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Finance and Admin Officer – FH Ethiopia

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Job Description

Internal/External Vacancy Announcement

FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential candidates to apply for the following position:

Position title:                                  Project Finance & Admin Officer

Duty Stations:                                Meketewa and Tachgayint

Duration of contract:                    One-year contract, renewable (with 60 working days probation period)

Closing Date:                                  November 03/2021

JOB SUMMARY

To record, summarize and classify the project’s income and payments within the framework of established policies and procedures. Prepares timely internal and external financial reports and get approval of the project manager. Liaison with HO finance for financial management and internal control related issues and advise the project management team. Also supervises routine administrative activities of the project.

RESPONSIBILITIES

Key Result #1 – Process payments, cash receipts/collections, and cash management

1.       Checks all payment documents (commodities and cash), payment checks, etc for budget and other related issues prior to the project manager’s approval.

2.        Requests cash transfer from the Head Office on time.

3.        Checks that all cash receipt for local collections are deposited on time.

4.        Prepares payroll and pay all relevant payments (income tax, pension, PF)

Key Result #2 – Recording financial and related transactions, produces financial reports for Addis office review

1.       Obtains monthly bank statement from the bank and reconcile with the book record.

2.       Record transactions by account, cost center, program and fund categories

3.       Prepares journal vouchers for cash coupon transactions.

4.       Prepares monthly journal summaries for the project and submit to the Head Office on time.

5.      Get monthly financial reports from the HO and analyze income and expenditure in line with the budget and advise the Project Manager and component heads on issues that require special attention.

6.       Prepares monthly, quarterly, bi-annual and annual project financial reports as needed.

Key Result #3 – Supervises administrative and finance staff; assist project manager in administrative matters

1.       Ensures (in consultation with the Project Manager) that staffs of the project get transportation service properly.

2.       Supervises all cleaning, security and office management activities

3.       In consultation with the immediate supervisor, schedules staff annual leaves, keep and update personnel files.

4.       Assists the Project Manager in financial and administrative matters.

5.       Evaluate performance of subordinates.

Key Result #4 – Make sure internal control is in place, fixed asset and inventory management

1.       Checks inventory and fixed asset records of the project monthly.

2.       Makes sure accurate stock record is in place and reconciles on a monthly basis as appropriate

3.     Makes sure the internal control system of the organization is in place and is observed by all staff members of the project.

SAFEGUARDING POLICY

 

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

GENDER RESPONSIBILITY

  • Provide adequate time to staff to participate in gender sensitivity workshops and related events.
  • Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.
  • Build a better gender balance in staffing through affirmative action.
  • Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.
  • Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.
  • Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.

SAFETY & SECURITY RESPONSIBILITY

  • Encourages compliance of Safety and Security principles and policies of the organization by all staffs;
  • Visiting project offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;
  • Explains to staffs the reasoning behind the organization’s safety and security policies and procedures
  • Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members.  If possible, he/she should conduct briefing and training sessions himself/herself;
  • Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;
  • Encourages staffs to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.

Job Requirements

JOB LEVEL SPECIFICATIONS

  • Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
  • Strong Interpersonal skills,
  • Emotional maturity,
  • Cross-cultural Sensitivity,
  • Ability to work effectively under pressure

EDUCATION AND EXPERIENCE

  • B.A Degree in Accounting
  • Minimum of 3 years’ experience preferably in an NGO Setting.

OTHER REQUIREMENTS

  • Basic computer proficiency is Mandatory
  • Proficiency in English and basic knowledge of the local language

How to Apply

Female candidates are highly encouraged to apply

Competent candidates can submit ONLY their applications with CV’s to: recruitment_fhe@fh.org 

Candidates MUST refer the position title “Finance and Admin Officer” on the subject line of their email and applications

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