Finance & Admin Officer

About CST

CST Ethiopia represents the overseas development and humanitarian agencies of the Catholic Church from England and Wales (CAFOD), Scotland (SCIAF), and Ireland (CST Ethiopia ) in Ethiopia. The three agencies have over 40 years’ of experience in international development and humanitarian response and are each members of worldwide networks, including Caritas Internationalis. Currently, the three agencies jointly operate a single, integrated country programme in Ethiopia through the legal entity CST Ethiopia. CST Ethiopia works in partnership with local church and non-church organisations, supporting communities in Addis Ababa, Afar, Oromia, SNNPR and Tigray regions.

The CST Ethiopia main country office based in office Addis Ababa assumes overall responsibility for implementing the CST Ethiopia country programme, which currently focuses on resilient communities (sustainable livelihoods, humanitarian preparedness & response, and women empowerment).  CST Ethiopia works with a portfolio of approximately 20 local partner organisations throughout Ethiopia.

The Finance & Admin Officer will be responsible for day-to-day finance functions of the CST Ethiopia Mekelle Field Office. CST Ethiopia finance unit consists of three staff: Head of Finance and Compliance, Financial Accountant, Finance Grant Office and Admin/cashier (based in Mekelle). This position holder will be administratively  managed by the Head of Office –Tigray region and technically managed by Head of Finance and Compliance

The main purpose of this position is to provide an  efficient, timely and relevant day to day financial support and services to the programme and operations departments, preparing the expenditure and income vouchers, attaching the necessary supporting documents, posting all approved vouchers onAgresso General ledger, managing the CST Ethiopia Mekelle Office Petty Cash. The Finance and Administration Officer will responsible for office maintenance, resourcing and asset management.

Financial Accounting

• Responsible for preparing the vouchers for all approved expenditure for CST Mekelle field office. Ensure that all mecessary supporting documents are attached before processing payment
• Responsible for timely payment of approved staff float/advances, direct expenses claims by CST Ethiopia staff, contractors, suppliers and other expenditures after checking the necessary supporting documents.
• Responsible for posting all approved vouchers in the Agresso General ledger on a timely basis.
• Review regularly Agresso reports for control purpose
• Responsible for preparing, maintaining and obtaining confirmation on : weekly petty cash count and confirmation b) following up outstanding travel floats and other advances items
• Responsible for preparation of monthly salaries and transfer to the staff individual bank account after payroll is approved
• Responsible for checking and verifying for all programme related expenditure specifically the required supporting documents that are needed for policy and IF donors requirements as per their rules and regulations before submitting to budget holder for their approval
• To calculate taxes owing and pay these promptly to the Tax Office.
• To calculate Provident Fund/Pension payments required, and pay these promptly into the Provident Fund/Pension accounts of individual staff members
• Responsible for collecting monthly bank statements for field office and make available to HoF for Agresso online monthly bank reconciliation.
• Assist the Head of Finance in preparing the annual budget, budget revisions and related management reports.
• Responsible for making available for all vouchers and supporting documents and for CST Ethiopia internal and external audits.

 Petty Cash Management

• Responsible for the monthly and quarterly cash forecast for programme support budget in consultation with Head of Office and Head of Finance and Compliance.
• Responsible for withdrawing cash (MMK,) from CST Ethiopia bank as per the imprest level.
• Responsible for daily petty cash log sheet is updated and close weekly petty cash count and monthly cash count  which confirmed by Head of Office-Mekele
• Responsible for informing Head of Finance and Compliance on the safe and petty cash balance for maintaining an appropriate level of cash balance in the office
• Responsible for CST Ethiopia Mekelle office cash in office (petty cash and safe balance) are insured covering the risk of theft, fire, damage and burglary risks at all time

Administration

• Liaise with property owners regarding maintenance, facilities and contracting.
• Arrangement for workshops and trainings through proper procurement process and considering value for money.
• Facilitate maintenance and repair of all office equipment including office generator and facilities.
• Prepare Vehicle and Generator consumption reports on monthly basis.
• Prepare all utility and office supply payments for approval by management.
• Manage office facilities such as photocopies, fax and telephones and manage tea/coffee.
• Maintain and update inventory and fixed asset register for office
• Line manage the housekeeper to ensure a clean office and catering as per accepted health and safety standards.

Other

• Participate in organisational strategic planning, advocacy etc as and where appropriate.
• Supporting in implementation of CST Ethiopia strategy plan in localization and partnership.
• Any other reasonable duty as may be assigned by the line manager, or CMT that is consistent with the nature of the job and its level of responsibility.

Qualifications

• Minimum graduate degree in business administration, finance or accounting
• Post-graduate degree in business administration, finance or accounting

Experience

• Minimum of 5 years experience working in finance and admin, preferably for a NGO.

 Skills

• Good financial management, accounting and planning skills
• Computer literacy skills in Microsoft Word, Excel, Power Point and Outlook.
• Working knowledge of English and local language
• Ability to analyse information and present solutions

Qualities

• Understanding of an empathy with, the role of the Catholic Church in development.
• A strong commitment to the work of justice and an empathy with the ethos and work of CST Ethiopia.
• A strong commitment and demonstrated ability to maintain adherence to humanitarian principles, including principles of impartiality and neutrality, especially related to the development, implementation, reporting and resourcing of programmes in diverse geographic, cultural, ethnic, and socio-economic regions and communities.

Safeguarding Programme Participants-Children & Adults

Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. More information on Trócaire’s safeguarding policies available here.

Diversity and inclusion

We welcome diverse applicants to join our inclusive workforce.

Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.

Diversity and Inclusion statement available here.