Finance and Administration Assistant

Finnish Refugee Council (FRC) (www.refugeecouncil.fi) is an international non-governmental organisation with Head Office in Helsinki. FRC advocates for the rights of refugees, displaced populations and migrants, and supports their new beginnings. By reinforcing equality and creating opportunities for everyone to lead a good life, FRC promotes the establishment of stable and peaceful societies.

Education forms the foundation of an equal society, and FRC´s activities in Ethiopia place emphasis on capacity building for the most vulnerable members of societies and supports their active participation in communities, thus strengthening basic democratic structures. At the core of FRC’s work is inclusion of vulnerable groups and therefore, special emphasis is placed on the protection of persons with disabilities, women and youth in all activities.

FRC has been registered in Ethiopia and accorded legal personality with Registry Number 4184 on 11^th of June 2019 as a Foreign Organisation.

Position Summary: 

This role will maintain strong financial and administrative processes in the Field Office through effective implementation of financial policies, systems and strong internal controls. The role holder will also be responsible for maintaining an accurate and transparent record-keeping system. There will also be an administrative and HR element to the role and the role holder will be required to assist the Finance and Administration Coordinator in overseeing all general office management and day to day operations including the procurement and logistics functions.

I. Finance 

• Make payments from petty cash and prepare check payments when approved
• Ensure minimum cash balance is available for normal functioning of the field office
• Prepare vouchers and documents for approved payments and reimbursements
• Ensure all the necessary documentation is collected, checked, and attached to payment vouchers before payment.
• Handle petty cash, cash advances and cheque books in safe box
• Record petty cash transactions in the correct account codes (project codes and activity lines)
• Make sure weekly cash count and other internal controls are in place
• Follow up and pay all Field Office cash commitments on time such as: – Office rent, Internet bills, electricity, & water bills.
• Keep records of all amounts paid, received, and reconcile cash balance with records every working day.
• Report all cash shortage/overage and all delayed payments of more than reasonable time.
• Support the Field Finance and Administration Coordinator in paying taxes to the relevant tax authorities.
• Conduct monthly summary of pension, income tax and withholding tax and submit to the finance Coordinator to facilitate payment
• Ensure staff advance settlement Is done on time as per FRC financial policy
• Prepare check payment to suppliers and staff on time.
• Keep filing systems in which documents are readily available, easily traced and ensure that all documents fulfil the appropriate source documentation
• Make a soft copy backup file and scanned financial documents on monthly basis
• Support other staff on financial compliance issues.

II. Human Resources

• Support staff on how to fill in the timesheets appropriately
• Submit and follow up reimbursement of employee’s medical claim to Country Office
• Facilitate any training and workshop related activities to support the program team and as requested

III. Logistic and Stock management 

• Make sure the vehicle movement plan is up to date
• Tracking vehicle fuel consumption and Monthly Report
• Make sure the driver is properly handling and recoding Logbook Day to day
• Make sure the Generator log registration and tracking fuel consumption is up to date
• Make sure the Generator service and maintenance is done on time
• Manages Field office stock balance as per FRC policies and procedure
• Keep all documents related to stock management up to date.
• Make sure the fire extinguisher is located appropriately around the store and that it is refilled on time before expiry date
• Perform any other related duties as assigned by immediate supervisor

Professional Standards:

•  FRC staff must adhere to the values and principles outlined in the FRC Code of Conduct.

A) EDUCATION

•  Bachelor’s degree in Finance, Business Administration or related field of studies.

B) EXPERIENCE:

•  Minimum of 3 years of experience in accounting, logistic and human resources management

• INGO experience
• Familiarity with and previous experience in the refugee context in Ethiopia

Skills, Attitudes and Attributes

•  Good computer skills, particularly with the Microsoft Office Excel and QuickBooks accounting software
• Professional attitude to work
• Good communication skills

Interpersonal relationship 

• Proactive and takes initiative