Finance and Admin Assistant _at Operation Smile, Ethiopia

Operation Smile is an international Non for profit organization that offers free surgeries to people born with cleft conditions. We envision a world in which health and dignity are improved through safe surgery. Founded in 1982, Operation Smile has had its presence in Ethiopia since 2005 with full blown programs in Jimma University Medical Centre in Jimma , St Paul’s Hospital Millennium Medical College in Addis Ababa and Ayder Comprehensive Specialized hospital in Tigray . Operation Smile Ethiopia ( OSE) is currently expanding its program to Hawassa University Comprehensive Specialized Hospital, Hawassa, Sidama Regional State .Operation Smile Ethiopia is looking for a Finance & admin assistant that can assist finance team in accounting and finance works. This is a maternity cover post based in Jimma, Jimma University Medical Center.

Key Roles

• Review staff expenses claims with supporting receipts and prepare monthly expense reports.

• Maintain fixed asset register book for Jimma office and update timely.

• Ensure the completeness of payment supporting documents.

• Responsible for managing petty cash like disbursements, replenishment and petty cash count.

• Ensure bank and petty cash transactions are recorded on excel sheets on a daily basis.

• Prepare Jimma office petty cash payment documents and record on the petty cash registration book and make ready for reimbursement.

• Prepare Jimma office monthly petty cash reconciliation and submit to Finance and Operations manager for review and further approval by scanning and organizing financial documents for regular financial report preparation

• Provide support role to the Finance and 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, managing office fixed asset registration book, 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, international and local staff during the surgical mission program, etc.

• Prepare the Jimma office procurement plan and follow the implementation of timely procurement.

• Carry out other relevant assignments , as requested.

Travel:

This Position will require some travel to other woredas in the Jimma zone and the Addis Ababa office.

Qualifications, Skills and Behaviors

• BA in Accounting from recognized university with zero to one year of experience
• Good communication skill both writing and speaking in English and Amharic and Oromifa languages.
• Basic knowledge and skill of accounting principles
• Basic knowledge and skill of computer including Microsoft offices such as use of words, excel, internet, teams and financial tools.
• Motivated to work
• Skill of coordination and team work
• Easily coachable and willing to learn
• Willing to work during working hours ;with flexibility of working out of regular work hours

Compensations

This is a six month maternity cover position where OSE will pay a fair compensation.

NB: The assistant is responsible for bringing a functional laptop.