Job Description
EngenderHealth envisions a gender-equal world where all people achieve their sexual and reproductive health and rights. We believe this is essential for ensuring all people can achieve their full potential. To achieve this vision, we implement high-quality, gender-equitable programs that advance sexual and reproductive health and rights.
EngenderHealth is seeking well-qualified and interested candidates to apply for the Finance and Administration Officer position for its REACH project at the duty station of Jimma, Oromia region.
JOB SUMMARY
The Finance and Administration Officer (FAO) will be responsible for ensuring the use of an efficient financial system as per the standard operating procedures of EngenderHealth. In addition to this, the candidate will be overseeing the overall office administration of the field office.
ESSENTIAL FUNCTIONS
a) Finance
- Ensures that proper financial policies, procedures, and systems are operated and maintained at the field office
- Monitors cash flow and requests top-ups from head office
- Handles petty cash imprest account for the region as required including timely replenishment.
- Ensures that all financial transactions are compliant with local laws, donor regulations, and internal policies.
- Responsible for bank reconciliation preparation, and field office advance settlement tracking.
- Responsible for the quarterly financial report preparation, securing central office approval, and submission to the government.
- Ensures that the program expenditure is within the available fund, annual budget, and work plan.
- Ensures that all financial records are properly kept and serves as a custodian of cheques.
- Processes all payments including obtaining expenditure approval, effecting payments, and recording financial transactions.
- Maintains a comprehensive filing system for financial and administrative documents.
- Prepares monthly budget forecast and advance requests.
- Assists Regional Team Leaders in preparation of annual budgets and tracking budget vs actual.
- Coordinates per-diem and other workshop/training-related payments.
- Reviews and sends accurate timely monthly financial reports and copies of financial documents to the EngenderHealth central office. Takes necessary corrective actions on the feedback from the central office finance unit.
- Monitors cash flow and expenditure against budget and advice the regional Team Leader on possible corrective action, ensures well-functioning of office equipment and facilities and arranges and coordinates with the Operations & Logistics Officer for repair and maintenance as required.
- Link with central office grants and contracts unit for any support required to link with local sub-grantees.
- Assists in the coordination of year-end audits.
- Manages warehouse process and documentation as required.
- Works closely with Roving Finance Officer for any coordination or regional office document review.
- Provides support to the office in all other financial matters.
b) Administration
- Responsible for property management.
- Ensures the timely payment of office rent, telephone, fax, and other related payments.
- Ensures availability of sufficient consumable supplies.
- For offices where EngenderHealth is hosting other partnering organizations, coordinate the office monthly plan for use of consumables, track a unified system budget for admin costs and report variances to the central office for timely action, etc.
- Provide administrative coordination support for unified management-related activities where required.
- Coordinates travel arrangement and oversee transport operations.
- Supervises support staff and support activities.
- As directed by the Regional Team Leader, supervises, and coordinates many events, meetings, and occasions held by the program.
- Implements performance review and performance management for all Admin staff.
- Tracks staff leave schedule and PEP.
- Acts as a focal team member for DOVICO management in the regions.
- Ensures the maintenance and reconciliation of stock and bin cards, periodically ensures, and reports the physical existence of inventories and assets.
- Carries out any other responsibilities as directed by the Regional Team Leader & Matrix Managers that are in line with the organizational structure of EngenderHealth-Ethiopia.
REQUIREMENTS
- BA in Accounting, Business Management, Financial Management, or related field.
- Minimum 3 years of relevant work experience for BA holders. NGO experience is preferred.
- Good knowledge of financial principles and practices.
- Work experience in a supervisory position is a plus.
ESSENTIAL SOFT SKILLS
- Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation.
- Excellent coordination skills, time management, and ability to prioritize tasks.
- Ability to work under minimum supervision.
- Ability to effectively work in a team.
- Willingness to work under pressure.
PREFERRED SKILLS, ABILITIES, AND FUNCTIONS
- Good accountancy and report writing skills.
- Good knowledge of computer applications – QuickBooks and Peachtree.
Disclaimer
The above statements describe the general nature and level of work being performed by the person(s) assigned to this job. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed and assigned.
EngenderHealth provides equal employment opportunities (EEO) to all employees and applicants for employment, without regard to race, creed, ancestry, citizenship, religion, color, gender, gender identity, gender expression, age, national origin, political belief, sexual orientation, genetic information, status as a survivor of domestic violence, marital status, pregnancy status, disability or any other protected characteristic or status under applicable federal, state and local laws.
EngenderHealth complies with applicable federal, state, and local laws governing non-discrimination in employment in every location in the United States in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
EngenderHealth is committed to safeguarding all people, particularly children, vulnerable adults, and beneficiaries of assistance from any harm that may be caused due to contact with EngenderHealth. This includes harm arising from the conduct of staff, associates, and partners, and the design and implementation of programs and activities.