts and deposit of all cash receipts to AHF bank account; notify management on non-complaint staff/partners
• Ensure taxes and pension are paid timely to the appropriate authority
• Ensure new information of new incoming employee is filled in proper formats and reported to Private Organizations Employees Social Security Agency (POESSA)
• Ensure monthly telephone, internet, water, and electric bills are paid timely.
• Manage the petty cash fund for the office and ensure timely replenishment of the fund to avoid outages
• Dispatching of cheques, CPOs, and EFT confirmations to respective vendors/recipients
• In collaboration with the Administrative Assistant, take part in the preparation and regularly updating of fixed asset register, engrave assets, identify/notify management assets due for disposal and participate in midyear/annual stock counts and asset verification. Timely update the fixed assets in the Asset Panda.
• Effect monthly payments to casuals, regular-casuals, and locums in accordance with their contracts
• Follow up and collect staff medical reimbursement from designated insurance company and disburse the refunded amount to appropriate staff.
• Act as focal person for all communication with the local bank, collect cheque books, statements and bank advises
• Prepare and submit weekly and monthly cash projections to ensure optimal cash levels in the absence of the Finance and Administration Manager
• Take on additional responsibilities as assigned by the Finance and Administration Manager or Country Program Manager

Education, Qualification, and Experience:

• Bachelor’s degree in Accounting or related fields from recognized institution
• Minimum of five years’ experience in a field related to finance and accounting duties
• Experience working in NGO operating in HIV/AIDS, healthcare delivery systems or related fields
• Should have excellent knowledge and proficient in using of computer applications especially MS Excel spreadsheet & MS Word, and Internet exploration skills
• Experience and knowledge in usage of Accounting Software (familiarity with QuickBooks would be an advantage)
• Communicate efficiently and effectively both verbally and writing with good command of English and Amharic languages
• Effective time management and meeting deadlines maintaining quality
• Flexible, proactive and able to organize work independently with minimum supervision
• Good interpersonal interaction skills and keen to work with good team spirit