Finance and Admin Officer

Responsible to: Program Manager

Key Relationship: Internal: Work closely with Finance & Operations and HR, logistics, Project Manager & Humanitarian Head

Job Summary

The selected candidate will collaborate with the project team in the field and support and work closely with the Finance, HR, and Admin officers. She/he provides comprehensive and effective financial and administrative services to the field office, settles payments, and keeps records of store items. She/ he will provide administrative and technical support and play a leading role in promoting and representing HelpAge’s humanitarian programme and principles to key internal and external audiences.

Job responsibilities and key tasks

Finance

• Ensure the availability of adequate petty cash as per the limit stated in the financial guidelines of HelpAge, handle payments and receipts, and process according to the established rules and procedures.
• Prepare payment vouchers and effect payment as approved by the responsible person designated; Make sure that vouchers are checked, verified, and approved by the Project manager.
• Keep complete and accurate documentation; Travel to the field to facilitate and effect payments.
• Update the cashbook and submit the reconciled account to her/ his line manager.

Administration and Property Management

• Handle receiving and issuing store goods/items; update the stock card and submit monthly stock movement by the fifth of the following month.
• Organise the provision of efficient administrative support to staff and teams.
• Organise the efficient, cost-effective, and reliable provision of IT services.
• Be responsible for processing the documents required for legal compliance in Ethiopia.
• Overall responsibility for the central/main filing systems, both paper and electronic.

Person Specification

Essential

• University degree in accounting with at least 5 years of experience for Diploma holders and 2 years for BA in accounting; Experience of cash handling and stock management
• Extensive experience in administrative activities in a busy office environment, report writing and compiling monthly information.
• Excellent communication skills in both written and oral English and Amharic
• Ability to manage filing systems quickly and systematically, and willing to travel and live-in remote locations. Use of Excel, word processing, and email is a requirement.
• Experience in non-governmental organizations (NGOs) in Ethiopia is an advantage.
• Knowledge of Financial and administrative management.
• Strong knowledge of spreadsheets and their use are the requirement.

Safeguarding:

Everyone has a role in creating and sustaining a safe and respectful working environment, where no one comes to any harm or is maltreated. At HelpAge, we take our responsibilities very seriously and will take action against wrongdoing. We will do everything we can to ensure that we do not engage people who pose a safeguarding risk and will undertake criminal record checks as required.