Finance & Administrative Assistant | Jimma

Operation Smile Ethiopia has a full-time role available for an energetic, committed, and thoughtful professional to support the financial and administrative needs of our growing Jimma country office. The candidate selected will provide financial support to ensure that our systems and processes are in compliance with office policies, as well as provide administrative support to all team members for the planning and execution of project activities.

Based within the Jimma office and reporting to the Ethiopia Finance & Operations Manager, the Finance & Administrative Assistant will need to be able to prioritize and support a variety of tasks. Successful candidates will have experience in providing financial, operational, and administrative support within an office setting, an understanding of basic financial principles, and the ability to coordinate with multiple local stakeholders (including donors, volunteers, local officials, partners, the Sub-Saharan Africa regional office, OSI HQ, and suppliers).

Essential Functions:

Financial Management and Accounting

• Review staff expenses claims with supporting receipts and prepare monthly expense reports.
• Maintain a strong control environment, ensuring accounting records are complete and accurate.
• Ensure all transactions are processed accurately within the accounting system, QuickBooks online, and Microsoft Excel expense report template.
• Maintain fixed asset register book for Jimma office and update timely.
• Ensure the completeness of all payment supporting documents.
• Responsible for managing petty cash like disbursements, replenishment, and petty cash count.
• Ensure bank and petty cash transactions are recorded on QuickBooks online or Excel sheets daily.
• Prepare Jimma office petty cash payment documents, record on the petty cash registration book, and make ready for reimbursement.
• Prepare Jimma office monthly petty cash reconciliation and submit it to the Finance & Operations Manager for review and further approval.
• Prepare monthly site expense report with original payment documents of all transactions and send them to country office, Addis Ababa.
• Support the Finance & Operations Manager in audits (internal and external) including preparation of documents for internal, external and donor audits), in the field office when necessary.

Administration Management

• Provide administrative and operational support to the Jimma office and the Ethiopia Addis Ababa office, such as purchasing office supplies, conducting annual physical inventory, managing office fixed asset registration book, log sheet, staff annual leave, etc.
• Provide logistical and administrative support for local and international volunteers, international and local staff, and other external stakeholder for surgical mission to Ethiopia. This may include, but is not limited to, making hotel reservations, booking flights, distributing email invitations, ordering and ensuring the delivery of meals to international and local volunteers, etc.
• Manage the maintenance of all Jimma office equipment.
• Prepare the Jimma office procurement plan and follow the implementation of timely procurement.
• Carry out other relevant assignments on behalf of the Freedom Fund, as requested.

Experience (education/work) & Competencies Required: 

• A bachelor’s degree in accounting, finance, or business administration from accredited universities.
• A minimum of two years’ experience working as a financial administrative assistant in the NGO sector.
• Proficiency in use of spreadsheets, word processing and computerized accounting systems (preferable QuickBooks Online).
• High levels of integrity and ability to handle confidential information.
• Excellent analytical skills and financial prowess.
• Good organizational and time-management skills.
• Excellent spoken and written English, Oromifa and Amharic language.
• Experience of performing bank reconciliations.
• Experience in handling staff personal file, annual leave records, financial document filing, logistics arrangement (accommodation and travel bookings).
• Self-starter who can identify and complete tasks with minimum supervision.
• Experience with NGO finance and legal processes.
• Experience working with a diverse and global team.
• Knowledge of Ethiopian tax law, labor law and Agency for Civil Society organizations (ACSA).
• Ability to organize effectively, work under pressure with attention to detail, precision, and accuracy.
• This position will require some travel to other woredas in the Jimma zone and the Addis Ababa office.

Benefits:

• Pension contribution
• Medical coverage