Finance and Administrative Associate -Hawassa, Ethiopia

POSITION DESCRIPTION

Position:                 Finance & Admin. Associate [ Internal Position Title: Finance Associate]

Band:                      E

Reports to:             Regional Manager

Locations:              SNNP Regions

OVERALL RESPONSIBILITIES

The Finance & Admin. Associate will support the regional project staff of USAID Eliminate Tuberculosis Project in overall administration, operational, and financial management of the regional office.  She/He will support in ensuring all financial transactions follow MSH financial policies and procedures. Liaise with operation team regarding all project needs related to administrative, procurement, and personnel issues as needed.

She/He will manage the scheduling of meetings, facilitate communications with external and internal stakeholders, and ensure proper documentation of program files and correspondence.

SPECIFIC RESPONSIBILITIES

·       Keep records of all the necessary files and correspondence of the project. Prepare documents including forms, memos, letters, etc. as required.

·       Maintain supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to staff.

·       Ensure transactions have the necessary approval, prepare payment vouchers, cash receipts vouchers and journal vouchers in accordance with MSH policies and procedures and local government rules and regulations.

·       Coordinate with regional and central team in checking timesheets readiness.

·       Review vouchers, contracts, and any financial documents to ensure accurate calculation of expenses and related taxes, ensure completeness of documentation, proper coding, and compliances against donor, statutory, and MSH policies and procedures.

·       Handle petty cash payments and replenishment requests to ensure they are in line with MSH Ethiopia petty cash policies. Conduct petty cash count, reconcile petty cash balances, and facilitate timely replenishment.

·       Effect workshop, training, or similar event payments as necessary in accordance with MSH Ethiopia workshop administration policy and procedures.

·       Acts as center of communication in answering telephone calls, forwarding questions, arranging meetings for supervisor, acts as office receptionist, provides materials for staff.

·       Schedule, attend, and document project team meetings as required.

·       Develop and maintain project tracking sheets for ongoing activities and pending items.

·       In collaboration with the operation team, coordinate logistics for workshop activities in compliance with USAID and MSH regulations.

·       Provide support to the Regional Manager and team in overall project management functions.

·       Liaise with IT team to ensure network and phone system is always operational in the project offices.

·       Support the project on day-to-day administrative and office management issues.

·       Supervise drivers and office assistants assigned to the regional office.

·       Perform other duties which are in line with the scope of the position as assigned by his supervisor.

QUALIFICATION AND EXPERINECE

·       Bachelor’s degree in accounting, finance, business management, or related field from a recognized university

·       A minimum of four years of experience in international organization of busy work environment.

·       Previous experience in USAID funded project of similar nature, and good knowledge of USAID rules and regulations.

·       Excellent interpersonal skills: demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.

·       Ability to work independently, take initiative and able to meet deadlines with attention to detail and quality.

·       English, and local language fluency including business terminology required.

·       Good computer skill in Microsoft office suite application, and familiar with quick books or similar accounting software.