Regional Finance and Admin Officer -Bahirdar & Awassa

General responsibilities       

Under the supervision of the Area Manager and Technical oversight by the Finance Manager in Addis, the Regional Admin & Finance Officer supports the Regional team for timely and smooth implementation of the project activities in the Region.

Specific responsibilities will include, but not be limited to, the following:

Financial responsibilities:

Ø  Ensure that all expenses are properly authorized and documented before payment by checking correct budget codes and seeking prior approval

Ø  Ensure that all payments are prepared on time and in accordance with all financial guidelines and approval procedures including processing check payments to suppliers and staff on a timely basis

Ø  Review the settlement of travel and training advances against JSI travel policy and prepare the journal entry

Ø  Ensuring all vouchers comply with USAID rules and regulations and are supported by enough proof of original documentation, approval, and accuracy in accordance with USAID and JSI policies and procedures.

Ø  Ensure data entry into QuickBooks is done timely and accurately

Ø  Ensuring all the transactions are in order and reconciling the monthly transaction with the bank statement and sharing the portable database (QB) with hard and scanned copies of all documents to the central office by the 5^th of the next month.

Ø  Prepare monthly bank reconciliation for the Regional Office bank accounts

Ø  Verifies that vendor invoices are supported by objective evidence (proper VAT Invoices, PO, VSJ, Quotes, etc.) and comply with JSI and USAID rules before wire transfer payments are made.

Ø  Handles staff’s medical reimbursement process including collecting, checking, submitting, and follow-up with JSI’s Insurance Company whenever requested.

Ø  Ensuring the collection of relevant withholding tax from vendors and issuing withholding tax receipts in return to suppliers to confirm that it is collected. Also coordinates with the field team for any relevant withholding tax collections.

Ø  Assists in liaison with ETC (telecom), DHL, Suppliers, and Government tax offices for DHA’s regular business duties.

Ø  Reviews field training payments paid by field staff according to DHA’s per diem payment policy and when time allows, may travel to and assist the field team in arranging and making payments of training at different locations.

Ø  Maintain filing systems for all financial and accounting records and verify the completeness of the documentation as per the JSI financial policy.

Ø  Maintains proper internal control systems for effective utilization of resources so that accountability is maintained.

Ø  Ensures the monthly field matrix feedback is provided to the Central Office Finance Manager for field account voucher maintenance.

Ø  Reviews field vouchers of all wire transfer payments of staff advances, expense reports, and vendor payments.

Ø  Ensure all financial and local government regulations are adhered to

Ø  Collect bank advices for cash transfers made by Addis office for necessary action and documentation and deal with any other financial transactions outside of the office

Ø  Update and maintain all relevant cash books, ledgers etc. on a daily basis

Ø  Manage petty cash

Ø  Responsible for implementing JSI’s Accountability Framework and Code of Conduct, and adhering to JSI’s policies on fraud management

Ø  Expected to travel 30% of her/his time

Administrative responsibilities

Ø  Coordinate project activities with the Area Manager in close collaboration with government institutions and other partners. H/She needs to be aware of all activities to better manage the administrative aspects of the project.

Ø  Help to set up additional operational sites in the Region in accordance with the project scale out operations.

Ø  Be responsible for maintaining and updating a complete list of fixed Assets in the Region and share the updated register with the Addis Office.

Ø  Participate in the Fixed Asset count for the project’s regional office

Ø  Assist in the preparation of travel; booking hotels, transportation, and other duties as needed.

Ø  Supervise project drivers, and monitor vehicle usage in line with the project’s activities,

Ø  Ensure vehicles are in good condition for field travels, communicate with the concerned department if changes/repair and maintenance are needed

Ø  Maintain vehicle log sheet and monitor vehicle and fuel usage

Ø  Maintain records protocol of outgoing and incoming correspondence of the project

Ø  Follow up as needed to ensure timely provision of various commodities, supplies and services needed for the implementation of projects/programs

Ø  Assist in the procurement process for equipment, supplies etc.  Raise purchase requests, collect quotations, complete analysis sheet, raise purchase orders and finalize procurement

Ø  Handles field office lease agreements and ensures their timely renewal.

Ø  Orientation about the Project Administration and Finance manual to project regional staff.

Ø  Perform other duties as assigned by the supervisor

Ø  Applicants for this position should possess the following qualifications:

Ø  B.A. Degree in Accounting or business management with a minimum of five years’ work experience as an accounting and finance. Experience working in INGOs is a plus.

Ø  Experience with USAID-funded projects preferred

Ø  Good knowledge of accounting and financial management.

Ø  Experience in logistics management, admin and staff supervision

Ø  Experience in QuickBooks is a plus

Ø  Excellent skills in Excel and the ability to access the intranet are required. Good knowledge of other MS applications and working on accounting software is a plus.

Ø  Excellent coordination and interpersonal skills, experience working with multiple projects is a plus.

Ø  Excellent verbal and written communication skills in English.

Ø  Creative, Liaising & handling clients and stakeholders well is a plus.

Ø  Ability to work under pressure, deal with multiple tasks, and respect deadlines.

Ø  Able to work with minimum supervision, independently, and manage time efficiently.