Finance and Admin Senior Officer

Position: Finance and Admin Senior Officer

Organization: Hachalu Hundessa Foundation Head Office

Managerial Level: (Mid-level, manager)

Employment Type: one year contract, with possible of extension based on Fund availability and job performance (Full time)

Salary: Negotiable About HHF

The Hachalu Hundessa Foundation (HHF) is a respected non-profit organization dedicated to perpetuating the profound legacy of the iconic Oromo artist and human rights activist Hachalu Hundessa, who was tragically assassinated in June 2020. Hachalu Hundessa Foundation has been registered and accorded legal personality with Registry Number 5671 on June 17, 2021 as Local Organization in accordance with the Civil Society Organizations Proclamations No1113/ 2019 to embody the spirit of Hachalu Hundessa’s legacy by promoting and supporting artistic activities, social justice, cultural enrichment, educational initiatives, engagement in community Humanitarians and development projects/programs, and overall empowerment of the Oromo and other vulnerable communities.

Jobs Summary:

An inspiring and dynamic Finance and Admin Senior Officer is responsible for fiancé and Admin strategic and policy, manuals and tools development, managing and leading financial, human resource, administrative, logistics, procurement and Income Generating Activities functions of the HHF. Property administration matters of the HHF. The Finance and Admin senior officer is expected to play a key role in ensuring effective, efficient and professional financial, HR and property administration functions.

Duties and Responsibilities

Job Responsibility #1: Policy and strategy development

• Develop financial, Admin, Logistic, HR, Procurement Policy for the Hachalu Hundessa Foundation (HHF).
• Develop financial, Admin, Logistic, HR, Procurement Strategy for the HHF.
• Develop financial, Admin, Logistic, HR, Procurement different tools for the HHF.
• Develop financial, Admin, Logistic, HR, Procurement procedure for the HHF

Job Responsibility #2: Financial and Budget Management

• Prepares periodic reports and budgets concerning the activities of the Foundation and share for respective bodies for information and further action as required.
• Prepares the annual financial plan of the HHF and ensures for the proper implementation of the plan.
• Ensures the timely and quality preparations of project budgets, reports in close collaborations with the HHF Board Directors, Executive Director and other HHF team.
• Identifies potential fund sources and actively works for the foundation of fund from different local and foreign sources in collaboration with program team.
• Managing fund utilization (Reviewing, Approving, effecting payment) according to budget
• Continuous follow up on the budget and actual financial report, and communicating with concerned departments, project focal persons and collecting feedbacks from departments and donors

Job Responsibility #3: Human Resources and General Administrative matters of the HHF.

• Monitors and controls the overall internal work process of the HHF and actively works for its continuous improvement.
• Ensure the proper implementation of HHF’s Human Resources Policy Manual and the Labor Code of Ethiopia reference in every decision
• Organize recruitment process, participate in recruitment and selection of team members as required in consultation with team and Executive Director.
• Facilitate Preparation of annual leave plan and ensure that all employees’ have submitted their leave plan each year and follow up the implementation of the plan accordingly, and work in close collaboration with HR Department
• Ensure KPI settings and performance appraisal is conducted for all employees in the association according to the guideline and performance Management cycle of HHF.
• Prepare and submit periodic reports on human resource of the HHF to concerning government organizations as per the requirements of respective government offices.

Job Responsibility #4: Procurement, logistics and Property Administration of HHF.

• Designs and implements effective and efficient vehicle and other fixed asset administration strategies, policies and procedures.
• Ensuring the internal control system on procurement, Asset management, travel request and settlement, training settlement, and related activities according to the internal control producers and acting on feedbacks given from internal auditor as well as respective donors
• Collecting the department’s annual procurement plan and compiling it for semi and annual purchase.
• Facilitates procurement of different services and materials upon the request made by user department/work units.
• Ensures that full compliance of procurement and property administration activities with organizational rules, regulations, policies and strategies of the HHF as well as donor requirement.
• Oversee the proper Facilitation of the stock replenishment process in consultation with other and all concerned teams’ team.
• Follow up on staff contract renewal, staff file arrangements, attendance sheet, and related in close collaboration with the HR and executive Director.

 

Job Responsibility #5: Internal Control

• Develops and maintains effective internal financial/accounting system that supports tracking of grants and contracts implementation.
• Timely submission of regular financial reports to donors and other stakeholders & maintain donor compliance.
• Facilitates external audit services, at the end of each fiscal year, in order to get opinion on fair presentation of Association’s financial position.
• Work on action plans set out in the last month identified areas that need improvement.
• Facilitating the hiring and communicating of external auditors on time and follow up the issuance of reports on time
• Providing on job training and sharing experience for the accountant and cashier on cautious bases.

Job requirements Education and Qualification

• MA/MBA/ BA Degree in Accounting, Economics, Accounting & Finance or other related field of studies from a recognized University.
• 4/5 years should be in managerial position and NGO especially in fiancé and admin position. Understanding the working context with professional NGO is a plus
• Understanding of performance quality improvement issues and approaches in a local NGO setup.

Additional Training:

• Accounting application Software training certificate is advantageous
• HR administration training certificate
• Property administration training certificate

Competencies/ Personal attributes

• Demonstrate commitment to the vision, mission, core values, aims and principles of HHF.
• Ability to maintain confidentiality and foster trust and respect.
• Being self-motivated and highly organized, detail oriented
• Being flexible and able to work well under pressure.
• Having strong desire and skills to work with other as a team.
• Having good communication skill (both oral and written)
• Having good facilitation and coordination skills

Technical skills

• Having demonstrable knowledge and experience of managing grants of multiple funding organizations
• Having knowledge of Peachtree Accounting system
• Having HR administration skills including the labour law.
• Having property administration skills
• Having strong local and international procurement skills.
• Having strong MS office and the ability to use new technologies
• Consistently showing accuracy and preciseness.

Required Skills & Abilities:

• Ability to work in a complex and demanding environment with multiple tasks, short deadlines and intense pressure to perform;
• Effective communication in English and Affan Oromo (written and oral) with strong presentation and writing skills;
• Financial management, supervisory and people management skill is highly desirable.
• Special certificates in financial management, education and related is a plus.
• Having demonstrable knowledge and experience of managing grants of multiple funding organizations.
• Establish and maintain effective working relationships with staff and partners, and flexible;
• Computer Literacy (Word, Excel, power point and plus);

Language

• Fluency in spoken and written English and Affan Oromo.

What We Offer:

• A unique opportunity to lead a growing and impactful organization.
• The chance to advance Hachalu Hundessa’s mission and make a significant difference in the community.
• A passionate and dedicated team.
• Competitive salary commensurate with experience.
• A supportive working environment