Administrative and Finance Manager – FARM project | Addis Ababa, Ethiopia

Terms of reference

“Food security and Agriculture Rehabilitation measures in Conflict Affected Regions of Ethiopia – FARM” Project

Job Description

BACKGROUND:

The Ethiopian Agricultural Transformation Institute (ATI) is a strategy and delivery-oriented government Institute created to help accelerate the growth and transformation of the country’s agriculture sector. The ATI envisions to be the leading center of innovative solutions for the transformation of Ethiopian Agriculture by 2030.

The Institute focuses on two primary national approaches to catalyze agricultural transformation. First, we support the Ministry of Agriculture (MoA), its affiliate institutions, and other partners to identify and address systemic bottlenecks within an Agricultural Transformation Agenda. Second, we support Regional Governments to accelerate the development of high-priority commodity value chains in clearly defined geographic clusters, through the Agricultural Commercialization Clusters (ACC) Initiative.

Our major activities include conducting strategic and analytical studies, providing technical implementation support, coordinating platforms to better integrate partners and projects, and designing and directly leading a number of implementation projects. Our headquarters are in Addis Ababa, and we have regional offices in Amhara, Oromia, SNNP, Sidama, South-West, and Tigray regional offices, allowing us to work closely with a wide range of public, private and development sector partners across the country.

Our Culture

We have an exceptional team of highly competent employees with a proven track record of success in managing complex activities and achieving transformational results.  Our culture is one where talented, dedicated and adaptable individuals are committed to doing their best and exhibit great team work to achieve excellent results. 

At ATI, we provide an exceptional platform for people who want to achieve their highest potential and make a meaningful contribution in changing the country’s agricultural sector.  We offer rewarding work in a young, fast-paced growing organization with passionate, committed, motivated colleagues and excellent career development and training.  We recognize our most valuable assets are our staff and are committed to providing our employees with the tools, training and mentorships necessary to achieve their career goals.

 POSITION SUMMARY:

The FARM project administrative and finance manager is responsible for the administrative and financial management of the FARM project and all related planning and reporting, in accordance with the approved project proposal and international best practices, and in a timely manner. To achieve this, he/she will liaise with FARM project PMU members. He/she will provide oversight across all administrative and financial tasks.

He/she will liaise closely with the Team Leader as well as ATI management as well as with the AFD office for Ethiopia, particularly the AFD project management officer (TA in support of the FARM project). He/she will report to the Team Leader.

 ESSENTIAL DUTIES:

• Oversee and ensure the implementation of all administrative and financial tasks.
• Ensure regular financial monitoring of budgets and provide regular information on discrepancies.
• Undertake all accounting activities related to the FARM project.
• Manage payment of personnel.
• Check the accuracy of all project implementation supporting documents (invoices, travel expense accounts/workshop payment statements/consultation contracts, purchases, etc.) and of their allocation to specific budget lines, with support from the part time procurement officer.
• Coordinate with FARM project relevant stakeholders if any corrections are necessary.
• Prepare monthly/quarterly/final financial reports according to the expectations of ATI central management, the AFD and the EU delegation.
• Support the Team Leader in drafting the annual acquisition plan, and update it as necessary.
• Ensure regular coaching of colleagues (technicians and administrative staff) on administrative and financial tasks.
• Support the subgrant team in the preparation of subgrant documents, communicate with sub-grantees for project implementation and subgrant settlement, coordinate with the subgrant team the implementation and supervision of the project
• Assist in preparing project budget planning.
• Monitor monthly accounting and financial plans for projects.
• Prepare project fund requests in coordination with Team Leader and with support from the part time procurement officer.
• Manage accounting closures and transmission of supporting documents.
• File administrative and financial documents in reference folders with support from the part time procurement officer.
• Review technical and financial proposals presented in the procurement process, with support from the part time procurement officer.
• Implement the acquisition process according to the guidelines provided by ATI and AFD, with support from the part time procurement officer.
• Coordinate procurement, logistics and financial aspects with vendors that provide goods and services for different activities, with support from the part time procurement officer.
• Provide support to the programme’s technical coordination in quality control of goods and services acquired.
• Establish and regularly update an inventory of all FARM project assets, with support from the part time procurement officer.
• Implement the payment processes for vendors, with support from the part time procurement officer.
• Implement the hiring processes and other administrative actions related to the recruitment of local and international consultants.
• Implement the payment process of the consultant.
• Update in a regular basis the financial database of the programme, reflecting recent expenditures as soon as possible.
• Implement the process to purchase tickets and/or provide allowances for travelers, with support from the part time procurement officer.
• Provide support to the Team Leader in drafting and updating the annual work plan.

REQUIRED QUALIFICATIONS, COMPETENCIES, AND EXPERIENCE:

• MSc or above in Accounting, Finance, Management Control, Audit, or equivalent.
• Have at least 8 years of experience in a similar position.
• Strong Communication skills (writing, speaking, composing, presenting, etc).
• Solid overall computer literacy: Knowledge of office software (text and spreadsheets), business software and email/internet.
• Familiarity with database management; and office technology equipment.
• Rigour, autonomy and integrity, and ability to work with tight deadlines.
• Mastery of financial management/monitoring software.
• Knowledge of EU co-financing procedures/rules is a strong asset.
• Have a team spirit and a constructive attitude.
• Be proactive and quick to optimize work.
• Good sense of work organization and respect of deadlines.
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.
• Fluency in oral & written communication in Amharic and English.
• Excellent oral & written communication skills with a highly collaborative working style.

HOW TO APPLY

 APPLICATION INSTRUCTIONS

We invite all candidates meeting the required qualifications to submit (i) a cover letter and (ii) a CV (maximum 5 pages) to https://apply.ata.gov.et

It is mandatory to mention the position title under the subject line of your cover letter.

Please DO NOT submit scans of certificates with your application.

Women are highly encouraged to apply.

Only short-listed candidates will be contacted.