Finance and Admin Manager -Borana, Ethiopia

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CARITAS Switzerland (CaCH) has been working in Ethiopia for more than 45 years. Currently CaCH cooperates with four partners in Ethiopia. CACH has successfully been registered as an International Non-Government Organization in Ethiopia and has therefore become operational at project implementation level. CACH’s main working fields are Climate, Income, Migration, and Humanitarian Aid Responses.

Summary of Duties

The Roving Area Finance and Admin Manager (RFAM) has the overall responsibility for all administrative and financial issues at the Field Office level. The RFAM will work under the direction and guidance of the Project Coordinator (PC) at field office and (DHoFA)Deputy Head of Finance and Administration /Senior Finance Manager at the Country Office (Technically).

Main Area of Responsibility

•  Assuring the general administrative, financial (and logistical) flow as defined in the relevant internal processes at field office level.
•  Assuring those 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.
•  Assuring of timely finance reporting in line with donor, internal and government requirements meeting high-quality standard.
• Conduct other duties as may be assigned by the Project Manager.
• Ensure a conducive working environment and enable team spirit in the field.

Finance

• Works closely with Project Coordinators at Field office and Deputy Head of Finance and Administration/Senior Finance Manager at CO level.
• Keeps proper record of fixed assets and property.
• Confirm copy of GRR, SIV & receipts are filed & custodian register is updated.
• Update fixed asset register of the field office
• Review payment requests for accuracy, completeness, compliance, level of authorization and clarity on the invoices.
• Review disbursement requests for accuracy, documentation, and validity; effect payment to the right vendor from the right project.
• Recording of all project office financial transactions into the Abacus Accounting/Finance software and meeting all submission dates and reporting requirements as required by the Programme Accountant.
• Assure accuracy of supporting documentation for accounting records.
• Ensures the timely settlement of advance payments and field level location obligations (such as taxes, provident fund, Pension etc.)
• Periodically submit original and scanned filed office documents to the CO finance section.
• 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 at field office level.
• Be focal person in finance, procurement and other related issues in receiving timely information on all relevant matters of work for CACH in Ethiopia.
• Coordinate of procurement, storage and distribution of supplies according to the CACH and donor regulations and as per relevant internal processes.
• Performs other duties as assigned by the supervisor.

Administration and Logistics

• Supervises that relevant internal finance, procurement and admin processes are respected in terms of time and quality.
• Ensure that FO and relevant project staff request and settle advances on time and according to the national staff regulation and internal processes.
• Support handling of tasks related to the project office Fleet management.
• Handling of tasks related to administrative issues, annual leave management and cleanness of offices
• Support and give guidance for administrative staff under his/her supervision.
• Ensures that the services such as electricity, water line, internet, and telephone lines are properly serving the project office.
• Coordinate provision of general services such as transport, custody and maintenance of properties and project purchases.
• Supervise guards, cleaner and work to ensure effective security systems in the project office by closely working with security guards.

Duty stations will be Yabello  (with frequent field visits to project sites woredas)

Qualification

The ideal candidate represents the majority of the below-mentioned areas:

• Bachelor’s Degree in Accounting, Finance required.
• Minimum of 3 years of experience working with international NGOs 1 year on supervisory level.
• Demonstrated leadership qualities, and depth and breadth of financial management expertise.
• Relevant computer software skills and familiarity with accounting software (including, at a minimum, the standard applications in MS Office)
• Excellent interpersonal skills and experience establishing and maintaining good relationships with a wide variety of professionals and organizations
• Must possess solid communication and presentation skills
• Willingness to adhere to all principles of confidentiality
• Must value operating in a collaborative and cooperative environment
• Ability to show initiative, good judgment, and resourcefulness
• Conduct himself/herself with integrity and function ethically
•  Ability to manage staff and work with senior management