Job Description
ABOUT THE FRED HOLLOWS FOUNDATION
The Fred Hollows Foundation is an international development organisation working to prevent blindness and restore sight. This year marks The Foundation’s 30th anniversary of carrying on the legacy of Professor Fred Hollows, who believed every person had the right to quality eye care, no matter where they live. The Foundation is known around the world as an organisation that works with purpose and determination. With a reputation for excellence, we are well known for making change happen.
The Foundation has grown to work in more than 25+ countries throughout Africa, South Asia, Southeast Asia, the Middle East and the Pacific, as well as Australia. The Foundation has restored sight to more than 3 million people worldwide. We have an ambitious five-year strategic plan that aims to take us even closer to realising our vision of a world in which no person is needlessly blind, or vision impaired and Indigenous Australians exercise their right to sight and good health.
We are also proud to announce we were awarded the Employer of Choice Award (Public Sector and NFP) at the 2022 Australian HR Awards. The Foundation is also endorsed and in partnership with The Life You Can Save.
To find out more about our work, please visit our website https://www.hollows.org
ABOUT YOU
- Ability to work well with others under deadline situations and juggle several priority tasks.
- Outstanding organisational and time management skills including the ability to prioritise and multi-task work;
- High sense of integrity, ethics and confidentiality;
- An excellent team player and result-oriented personality;
- Ability to support the development of skills and capacity including training initiatives;
- Solid knowledge of full-cycle accounting principles, financial systems, budget/cash-flow monitoring and internal accounting controls.
- Knowledge and use of SUN systems.
- Extensive work experience in an international development sector in Ethiopia.
- Strong communication skills including fluency in written and spoken English and the ability to write effectively for varied purposes and audiences;
THE OPPORTUNITY
Working with and Reporting to the Program Manager-Stronger SAFE, The Finance and Administration Officer will oversee the administrative, financial, and human resources management of the Stronger SAFE team and will play a key role in streaming The Stronger SAFE team workflows serving as the link between FHFE country office, employees, vendors.
KEY RESPONSIBILITIES
Financial and Administration related activities:
- Properly codes and records field office expenditure, income, and any other related transactions in the books of accounts
- Receives payment requests, checks supporting documents and coding for completeness and proper authorization; and writes cheques and corresponding payment vouchers.
- Effects payments against receipts/invoices and proper signature of the recipient
- Ensures valid cash receipts/invoices are delivered to finance for all cheques issued to Payees.
- Requesting and taking advance to meet the financing need for programmatic and operational activities, effecting payments following all the finance policies and procedures of FHF Ethiopia and making periodic settlement as per instruction from country office.
- Follows-up and ensure staff and working advances at the Project Offices are liquidated timely.
- Prepare monthly bank reconciliation statements and submit to FC.
- Submit financial documents and reports to Head Office (Addis Ababa) Finance at least once in a month.
- Perform clearance of long outstanding advances.
- Give monthly advance statements to staffs.
- Prepare and submit other regular or on request financial reports, as per the reporting requirements of FHFE, government agencies and other project funders.
- Assist the Field Manager and Field Office team in the preparation and revision of budget estimates and targets, processing, and following-up timely transfer of budget requests from Area office.
- Monitors the field office program’s budget.
- Advise field office team on financial policies and procedures as well as procurement rules and regulations.
Logistics and Procurement activities
- Participate and support in supervision of large-scale activities like MDA, CLTSH trainings and others and coordinate all necessary paperwork for timely payment of Per Diem for such activities.
- Perform liaising activities with government organizations, partners, and other parties in terms of delivering or collecting messages, providing technical support in the areas of logistics or performing other activities as instructed by Project Manager / Program/Project Manager.
- Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment in Project office based on FHFE’s regulations and procedures with the highest possible expected quality.
- Compiles Procurement Plan for the Project Office and send to CO logistics and Procurement Coordinator.
- Verify procurement, stock and fixed asset monthly reports and submit to CO.
- Represents Finance unit in the Project procurement committee and carry out roles as specified per the SOP of the Foundation.
- Conducts & updates anti-terrorist check and keep record of such files.
- Ensure proper handling of local level procurements and timely delivery of goods and services required by programmatic activities in adherence to all required policies and procedures of FHF Ethiopia and global standards.
- Prepares and issue purchase orders on i-POS system.
- Proactively facilitate signing of Certificate of donations by Zonal Health Departments/Woreda Health offices, and receipt of Good Receiving Notes/Model 19 upon delivery of goods to these respective offices.
- Ensure the proper storage of materials and management of corresponding warehouse documents as per the SOP.
- Supervise drivers of FHFE owned vehicles.
- Review rental vehicle log sheet & Prepare vehicle running costs analysis for rented vehicle on monthly basis and submit same with recommendations as appropriate to Project Manager / Project /Program Manager and Country Office.
- Check the timely fuelling, maintenance, and servicing of vehicles.
- Make sure daily and monthly vehicle related checklists and reports are used and submitted on time.
- Review and submit monthly procurement, stock & fixed asset reports to the country office.
- Involve in bi-annual stock and fixed asset physical count and submit report to the Country Office.
- Files all procurement documents in an orderly manner for control and reference purposes.
- Ensure that proper safety and security mechanisms are in place at FHF Project Office
WHAT YOU’LL NEED TO SUCCEED
- BA Degree in Accounting and/or Finance
- 5 years and above experience working in a similar role in a recognized NGO.
- High level of computer literacy with sound knowledge of financial accounting software and spreadsheet packages; use of SUN systems.
- Solid knowledge of full-cycle accounting principles, financial systems, budget/cash-flow monitoring and internal accounting controls.
How we recognise your contribution
Through our internal programs and employee benefits we aim to create an environment where you will feel supported and empowered. Whether your focus is on continuous learning, professional development or finding an environment which enables you to thrive while balancing family or personal commitments, we have a range of programs in place to support you.
SEE ATTACHED ROLE PURPOSE: FINANCE AND ADMINISTRATION OFFICER
To find out more about our benefits click here
How to Apply
Applications should be made via our Website through this LINK, and should include your resume and cover letter. Please address your cover letter to the Talent Acquisition Team and include a response to the “About You”, “Key Responsibilities” and “What You’ll Need to Succeed” sections of the advert as well as details of your current and expected salary.
Applications Close: 31st May 2023
The Fred Hollows Foundation is committed to ensuring our projects and activities are implemented in a safe and productive environment that prevents harm and avoids impacting the health and safety of all people, particularly children, vulnerable people, and disadvantaged groups. Applicants are advised that The Foundation reserves the right to conduct police checks and other screening procedures to ensure we maintain and promote a child safe environment.
The Foundation is also committed to protecting the health of our beneficiaries, donors and partners and require incumbents of this role to be fully vaccinated against COVID-19 (except where medical conditions may make vaccination harmful to their health).
Please be advised:
- Fred Hollows Foundation will never ask for a fee during any stage of the recruitment process.
- All active roles are advertised directly on our website here.
- Please note we will not be accepting CV’s via agencies for this role.
The Fred Hollows Foundation – Ethiopia (FHF-E) has been re-registered and licensed by The Federal Democratic Republic of Ethiopia Organizations of Civil Societies in accordance with the Organizations Of Civil Societies Proclamation No.1113/2019 and certificate number 2985, on May 20/2019
To be eligible to apply for this position you must have the appropriate right to work in Ethiopia.