Job Description
Vacancy Announcement
Admin and Finance Officer
Dan Church Aid (DCA) is a Denmark-based international NGO registered under certificate # 1083 by the Authority for Civil Society Organizations and working to improve the wellbeing of particularly the rural and pre-urban people in Ethiopia. DCA’s Programme mainly focus on save live, building resilience and fighting inequality targeting highly disaster-prone areas in Oromia, Amhara, Afar, and Gambella regions.
DCA Ethiopia Office is looking for a competent Admin and Finance Officer based in Bale (Robe).
Vacancy Number: DCA-Eth/VA-007/2023
Vacancy Date: February 24,2023
Post Title: Admin and Finance Officer
Required number: One
Type of Contract: One year contract with possibility of Extension
Duty Station: Bale, Robe
Reporting to: Area Satellite Office Coordinator
Expected Start Date: As soon as possible
Application Deadline: March 06,2023
Salary: According to DCA national staff salary scale
Over all responsibilities of the Job
Field office Finance & Admin Officer has dual accountability to the head of the field office and to the Finance Manager of DCA country office. The Finance and Admin Officer is responsible for accounting, recording and reporting functions of the field office. He also reviews the accounting documents and reports of field offices he is in charge. The Finance and Admin Officer at field office level is responsible also for HR and Admin functions of the field office.
Main responsibilities:
Planning and Budgeting
- In collaboration with program people, responsible to prepare draft budgets for field office running cost and participate in project budget development. Participate in budget reviews and give technical support as needed
- Responsible for preparation of his personal bi-weekly plan and accomplishment report and submit to the head of the field office and FM as applicable.
Accounting, Recording and reporting
- Prepare monthly BVA and share with the programme responsible person and field office management. Responsible also to conduct monthly BVA review meeting with budget holders and field office management.
- Complete time registration of his own and follow-up timely recording of TR at field offices level.
- Review payment requests and journal vouchers.
- Journalize transactions and after approved by the head of the field office enter into Maconomy.
- Reconcile bank accounts
- Follow-up advances, suspense and payables and ensure that they are settled timely.
- Prepare draft government financial reports quarterly and submit to CO finance officer for review
- Prepare Cash flow forecasts and submit cash requirement to CO timely
- Follow-up that legal obligations including taxes are paid on time
- Responsible for monthly recording of transaction in Maconomy.
- Respond to queries of CO finance and different units as soon as possible and communicate supervisors at field office for consultation if needed.
- Communicate SFM/FM when there is a requirement in level of privilege or addition or modification within Maconomy as required.
- Ensure that the financial documentations are well captured, filed, complete and secured.
- By retaining a copy, ensure that financial documents are submitted to CO timely in a secured channel.
Procurement
- Take Minutes for procurement Committee but will not sign on the minute.
- Review the financial document and minutes of the Committee before any payment effected at local level.
- Responsible for recommendation of improvements in the procurement process and report any irregularities observed in the process to his immediate supervisor.
- Follow-up and handle all lease, contract and related agreements and properly documented
- Use of ADMIND for all procurement issues.
Fleet Management
- Control the vehicle movement of the FO
- Monitor the fuel consumption based on filled log sheet
- Collect the log sheet on monthly basis
- Prepare monthly vehicle movement and fuel report to HO
- Consistently use ADMIND fleet management
Internal Control
- Ensure that bank accounts are secured, reconciled timely and inactive accounts are closed.
- Ensure that policies and procedures of DCA CO are respected under his scope of work.
Resource Management
- Maintain a fixed asset register and stock control cards for selected inventory items.
- Ensure that all assets are provided with identification tag consistently.
- Reconcile dispatches and receiving documents for shipments from Country office of DCA at least once in a week and submit reports and copies of Goods Receiving Notes to CO timely.
Auditing
- Facilitate and provide support during annual entity audit and project/programme audits.
- Follow-up for the implementation of audit findings and recommendations provided by internal and external auditors, which are within his/her scope.
Human Resource Responsibility – Financial Management aspects
- Conduct employee development review of his subordinates and give feedback
- Plan and implement when approved for manpower development for staff members under his supervision.
- Delegate tasks to subordinates and providing the required level of support.
- Empower staff and delegate to ensure business continuity and avoid indispensability and disruption of operation duty to staff turnover.
- Manages the FO support team, delegate work and secure that manuals, formats, procedures, systems are known and used correctly.
Human Resources and Admin
- Follow-up periodic employee development review are conducted at field office level in accordance with staff manual
- Compile EDR reports, summaries result and submit to CO, Human resource Unit.
- Facilitate for signing of contractual agreements with locally recruited staff members.
- Follow-up with supervisors for timely completion of probation period assessment for new staff members before end of the probation period.
- Follow-up contractual due dates and notify CO HR about contractual termination or renewal of contractual agreements before due dates.
- Ensure that new staff members are getting proper induction at field office level.
- Ensure that copies of personal files for field office staff are maintained and ensure that all the necessary copies of employment letters and documentation are kept intact and secured with no unauthorized access to the files.
- Coordinate annual leave plans and follow-up staff annual leaves, retains and file copies of leave requests, advise staff to take their annual leave before it expires in accordance with DCA staff manual and Ethiopian labor law
- Follow-up that new staff members are registered for pension scheme
- Ensure that cost sharing liabilities of public university attendee staff members are well taking care off.
- Advise the field office management on DCA staff manual.
- Coordinate complaints on disciplinary issues and follow-up the implementation of disciplinary actions taken for breach of rules and regulations of DCA in consultation with FO Coordinator and CO HR.
- Plan and coordinate staff development need assessment and provision of trainings in consultation with FM, FO coordinator and HR.
Required qualification:
- BA degree in Accounting, Finance or other related fields.
- MA in Business and accounting or ACCA or CPA or MBA of MSc in related fields
- 4 years experience for BA and 2 years experience for MBA/ACCA/CPA
Technical & Other skills
- Proven ability to provide support, to financial and nonfinancial managers and colleagues.
- Excellent understanding on Ethiopian laws on taxation,Pension,labor,Civil society and financial reporting standards
- Ability to work with accounting software
- Analytical skill in interpretation of financial reports,making analysis on investment options
- Ability to optimize, forecast and plan cash resources
- Communication and reporting skills ( verbal and in Writing).
- Ability to work to deadlines with good prioritization and time management skills.
How to apply
Interested and qualified applicants should apply for the post via the below link
https://dca-1.career.emply.com/ad/admin-and-finance-officer-ethiopia/ftr5qp
DCA is an equal opportunity employer and all interested candidates are encouraged to apply regardless of age, race, gender, marital status and religious, political or ethnic affiliation. Please do not mention your religious or ethnic affiliation in your application.
Female candidates with required educational background and experience are highly encouraged to apply.
Submit only application letter and CV.
Only shortlisted candidates will be contacted.