Senior Finance and Administrative Officer

Senior Finance and Administrative Officer

Duty Station: Addis Ababa

KE 003-26

KNCV Ethiopia

KNCV Ethiopia is a local nonprofit organization established in Ethiopia and registered and accorded legal personality with registry number 7336 as a local organization in accordance with the civil society organization proclamation No 1113/2019. KNCV Ethiopia is dedicated to fight and end human suffering from TB and other related diseases in Ethiopia and support the country toward achieving the global END TB strategy. KNCV Ethiopia works toward contributing in the reduction of TB and related diseases in the country through implementation projects, research, and evidence generation.

Purpose of the position

The Senior Finance and Administration Officer is responsible for ensuring accurate, timely, and compliant financial management and administrative support for the organization’s projects and operations. This role involves financial administration, HR, IT, budgeting, reporting, and ensuring compliance with both donor requirements and in-country regulations. finance and administration activities that ranges from posting of financial transactions; preparation of checks and payment vouchers; Preparation of budget vs actual analysis for timely decision making; advise ensuring the availability of sufficient cash for smooth program operations.

Position in the organization The Senior finance and Administration Officer reports hierarchically to the Finance manager and functionally to the Executive Director.

Duties and Responsibilities

Financial Management and Reporting:

• Prepare, review, and ensure the accuracy of financial documents and reports;
• Facilitate budget preparation in collaboration with technical and operations staff.
• Monitor budgets, track expenditures, and report over- and under-spending;
• Ensure compliance with donor financial regulations and local government requirements;
• Prepare financial statements, bank reconciliations, and forecasts;
• Responsible for payroll processing, including compliance with tax and pension fund obligations;
• Submit accurate monthly financial reports to internal and external stakeholders;
• Coordinate internal and external audits, resolving queries promptly;
• Maintain a good working relationship Identification of cash need of budget the project
• Preparation cash flow on monthly basis for submission to Finance Manager
• Monitor cash flow to ensure adequate availability of funds for project activities.
• Preparation of financial data for internal and external users;
• Prepare expenditure against budget reports and monitor variance to avoid any unallowable overspending
• Involve in the development of effective systems of financial accountability and control in line with KNCV Ethiopia financial policies and systems;
• Ensuring that all transactions are properly accounted for, and the financial systems are maintained and followed in managing finance of KNCV ETHIOPIA .
• Preparation of balance sheet account details on monthly basis; and bring irregularities to the attention of finance manager and executive Director
• Arrange documents for audit purpose; ensuring that all documents met required audit standards;
• Preparation of financial reports for submission to auditors for donor and statutory audits.
• Responsible for checking the accuracy and validity of invoices, documents processed before preparation of payment vouchers and posting to the financial system.
• Responsible for consolidation of monthly tax payable and timely payment to the relevant authority; Ensure that payment Withholding, income taxes (salary) and pension;
• Preparation of staff payroll and staff benefit settlements based on contract agreement.
• Stamp documents with posted after posting is done;

Administrative and HR Support:

• Maintain orderly and updated financial and HR documentation and records;
• Handle HR activities of the country office, lead the recruitment processes
• Advise staff on HR policies and procedures;
• Ensure staff leaves and other entitlements are managed in line with local labor law

and KNCV Ethiopia HR policies and procedures;

• Manage renewal and termination staff employment contract based on the existing

  laws; policies and procedures; Prepare the monthly payrolling of staff members in the office;

• Provide support to staff and partner organizations in financial and administrative management;
• Responsible for archiving in line with KNCV standards.

Logistics

• Provide logistics support for the implementation of KNCV Ethiopia projects.
• Ensure effective management, registration and tracking of organizational inventories and assets.
• Perform other tasks assigned by the Finance Manager.

Who are we looking for?

Education

• Bachelor or MBA degree in Business Administration/Accounting/Finance.

Knowledge/experience

• A minimum of 5 years of post-qualification work experience in a similar position
• Work experience in NGO setting is preferred
• Knowledge of International Public Sector Accounting Standards (IPSAS) and proficiency in accounting software (e.g., QuickBooks, and other accounting software packages).
• Experience with UNITAID, EU, USAID and other donor work plan budgeting and expenditure monitoring
• Strong organizational skills
• High integrity, pro-active, stable, robust character and a good team-player,
• Excellent verbal and written communication skills in English.

Behavioral competencies and skills:

• Good interpersonal skills;
• Ability to cope with stress;
• Organizational skills;
• Ability to prioritize workload;
• Team player Sound analytical skills

What We Offer

full-time (37.5 hours) fixed term contract for one year with possible extension

• A dynamic, informal work environment with motivated colleagues:
• Competitive salary based on experience and qualifications:
• A salary dependent upon education and relevant working experience.