ACTED Finance & Administration Officer-Addis Ababa Jobs in Ethiopia

ACTED Finance & Administration Officer-Addis Ababa Jobs in Ethiopia


Position Profile:

  • The Finance and Administration Officer is accountable for the true and fair accountancy of ACTED as well as office support and Admin/HR management.

  • Respect and follow-up the ACTED’s FLAT procedures;

  • To ensure a regular flow of financial documents to Coordination;

  • As administrative and finance focal point, ensure an efficient flow of information to Coordination Office finance and Human Resources team.

    Duties and Responsibilities:

    Finance

    Cost Control

  • Responsible for preparation of Debt Follow up, Contract Follow and running cost follow-up, updates at field Level and feedback to Coordination Office;

  • Responsible for training Staff in the area on cost control and other finance/admin related tasks if any;

  • Assist the coordinator or equivalent on budget decision with BFU help along with the finance national office

    Accounting

  • Responsible for Advance/Loan follow up at Area Level;

  • End month cash books and monthly closure checking; sending to the Coordination office;

  • Ultimate responsible of accounting entries (books) at field level.

  • Consolidate the mid-month accounting and monthly accounting for the office in excel and/or in SAGA.

    Cash

  • Responsible for preparation and follow up of Cash Request and Cash Flow with Coordination Office;

  • Bank Relationship and Banking Documentation at Field Level if applicable;

  • Responsible for the petty cash box and the safe if applicable;

  • Responsible for Checking and signing Cash Checking Documents.

    Payment Procedure

  • Responsible for signing purchase order and ensuring that FLAT procedures are met at all times (Check allocation, Procurement Plans, Budget availability, etc.);

  • Follow-up on cash availability with Coordination Office and prioritization of payments;

  • Ensure that the documentation is in order before authorizing the final cash disbursement (check all required documentation is included and fully signed);

  • Signing payment vouchers and supervising filling process;

  • Responsible for payments done in Field Office.

    Management

  • The Finance and Admin officer is ultimately responsible for the Cashier performance and management. As such they represent their direct line manager.

    HR/Administration

  • To ensure HR Tasks are completed on a monthly basis as per the ACTED HR manual. This includes not exhaustively the following: leave Follow Up, leave planning, maintaining of staff folders, payroll, contracts follow up, recruitment as requested. Specifically;

  • Control and check attendance sheets for all staff at the area level and ensure that all staff attendance sheets and signed payslips are sent to coordination office by/before 5th of each month.

  • Ensure updated Leave Follow Up is sent to Coordination Office every 20th of every month.

  • Ensure all the leave requests are sent to Coordination Office at least 14 days in advance.

  • Ensure that all contracts, ToRs and code of conduct are signed by new employee and all documentation are sent within 5 days to HR at Coordination Office Ensure staff contracts of staff at the
    area level are kept up to date;

  • Follow-up the implementation of ACTED HR procedures at the area level and ensure that policies, memos are well communicated to all employees at the area level.

  • Organize staff induction for all new staff.

  • Management and close follow up of appraisals with the line managers at the area level.

  • Control and supervise the filing of staff personal folders.

  • Prepare the relevant section(s) of the HR TITANIC/HOMERE as requested by the Human Resources Department;

  • Those term of reference form the usual task the position requires. Any additional/other duty may be requested by the direct or functional supervisor and should be realized by the officer.

    Protection Mainstreaming

  • Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labors).

    Qualifications/Skills Required:

  • Bachelor degree in Accounting, Finance, Logistics, Business Administration, Human Resource or a related field.

  • A minimum of four years’ relevant experience, preferably in a similar position in an INGO.

  • Deep and clear understanding of humanitarian principles and activities.

  • Sound understanding/experience in financial processing and management

  • Excellent skills in Microsoft Word, Outlook, and Excel.

  • Strong organizational skills and meticulous attention to detail.

  • Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels.

  • Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.

  • High level of integrity and honesty.

  • Ability to translate between Amharic and English

  • Fluency in English language is a must.

    How to apply

  • Qualified national persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to

  • ethiopia.jobs@acted.org and received on or before 5.00PM on 19th February 2021 with the subject line 'FINANCE AND ADMIN OFFICER-ADDIS ABABA'

  • Please do not attach any other documents while sending your applications, if required they will be requested at a later stage.

  • Please note that only the shortlisted candidates will be contacted.

  • ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.



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