Organisation: Self Help Africa – Ethiopia
Location: Addis Zemen/Woreta and Akesta/Legambo
Department: Finance and Administration
Reports to: Cluster Coordinator
Required Quantity: 2
Contract type: One-year fixed term contract; renewable based on performance review
Job Description
About Self Help Africa:
About Self Help Africa & United Purpose
In late 2021 Self Help Africa (SHA) and United Purpose (UP) merged. The two organisations – one headquartered in Ireland and the other in Wales – implement projects to end extreme hunger and poverty.
This merger doubled our size and reach – and means that in 2022 we are implementing poverty eradication projects in 17 countries, mainly in sub-Saharan Africa. Collectively, we are also part of a group that includes social enterprise subsidiaries Partner Africa, TruTrade and Cumo Microfinance.
In 2022 our work will reach more than six million people and invest upwards of €45m in more than 100 development programmes designed to improve food systems, facilitate access to markets and financial services, combat climate change, gender inequality, and improve access to clean water, sanitation and hygiene.
This is an exciting time to join us as we unite two like-minded and entrepreneurial organisations seeking to tackle the global challenges in progressive and innovative ways.
Job Purpose:
The position holder is key staff member in overseeing the financial and administration functions for the SHA/Glimmer of Hope Project as part of the overall responsibility. The position holder will report directly to the Cluster Coordinator in Addis Zemen/Woreta and Akesta/Legambo with a dotted line to the Head of Finance and Administration (HoFA) in Addis Ababa. He/She will also work closely with the HR and Admin Officer in Addis Ababa to follow up and submit documentation on HR related matters.
Key Responsibilities:
- Reviews and compiles accountancy activities in harmony and online with the internal, HQ, and external relevant regulations.
- Plans and ensures disbursement of cash for project activities timely and accurately.
- Plans and ensures proper delivery of expense or payment documents to HoFA after verifying the compliance of those documents in accordance with general and accepted principles of accounting, internal, HQ, and external relevant regulations.
- Verifies, checks, and ascertains the accuracy and validity of invoices, documents submitted to HoFA after for payments, and arranges payments accordingly.
- Informs to immediate supervisor for promptly corrective actions on observed irregularities, discrepancies, errors, or any deviations before preparing and effecting payment.
- Effects or ensures payment are made according to agreements and from the appropriate fund.
- Makes or ensures that payment requests and documents are approved by authorized person/s and prepares payments vouchers, codes and analyses documents.
- Collects and communicates all relevant information and data about active project personnel and maintain an up-to-date list of personnel in the payroll by making timely entries of all active project employees;
- Ensures that all unused official documents (cash receipts, check payment vouchers, petty cash payment voucher, etc) of the organization are properly registered, distributed, and stored, as appropriate.
- Provides payroll inputs to HoFA for the preparation of monthly payroll for SHA employees according to policies and procedures and applicable laws of the country;
- Upon verification of the payroll allocates costs to respective funds and pass appropriate accounting entries;
- Remits income tax collection to Revenue and Customs Authority in accordance with requirements of the relevant laws;
- Deposits and or advises same to be deposited staff pension contribution (Provident Fund) to the appropriate fund collector in accordance to the prevailing laws, policies and procedures;
- Checks and ensures timely processing of collection of funds from the Country office for settlements of obligations;
- Ensures and confirms project cash and other documents are kept safely and used accurately;
- Prepares notification of charges or invoices to those concerned projects or personnel, in consultation with HoFA and immediate supervisor;
- Performs his/her jobs actively or proactively in closely or virtually working with program accountant;
- Reports on effective usage of allocated financial resources to projects, to head office through immediate supervisor;
- Prepares cash outflow in consultation with immediate supervisor, HoFA and relevant program person, accordingly, reminds for timely budget transfers;
- Functionally consults HoFA to perform his/her respective duties effectively efficiently;
- Assists in organization and preparation of financial / accounting documents for external auditing;
- Analyses project financial needs for his/her project in accordance to the approved budget of the specific project:
- Assists in the preparations of financial strategies, annual and operational plans of projects;
- Assists in the preparation of annual budgets for donors, HQ and government bodies;
- Ensures the timely payment of taxes to government from the operation of the organization such VAT, TOT, employment tax or withhold taxes, or pension contribution, if applicable;
- Plans, organizes, directs, evaluates, and controls the proper utilization of assets of the organization.
- Ensure that all local recruitments have approved and documented personnel record
- Liaise with Cluster Co/Project Manager and ensure that all field staff submit their leave plans, and records as per schedule and submit the recording to Addis HR focal person
- Ensure timesheets are submitted on time.
- Assist the Cluster Co/Project Manager in handling performance appraisals for their subordinates
- Arrange and provide periodical induction and orientations to staff members as well as supervisors on the employees performance management.
- Oversight the efficient use of fuel consumption of vehicles and motor bicycle and submit a summary report to Addis Logs office.
- Conduct a regular and surprise field visit and submit the field visit report to Cluster Co/Project Manager copying Addis office relevant head of departments from finance, admin, logs…etc
- Reports to immediate supervisor in accordance with the organization’s appropriate policies and procedures;
- Implements decisions of the immediate supervisor;
- Performs other related duties as assigned by immediate supervisor and the Country finance team.
Key Relationships:
Internal
- Project Manager (Line manager)
- County Management Team,
- Programme Team,
- Finance and Administration Team,
External
- Local Government Authorities,
- Financial Institutions,
- Other International and Local NGOs,
Qualifications/Knowledge and Experience:
Essential
- BA Degree in Accounting, business administration or relevant field of study
- At least two years relevant experience in NGO/INGO and/or relevant sectors
- Ability to reconciles payments against financial documents;
- Ability to meet deadlines
- Ability to sort, handle and care sensitive financial matters;
- Ability to use appropriate computer programme for handling financial tasks;
- Quality performance; viable solutions, transparency, helpful, integrity
- Flexibility to work in field locations
Desirable
- Working knowledge of English and Amharic languages
Download the Job Description
This Job Description only serves as a guide for the position available and SHA reserves the right to make necessary changes.
How to apply:
Please download the Application Form and fill it in. Then upload this along with your CV and a motivational letter HERE. (Clicking the link will bring you to the recruitment page)
Please note incomplete applications will not be considered for shortlisting.
If you are experiencing any problem with submitting your online application please visit this link for assistance: https://bit.ly/SHA_TechSupport1
Closing date is Thursday 10th November 2022 at 5pm
Please note that Self Help Africa Ethiopia advocates for equal opportunity and does not require applicants to pay any fee at whatever stage of the recruitment and selection process. Canvassing will lead to automatic disqualification.
Self Help Africa is committed to the highest possible standards of openness, transparency, and accountability in all its affairs and is completely against fraud, bribery, and corruption. All employees are bound by code of conduct, child protection and conflict of interest policies.
Any candidate offered a job with Self Help Africa will be expected to sign Self Help Africa’s Safeguarding Policies and Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
Police vetting is required.
All applicants are encouraged to read through the following safeguarding policies as you make your applications:
Women applicants are highly encouraged; Self Help Africa is an Equal Opportunities Employer