Ethiopia: Finance and Admin Officer

Post Title: Finance and Admin Officer

Duty Station: Oromia Regional State, Chiro

Required: One

Duration: Six months with possible extension

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Hargelle, Elkere, Bare, Dekasuftu, Jigjiga, Afar Regional State; Ewa & Gulina and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us.

Job Purpose

The post holder will be responsible for accounting of all incoming and outgoing financial transactions in IR field office. Manage overall administrative activities.

Key Accountability

Financial Activities

1. Facilitate Fund transfer: Review project financial activities against financial plan, prepare Transfer Request Form, Collect fund transfer request from Program Department, Ensure timely transfer letter authorization and delivery to the Bank.

2. Budget Preparation: Collect budget information from different units of the Organization, Review and correct the draft budget, Prepare and compile draft budget for Country Office (Core Admin), Collect draft budgets of the projects, Advice Program Dept in preparing the Budget, Review the draft project budgets, Communicate findings and agree on final version.

3. Payroll preparation: Check Employment Contract file for new recruits and termination of contract, Check temporary employee file for new recruit and renewal of contract, Check status of staff Provident Fund - PF entitlement after probation period, Present Payroll for checking and approval, Prepare letter for salary payment/ transfer to savings accounts/letter to banks for CPO for Income tax & withholding taxes and sent to the Bank after payment authorization, Submit copy of letter initialed by the Bank to field Office, Retain copy of letter and collect bank advice for JV preparation, Distribute payroll slip to staff members, Prepare payroll summary for JV and File payroll copy for future reference.

4. Ensure cheques/authorization letters are signed, Ensure cheques are timely collected/CPOs purchased from the Bank are sent to payee, Verify and ensure expense are within budget, Check and verify against previous payments, and report to Finance Manager,

5. Controlling: Ensure all payments are carried out in accordance with PDP BASES Consortium Financial Manual, IRW, & Tax regulations. Return any incomplete documents by specifying missing documents, Present for checking and initial

6. Bank Reconciliation: Collect monthly Bank Statement, Collect Bank Account General Leger for the respective month, Reconcile and identify outstanding cheques, payments and deductions, Prepare Bank Reconciliation, Present for checking and approval, Follow up clearance of outstanding items of bank reconciliation

7. Documentation: Ensure payrolls/JVs., PVs. are signed and filed, Ascertain payment vouchers supporting documents are complete, Ensure timely printing/availability of financial documents, Ensure copies of contracts (employment/purchases/services) are available in the department, Ensure Revenue Stamps are affixed to contracts, where applicable, Ensure all documents are filled on daily basis

8. Policy & Procedure: To ensure that that IRE is compliant with the donor Financial regulations. This requires that the person fully internalizes the requirements, orient other employees and follow up compliance, implement financial regulations and tax laws to jobs.

9. Advice: To provide professional financial management advice to the budget holders and programme officers to ensure compliance with donor requirements. This requires that he/she does close monitoring of the budget utilization. The financial management advice should be provided in a structured way after the production and distribution of reports. This should be done at least on monthly basis involving the primary budget holders.

10. Monitoring: To put in place a system of grant monitoring system which includes robust fund transfer trucking system; follow up budget amendments with the donors; Monitor each and every income and expense of the organization, check whether there is formal, reliable and convenient accounting system and procedures, if not so propose better way of accounting procedures for country office as well as project offices.

11. Report: To prepare monthly bank reconciliations on QuickBooks system, prepare monthly financial and budget statements and submit to respective departments, prepare donor financial reports-monthly, quarterly and final- according to donors’ guidelines & within the time frame, prepare budget versus actual statement for budget authorization purpose.

12. Recording: Check the accuracy of recording of source documents, journalize code and post accounting data, integrating new donors budget code to QuickBooks system

13. Audit: Assist external/Internal auditors to facilitate their work on auditing, take the necessary audit recommendation/adjustments to be incorporated in the following accounting period.

14. Follow-up: Follow up timely submission of financial documents from field/partners, give professional assistance to field staff, review & examine take corrective action, orient & train field staff.

HR/Admin Activities

1. HR Policies and procedures: working closely with departments in CO, assists field office staffs to understand and implement policies and procedures; on issues such as finance, working conditions, performance management, equal opportunities, disciplinary procedures and absence management; interpreting and advising on employment legislation.

2. Recruitment: in close direction of Senior HR Officer in CO, S/he supports the development of job descriptions, selects, orients and deploys staff in the area;

3. Performance Management: Facilitates the compilation of work performance reports in the project area. Analyzing training needs in conjunction with Senior HR officer in CO. Coordinates staff development activities in the project area.

4. Employee Enquiries: listening to grievances of employees, facilitate and follow-up of employee requests and implementing disciplinary procedures;

5. Maintenance/Repair: Responsible for keeping the organizations office premises, furniture and fixtures working smoothly and efficiently.

6. Admin Documentation: responsible for maintaining staff and administrative records. Maintains the proper usage of personnel forms, confirmation letter, employment contracts, job description, and any personnel documentation required at recruitment/termination.

7. Reports: preparation of monthly HR/Admin reports to the CO.

Person Specification

• Bachelor’s degree in Accounting or Diploma with 3 and 6 years of proven service respectively preferably in Humanitarian organization
• Proven skills and knowledge in AX system
• Excellent interpersonal skills – builds good relationships with internal and external stakeholders
• Good verbal and written communication skills in English
• Good organizing and planning skills
• Ability to manage a complex and demanding workload with flexible behavior
• Commitment to humanitarian principles and action
• Willing to travel to the field offices to provide support to the field team in their compliance with donor regulations

Application Procedures
Interested candidates shall provide a non-returnable application dossier contains the followings:

1. Application letter stating clearly the Job Title you are applying for and Duty Station; and also write the position title in your subject line for your email.
2. Up-to-date CV with (Salary history; Daytime telephone number and or an e-mail address)
3. Names and addresses (email and telephone) of three referee persons, at least one of them should be from the recent employer
4. Photocopies of all credentials, testimonials and supporting documents;
5. Closing date for application is May 14, 2018.
6. Only shortlisted candidates will be contacted.

Please send all application through one of the following address:

• Ethiojob website,
• ISLAMIC RELIEF, HUMAN RESOURCE UNIT, P O BOX 27787 CODE 1000, ADDIS ABABA,
• E-mail: Ethiopia.HR@islamic-relief.org.et,

· In person to Addis Ababa, Country Office around the round about which is found on the way from Wollo Sefer to Wongelawit Building, Tel: 0114700973/66, Head Office