Assistant Finance & Administration Officer

Position Title: Assistant Finance & Administration Officer

Location: Addis Ababa

Program: Ethiopia

Salary: 36,700 Gross (29,000 Basic)

Term of Employment: Short-term or for a Temporary assignment (September to December 2025 )

Reports To: Project Director

Background:

The Jesuit Refugee Service (JRS) is an international Catholic organization with a mission to accompany, serve and advocate on behalf of refugees and other forcibly displaced people. It was founded by the Society of Jesus on 14th November 1980 in Rome, Italy. Currently, JRS operates over 56 countries worldwide. JRS has been working in Ethiopia since 1982. Currently, JRS Ethiopia operates in Addis Ababa, Somali region (Melkadida, Kobe and Bokolomayo refugee camps). JRS Ethiopia’s main areas of interventions are education, livelihoods, child protection, mental health and psychosocial support, emergency assistance, and reconciliation and social cohesion.

Overall Responsibility:

The Assistant Finance and administration Officer helps the JRS-CPC Project Director in wide range of tasks including managing all bank and cash transactions of the project; producing and reporting periodical transactions and financial reports; manage payroll, pension fund, and petty cash; maintain all financial documents; as well as manage store and project assets. S/he also renders technical assistance to the project offices. Equally, the position holder will be responsible logistical and administration activities at the Project level.

KEY RESPONSIBILITIES AND DUTIES:

ASSISTANT FINANCE

1. Assist the project level finance and administration operation including preparation of budget for JRS projects and periodical financial reports; monitoring of project offices’ as well as provision of technical supports for project finance staff
2. Assist in the Preparation of updated reports on disbursements made by JRS projects, and advise the management on the overall financial status of the projects;
3. Maintaining daily account of the daily transactions of the project;
4. Balancing the daily account at the end of each day; and checking the daily cash balances;
5. Making daily, weekly and monthly transaction reports at the project level;
6. Be responsible for payroll, pension fund, petty cash and payment vouchers administration of the project;
7. Prepares asset, liability, and capital account entries by compiling and analyzing account information of the project ;
8. Maintain up to dated fixed asset record of the project and report accordingly;
9. Documented financial transactions by entering account information of the project;
10. Assist the Project Director with proper recommendation with financial actions by analyzing accounting options;
11. Summarize current financial status by collecting information; and other reports of the project;
12. Assist the substantiation of financial transactions by auditing documents of the project;
13. Prepare reconciliation report of financial discrepancies by collecting and analyzing account information of the project;
14. Help the maintenance of financial security by following internal controls of the project.
15. Prepare payments by verifying documentation, and requesting disbursements of the project ;
16. Maintain confidentiality of financial information and keep all financial, financial related and personal files in appropriate and chronological order;
17. Contribute to team effort by accomplishing other related tasks as needed

ASSISTANT ADMINISTRATION

1. Assist the implementation and administration and logistics procedures in line with JRS requirements;
2. Assist the management all procurement and logistics activities including management of vehicles and drivers at the project level in line with JRS requirements
3. Monitor fuel log sheet of the vehicles ;
4. Administer employee files and records in order to ensure accurate payment of benefits and allowances;
5. Verify and record timesheets and hours worked in collaboration with the Project Director;
6. Assist the Country Human Resource Manager in the administration, recording and booking for annual leave.
7. Ensure timely payments of salary and associated government tax in collaboration with the Project Director.
8. Order office supplies and food items;
9. In collaboration with Country Logistics Officer monitor fuel log sheet of the vehicles.
10. Verify and record timesheets and hours worked in collaboration with the Project Director.
11. Assist the Project Director (PD) in the administration and booking for annual leave.
12. Administer and prepare incentive workers, contract, and replacement of guards, janitors and update it every six months collaboratively with CHR.
13. Ensure the store management function of the JRS CPC properly and consistent to JRS’s operation.
14. Confirm the inventory of JRS CPC be managed as per the organizational policy.
15. Provide necessary information to different beneficiary groups and parties coming to the center and requiring information about RCC’s service in particular and JRS in general.
16. Ensure and conduct the procurement procedures before and after by keeping proper documentation of CPC up to organizational procurement policy.
17. Follow up proper coding is in place for all fixed assets and other related items which need coding.
18. Assist the management of office equipment and registration of new fixed assets to be reported to Country Logistics officer.
19. Distribute staff support items to all incentive and JRS CPC staff.
20. Track stocks of office supplies and place orders when necessary
21. Check for repairing and maintaining the project properties
22. Manage store and the country office’s assets in collaboration with other country office staff
23. Contributes to team effort by accomplishing related tasks as needed/required by your immediate supervisor.

Qualifications:

• B.A/B.Sc. with a minimum of 5 Years’ experience or MA or MSc degree with 3 years of relevant experience working in Finance and administration
• Demonstrable technical expertise in finance area
• Experience in supervising individuals
• Strong organizational and supervisory skills
• Honest, hard-working, and self-motivated
• Strong interpersonal skills and ability to work within different cultural environments
• Strong written and communication and presentation skills in English and the relevant local language
• Ability to work within a team structure or independently, flexible, and can cope with stressful workload
• Knowledge of project cycle management and sphere standards.
• Demonstrated experience and capacity in conducting data analysis and interpretation.
• Excellent organization, time and general management skills
• Critical thinking, strong analytical skills and objective judgments.
• High degree of competency using MS Office, MS Teams, Excel, PowerPoint, Word and e-mail communication
• Commitment to high level of confidentiality with sensitive information.