Internal Auditor at Rural Community Based Development Initiatives Association (RCBDIA), Ethiopia

RCBDIA is Ethiopian local NOG and   established in 2006, has a strong presence in Wolaita zone and, with its local roots, and is able to influence and support institutions effectively for 17 years.

RCBDIA is seeking an Internal Auditor who is proactive, flexible and able to implement and improve relevant procedures to support the successful implementation of field activities. The main responsibilities are set out below.

Duties and Responsibilities:

Accountancy review

• The Internal Auditor will review and validate the monthly accounting records (accountancy) of the different projects according to the following method based on the accounting calendar.
• All receipts for the coordination database and three project databases (SWC, WASH & COFFEE/Support) will be checked, with a focus on high-level items and complex purchases.
• The time required to check and feedback to the Admin Officers and follow up that corrections are made is evaluated at approximately 50% of this role. This includes:
• Accountancy calendar compliance: Ensuring accounting envelopes are submitted and scanned on time, and that remarks raised by the checking are addressed on a timely basis.
• Accountancy checking: Checking and validating that RCBDIA’s accounting records (receipts and electronic database) comply with the organization’s Internal Rules and Guidelines.
• Procurement checking: Checking and validating all RCBDIA’s expenses have been made according to the procurement procedures, including:
• The purchases made and the documentation completed is properly attached and respects the organization’s thresholds;
• Contract compliance checking: Checking that all contracts the field accountancies refer to, are properly referenced, all invoice prices correspond to the mentioned contract, and tracking is updated for the remaining quantities in the contract (where applicable for framework contracts)
• HR records checking: Checking and validating all RCBDIA staff expenses are justified with up-to-date HR records – including employment contracts and any amendments, annual leave tracking and that payments are made in accordance with each organization’s internal rules/procedures manual.

After his/her review, the Internal Auditor will ensure that all requested corrections (database edits, missing documentation or signatures…) have been made by checking with each Admin Officer and that the accountancy is fully finalized by the monthly deadline.

He/she is responsible to keeping up-to-date monitoring and reporting tools.

Internal audits

• The Internal Auditor is responsible for performing an internal audit of each project on a quarterly basis, which includes a broad review of the functioning of internal controls and procedures, ensuring documentation is up-to-date and complete, and checking adherence to internal rules/procedures.

The tasks will include, but are not limited to: 

1. HR files – check all files are up-to-date and complete, and in accordance with internal rules/procedures
2. Cash count and banking procedures – spot check
3. Framework contract follow-up – check up-to-date and complete
4. Analysis of specific expenses – e.g. fuel consumption by car / by project

He/she will prepare a report outlining key findings, recommendations to be implemented, and will monitor this implementation of changes and submit to FD.

Financial and operational reporting

The Internal Auditor will support the Finance Director in preparing/managing a range of reports required by the Ethiopian authorities, for Inter Aide HQ and for internal management, including (but not limited to):

Liaison with Inter Aide headquarters

The Internal Auditor will liaise frequently with IA headquarters team, including: 

• provide updates on accountancy review status
• Be the primary point of contact to work closely with HQ financial team during donors’ audits.

Organizational structure

The Internal Auditor will report to the Finance Director and will be responsible for supporting him/her in the overall financial management in Ethiopia, to ensure that RCBDIA’s financial requirements are met and that the organization complies with donors’ requirements.

He/she will also liaison to the ARIA Admin and Logistics Assistant Coordinator, particularly for coordination and aligning financial and administrative procedures to ensure efficiency across ARIA.

The Internal Auditor will supervise and support the three Admin Officers (WS, SWC & Coffee/Support), ensuring that bank management, monthly tax and salary payments, HR management (annual leave requests and tracking/benefits are taken/HR document is complete) and monthly fund requests are prepared to a high level.

He/she is responsible for the training the Admin Officers, to develop their skills further, based on identification of specific areas of improvement.

This is an indicative list of key responsibilities, which is not restrictive and may evolve and adapt to the current needs of the projects.

He/she represents the organizations of the alliance and should as such have a positive, respectful and appropriate behavior toward all stakeholders he/she might encounter during his or her duties (all ARIA staff, communities, suppliers, officials etc.)

• Category: Finance, Administration, Accounting
• Location: Based in Wolaita Sodo office
• Under management of: RCBDIA Finance Director and liaison with ARIA Admin and Logistics Assistant Coordinator and HQ Finance Manager
• Contract type: Fixed term with possibility of extension based on the performance.
• Summary: To ensure best practices in financial, accounting and administration management