Senior Administration and Finance Officer

BACKGROUND

Environment and Coffee Forest Forum (ECFF) is a local, non-political, non-religious and not-for profit civil society organization, licensed and registered in 2005 and re-registered in 2009 and 2019 in accordance the relevant laws.  The vision of ECFF is a healthy and prosperous society that values, conserves and sustainably uses nature. Our mission is to reverse degradation of natural environment, and build a future in which humans live in harmony with nature, by conserving biodiversity, promoting sustainable and equitable use of renewable natural resources.

ECFF is implementing different development project in several woredas in five regional states in Ethiopia, in partnership with different national and international NGOs, government agencies and the academia. Our projects are funded by bilateral and multilateral donors, private foundations as well as UN agencies. ECFF is hiring qualified Senior Administration and Finance Officer that has rich experiences in financial management requirements of several donors, as well as experiences NGO sector administration.

SUMMARY OF THE POSITION

DESCRIPTION OF THE POSITION: The Senior Administration and Finance reports to ECFF Administration and Finance Head, and is responsible ensure application financial management principles and administrative procedures for effective implementation of projects. The position holder is responsible to strictly adhere to the financial procedures and principles adopted by the Organization, meet compliance requirements of donors. The position requires experienced and qualified candidates in both administration and financial management.

FINANCE MANAGEMENT

• Oversee and track all project payments.
• Manage petty cash fund.
• Prepare payment requests, facilitate approval of Admin and Finance Head and Executive Director, and submit according to approved budget, follow up and facilitate payment.
• Review financial reports to ensure timely posting of expenditures.
• Prepare monthly, quarterly, and annual financial reports, as required and in accordance with donor agreements.
• Lead the preparation of the annual budget for ECFF and its projects in coordination with the Admin and Finance Head, Program Director and ECFF team members.

ADMINISTRATION

• Organize staff meetings in consultation with the Program Director and take minutes.
• Prepare weekly updates for staff and partners.
• Facilitate institutional agreements and receipt of signatures on required documentation.
• Organize and supervise all supporting staffs employed by ECFF, and assign them duties and ensure that their work is carried out properly in accordance with their job descriptions. These staffs include: accountant/casher, Drivers, HR Officer, Procurement Officer, & Office Assistant.
• Facilitate staff recruitment and contract extension in partnership with HR Officer and human resource management service provider.
• Ensure that ECFF staff personnel files, contracts, job descriptions, staff evaluations, and leave forms are updated and kept safely.
• Under guidance from Admin and Finance Head, ensure that ECFF employees have signed an employment contract; take their annual leave at the appropriate time; receive their benefits; and sign a release document on termination of service.
• Prepare the annual leave schedule for confirmation by the Admin and Finance Head.
• Ensure that drivers maintain their driving license up to date & effectively implement the organization vehicle policy/Motorbike policy
• Follow up the proper usage and regular maintenance of the project vehicle/s and motorbikes; and also maintain proper filling of log sheets to countercheck the use of fuel and lubrication.
• Recruit, organize and supervise casual labourer at the project office as authorized by the Coordinator.
• Ensure that staff understands their respective Job Description.
• Ensure systems and procedures are compliant with all relevant laws (the organization personnel policy & labour law).
• Liaison with owner/s of the site office premises regarding rental contract, rent payment and any renovation.
• Under the guidance of the Admin and Finance Head, and program team, facilitate procurement of goods and services.
• Together with the Admin and Finance Head and Program Director, assess and identify staff training needs and maintain its records.
• Respect and promote ECFF’’s core values, principles, policies and procedures.
• Assist the Executive Director and ECFF Program team members in managing schedules, meetings, and meeting logistics.
• Manage office spaces, including office phone and internet, office supplies and furniture.
• Perform other duties as assigned by the organization

PROCUREMENT

• Prepare an annual procurement plan based on the approved budget.
• Prepare procurement requests, oversee approval, manage purchases, and follow up on the status of procurement.
• Maintain project asset inventory, including labeling and storage of procured items.

TRAVEL LOGISTICS

• Arrange accommodation, hotels, travel documents for project team members and ECFF guests.
• Arrange logistics for field travel including vehicles/drivers, flights, and hotels.
• Arrange logistics for workshops/seminars/trainings, including venue and related requirements.
• Facilitate duplication and binding of materials and other preparatory work for workshops, field work, and meetings.

POSITION:   Senior Administration and Finance Officer

DUTY STATION: Addis Ababa

DURATION & HOURS:      Full Time, and contract for one year, with a possibility of extension.

QUALIFICATIONS AND EXPERIENCE

• MA/MBA or BA in Accounting and finance
• At least 12 and 15 years of direct work experience, for MA/MBA and BA degree holders, respectively.
• Collaborative skills including ability to work in team, communication skills and interpersonal skills
• Excellent track record in administration and financial management
• Experience of working with NGOS and Private sector agencies

SKILLS AND COMPETENCIES

• English fluency is required;, fluency in other local languages a plus.
• Strong interpersonal skills and display evidence of good team player
• Ability to interact professionally with culturally and linguistically diverse staff and clients.
• Excellent written and oral communication skills and be comfortable participating both as an effective contributor and a listener in-group setting which include senior staff.
• Well-organized, resourceful, effective, and efficient at coordinating multiple resources to get things done
• Have proven track record of successfully working on multiple tasks at once and foresees and plan around obstacles.