Finance and Admin Manager at The Ethiopian Associations of Anesthetists (EAA )

EAA’s Mission

The Ethiopian Associations of Anesthetists is dedicated to providing quality anesthesia care services, promoting ethical and standardized anesthesia practice through research and updated evidences, contributing to the health care delivery system of the country, and upholding the honor, rights, and responsibilities of its members.\

EAA’s Values 

EAA aspires to produce safe and highly qualified anesthesia professionals for every Ethiopian and to become one of the leading professional associations in East Africa by the end of 2030.

Scope of work summary: 

The Finance and Admin Manager for Health Workforce Improvement Program (HWIP) is primarily responsible for the financial and administrative functions of EAA. To enhance the financial and operational performance of the Company by leading the design and implementation of financial recording, analysis such as key performance indicators, reporting and management system that provides accurate and current information for better decision making, and supports operational efficiency and effectiveness.

Reporting Structure

• Position Reports to: Executive Director
• Position Supervised: EAA Administrative and Finance Staffs

Work Context 

• Working condition: Majority of the work is at office level but if there is a need may travel to different regions
• Duration: For one year with a potential extension based on performance
• Job Category: Finance & Administration.

Major Duties & Responsibilities

• Lead the development, revision and implementation of cost effective financial management and accounting systems in accordance with accounting principles and business requirements.
• Coordinate annual budget preparation; monitor departmental budgeting discipline and performance to ensure achievement of strategic objectives.
• Prepare annual financial plan of the company indicating schedule of cash inflows and outflows and identifying the best way for financing projects, and prepare long term financial forecasts in relation to developing future strategies for the company.
• Oversee monthly financial report, (actual VS plan, variance analysis and reasons for the variance)
• In collaboration with the Management Team, define annual financial performance target, financial indicators, performance targets, and monitor and evaluate accordingly.
• Oversee effective implementation of Company financial policies and procedures and ensure relevant government regulations are understood and duly observed by all concerned.
• Follow up compliance with tax and other regulatory and prudential requirements and guidelines, and ensure timely and accurate payment of all tax and pension obligations to the concerned organizations.
• Review transactions to ensure they are properly recorded and books of accounts are balanced, and authorize records of transactions and the opening of general and subsidiary ledger accounts.
• Authorize the closing of books of accounts of the Company, facilitate internal and external audit activities, and lead the implementation of auditor recommendations.
• Lead and coordinate the preparation and dissemination of periodic/adhoc financial statements and management accounting reports to reflect product, work unit and Company performance.
• Develop, review and implement policies and procedures to ensure efficient and effective grant management.
• Review the correctness and completeness of payment instruments and approve payments within in scope.
• Direct the timely preparation of accurate bank reconciliations for all Company accounts.
• Administer financial information system and ensue that charges and expenses incurred are allocated to proper accounts and projects.
• Monitor the financial status and exposures of the Company, and availability of adequate finance to accomplish daily operations and satisfy financial obligations, provide advice to Senior Management where appropriate.
• Lead the development and implementation of appropriate and effective cost controlling and analysis procedures and performance analysis and reporting mechanisms for improved cost management and maximize profitability.
• Lead surveys to prepare recommendations for improvements, controls, new methods, and other changes to improve the efficiency of the financial management and accounting system.

Administrative & Operational Duties

• Arrange meetings, trainings, workshops and appointments, draft necessary correspondences.
• Keep and control EAA’s resources such vehicle, stationeries, and procurements;
• Regularly gather HR related data and forms including vacation/ compensation/sickness leave formats,
• Follow up vehicle log book and maintain fuel register.
• Ensure security operations and systems are implemented and followed.
• Ensure that office equipment inventory is regularly updated and ensure regular maintenance of office equipment as and when needed.

Database/Record Maintenance

• Acquire all necessary information and records including contract agreements, financial documents, MoUs, work procedures, and maintain all under standard filing system or database procedures;
• Ensure up-to-date, complete, and accurate database for usage of EAA.
• Other duties as assigned by Executive Director