Assistant Admin/Finance Officer (2 Positions)

ROLE OVERVIEW

The Admin and Finance Assistant provide day-to-day operational support to the Admin and Finance Officer, ensuring efficient and compliant financial and administrative management within MSI Ethiopia program office operations. The post holder plays a critical role in facilitating timely and compliant payment processes, supporting procurement activities, and ensuring adherence to MSIE’s Finance Manual and donor compliance requirements.

KEY RESPONSIBILITIES AND DUTIES

1. Finance and Payment Processing

• Support the Admin and Finance Officer in processing timely and accurate payments to vendors, suppliers, staff, and other partners
• Support adherence to internal control procedures, including segregation of duties, and proactively identify and escalate compliance issues
• Prepare payment vouchers, payment sheets, and supporting documentation for review and approval, ensuring completeness and accuracy prior to submission.
• Review finance supporting documents (invoices, receipts, contracts, purchase orders) to verify they are authentic, properly authorized, and compliant with MSIE and donor requirements.
• Maintain an organized and up-to-date filing system for all financial documents.
• Monitor petty cash disbursements and perform regular reconciliations, reporting discrepancies to the Finance and Admin Officer promptly.
• Support cash and bank management activities, including payment follow-up and liquidity tracking
• Assist in monthly closing activities, including reconciliations and preparation of supporting schedules for financial reporting.
• Support monitoring of expenses against approved budgets and report variances to the Finance and Admin Officer promptly.
• Assist in audit preparation, including organizing documentation and responding to auditor queries.

2. Procurement Support

• Assist in the procurement of goods and services in accordance with MSIE procurement policies and relevant donor regulations.
• Prepare and process purchase requisitions, request for quotations (RFQs), purchase orders, and procurement tracking documents.
• Obtain quotations from approved vendors, conduct basic comparative analysis, and present findings to the Finance and Admin Officer or procurement committee for decision-making.
• Track delivery of procured goods and services, liaising with suppliers to resolve delays or discrepancies.
• Support the preparation and documentation of procurement committee meetings as required.

3. Administration and HR activities Support

• Provide general administrative support including management of office supplies, correspondence, scheduling, and logistical coordination.
• Support in the management of staff travel requests, advances, and retirement of travel claims in accordance with MSIE policy.
• Support asset management by maintaining an updated asset register and assisting in periodic asset verification exercises.
• Support inventory and stock control processes, including tracking consumables and maintaining stock records.
• Coordinate with relevant departments on administrative matters to ensure smooth day-to-day operations.
• Provide support for human resource–related activities, including timesheet management and the timely settlement of income tax and pension obligations.
• Perform other related duties as requested by immediate supervisor.

Qualifications and Experience

• Bachelor’s degree in accounting and finance, Business Administration, or a related field with more than two years of experience.

Skills and Competencies

• Strong numerical and analytical skills with excellent attention to detail.
• Proficient in Microsoft Office applications, Excel, Word; experience with accounting software (e.g. Sun Systems) is an advantage.
• Proficiency in local language of the location is an asset.

Personal Qualities

• Responsible, careful, and rigorous, with a strong sense of confidentiality and integrity.
• Good communication, coordination, and execution abilities, strong learning ability, team spirit, and service awareness.
• Able to work under pressure and adapt to occasional business trips if necessary.