Finance & Administration Assistant (Maternity Coverage)

Finance &Administration Assistant – 1 (one) (100%) (Maternity Coverage)

Doing the right thing. We are active in Switzerland and 20 countries on four continents. Join us with a commitment to help us bring about a more caring society, here in Ethiopia.

CARITAS Switzerland (CACH) has been working in Ethiopia for nearly 50 years. Currently CACH cooperates with a wide range of civil society, research, and private sector actors in Ethiopia. Registered as an International Foreign Charity Organization in Ethiopia, CACH is also operational at project implementation level. CACH’s main working fields are economic development, agricultural development and food security, WASH as well as Emergency and Relief response. Our current operational covers southern and Eastern Oromia, and Tigray regions, across which several projects are being implemented.

Job summary:

The job holder has the overall responsibility for all administrative and financial issues at both the field and country office levels. He/she records transaction in Abacus (accounting) and assists in monthly and annual closing.

Expected key results:

• Undertake tasks as per the general administrative and financial workflow as defined in the organizational processes and manuals.
• Assuring that responsibilities of the finance and admin unit at the field office level as per internal process definitions are kept and that processes are performed in an efficient and timely manner.
• Handle fixed assets and inventory records at country office level and report regularly.

Tasks and responsibilities

Main tasks and responsibilities

• Works closely with Finance Manager, Logistic Manager and the HoFA (Head of Finance and Admin)
• Keeps proper record of fixed assets and property.
• Prepare payment requests and relevant supporting documents for checking by the SFO/FM.
• Review disbursement requests for accuracy, documentation and validity; effect payment to the right vendor from the right project.
• Recording of financial transactions into the Abacus Accounting/Finance software and meeting all submission dates and reporting requirements.
• Assure accuracy of supporting documentation for accounting records.
• Ensures the timely settlement of advance payments.
• Scan office documents and upload to the accounting software.
• Ensures that all financial and accounting related files and records reflect high professional standards.
• Ensure the implementation of the internal control system and financial procedures manual of the organization.
• Handles petty cash fund in the absence of the cashier.
• Undertake bid analysis as assigned
• Assist /Support in the procurement / storage and distribution of supplies according to the CACH and donor regulations and as per relevant internal processes;
• Ensure that FO and relevant CO staff request and settle advances on time and according to the national staff regulation and internal processes.
• Performs other duties as assigned by the supervisor

Representation

• Present, explain and defend CACH strategy broadly as well as the project specifically.
• Legally and official represent CACH’s interests.

Communication & Administration/HR

• Reporting to the person in charge in case of difficulties, problems, and uncertainties with regard to Finance, HR or Logistics.
• Participation and active contribution in the various team-meetings.
• Pro-active communication with the supervisor (if applicable and different), by this ensuring that activity and work plans are communicated to the concerned people to create the highest possible level of transparency (related also to daily works, extraordinary works, leave days, travel plans and others).
• Maintain time recording adequately and regularly via CACH’s HR online system, using it for leave/workday management.
• Using the MS Outlook calendar and all its functions in a way that work schedules are planned and recorded there.
• Assume direct communication with the concerned staff at the HO in the scope of her/his assignments and in prior agreement with the immediate supervisors.

Educational qualification & experience:

• BA degree in Accounting or Finance & Accounting from recognized university.
• Minimum 2 years of relevant experience.
• Good knowledge of office package (Word/Excel) is required.
• Good organizational skills and attention to detail.
• Experience as a Finance and Admin Assistant is a plus
• Ability to work independently and as part of a team.