Admin & Finance Manager (AFM)

General Description of Role

The Administration& Finance Manager (AFM) will report directly to the Operations Director (OD). The AFM is responsible for the management of payments and other financial transactions, budgetary control, and other administrative tasks. S/he oversees preparation of budgets, monitoring utilization of finances, and implementation of related policies and procedures. S/he is responsible for handling the CVT’s expenditures, requests, invoices, and other financial documentation. The AFM is in charge of coordinating CVT’s administration system and general workflows. In addition, together with the OD as well as Zonal Managers in Tigray, Gambella, and Amhara s/he will be responsible for uniform and correct application of internal policies and procedures within CVT Ethiopia.

Main Responsibilities

Administration:

• Keep abreast of changing policies and procedures adapted by the government and humanitarian communities, and ensure compliance.
• Manage immigration procedures for expatriate staff and foreign visitors, including obtaining/renewing work/resident authorizations and pass permits.
• Follow up official correspondences and coordinate submission of reports and plans to the government agencies as required..
• Maintain organized and secure filing system for organizational documents/agreements.
• Ensure timely and transparent internal communications via meetings, developing and distributing meeting minutes, posting memos, and other means.
• Provide support for CVT zonal offices as needed.
• Provide supervision for Finance Officer.

Finance:

• Ensure compliance with Ethiopian, donors’, and CVT’s requirements on financial spending and documentation.
• Manage Petty Cash account, and disburse necessary cash for expenses upon verification that necessary authorizations are obtained.
• Keep track of spending and budget, and work with the OD to ensure that the program does not run out of cash.
• Perform cash counts.
• Verify periodically the market price for various supplies
• Ensure all necessary documentations are gathered, correct procurement process is followed, and each transaction is documented both in paper and in accounting software correctly.
• Keep organized and secure filing system for all financial documents, both in hard and soft copies.
• Calculate salary and benefits, and make timely payments upon verification.
• Assist OD in producing monthly financial report.
• Put together finance documentation for HQ submission.
• Draft monthly projection in collaboration with relevant parties and zonal offices.
• Assist in in-country auditing process.

Management of Personnel and HR functions:.

• Implement disciplinary measures, in consultation with direct supervisors and senior management.
• Distribute, verify, and collect timesheets for all staff.
• Ensure tax and benefits are correctly calculated, and the payments are made on time.
• Facilitate recruitment processes, including posting advertisement, drafting job description and contracts, organizing and participating in interviews, and providing orientation for new hires.
• Maintain personnel file and keep track of employment contracts.
• Plan and keep track of staff leave and other absences.
• Provide direct supervision to Logistics Officer and Housekeeper in Addis Ababa office.

Security:

• Manage and ensure the security and safety of staff, premises, materials, and assets in Addis Ababa.
• Communicate with and manage relationship with and performance of security service providers.
• Monitor the political, economic, environmental and social context of the area of operation as well as at the regional and country level.

Start date: December 2022/ January 2023.

Required No: 1

Department: Administration

Supervisor: Operations Director

Duration: One year

Qualifications

• Minimum 8 years of experience working in a similar setting for INGOs.
• BA Degree in Accounting, international development, social sciences, administration or another related field. Combination of relevant experience and academic background will be considered.
• Excellent financial management skills, including financial analysis, planning and prioritization.
• Thorough understanding of labor regulations as well as regulations and policies governing operation of INGOs and expatriate staff.
• Must be detail- and result-oriented, a self-starter, flexible, adaptable, analytical, approachable, ethical, and an excellent team player with excellent organizational skills and commitment to humanitarian work.
• Effective verbal, written, presentation, and listening communications skills including report writing. Can multi-task effectively, with ability to meet strict deadlines.
• Good knowledge of Microsoft Office software and at least one accounting software.

Fluency in English and Amharic. Understanding of Tigrigna and/or Nuer a plus.

Knowledge of Psychology and Psychosocial concepts a plus.