Humanity & Inclusion (new brand name of Handicap International) HELASIA Finance/Admin Manager Jobs in Ethiopia

Humanity & Inclusion (new brand name of Handicap International) HELASIA Finance/Admin Manager Jobs in Ethiopia


Objectives of the Position

  • Under the direct line management of the HELASIA Project Manager, the HELASIA Finance/Admin Manager is part of the regional coordination team based in Addis Ababa for the “HELASIA” project implemented in 3 countries.

    The position holder has overall responsibility on the finance management

  • budget and financial planning, close monitoring (of the regional component and each of the 3 countries) and reporting (in coordination with in-country teams).

  • S/he also ensures respect and dissemination of donor guidelines at field level and is in charge of the administrative management of the regional component of the project.

  • While the position is located in Addis Ababa (Ethiopia), it might require missions to each of the 2 additional countries where the project is implemented.

    Responsibility 1

  • Ensure a sound financial management in line with HI internal procedures and donor’s rules

    Budget and Financial Controller

  • With the HELASIA Project Manager and the HELASIA Technical Advisor, draw up the coordination's annual budget based on the annual plan of activities

  • Ensure the implementation of expenditure commitment procedures, and control the allocation of expenses; ensure that each budget holder has received adequate training for managing their budget and codifying expenditure correctly

  • Ensure coordination with the program teams for drawing up and monitoring of the donor budget and for compliance with the donor requirements

  • Monitor progress on the project financial execution and ensure it corresponds to the programme's financial and budget monitoring (reporting and alert role)

  • Analyse variances between the forecast and the realized annual HI budget on a quarterly basis; propose relevant adjustments and, where necessary, prepare the modification request for submission to the donor

  • Design/update the budget set-up in Navision (software)

  • Design the required internal monitoring boards/reports

  • Support countries and Regional Project Manager to draw up a cofunding strategy for the grant and actively help countries finding cofunding opportunities.

    Reporting

  • Oversee respect of internal and donor deadlines for financial reports

  • Control and compile the financial reports for the donor both at the coordination component level and at the project level and prepare the final report

  • Prepare and submit a report to the Agency for Civil Society Organizations about the Regional Office’s implementation of the signed MoU or financial reports as required

    Treasury

  • Forecast the annual treasury plan for the coordination activities performed in the 3 implementing countries

  • Prepare the monthly treasury forecast for the regional office and share it to the Ethiopa Finance Manager

    Responsibility 2

  • Ensure administration of the regional component of the project

    Coordination

  • Ensure close coordination with the aim to maintain accurate and updated information for the 3 HELASIA HI countries and the Regional office of HELASIA in link with HQ Focal Points;

  • Relay all issues faced by HI regarding financial matters to the consortium leader: be proactive for suggesting solutions and/or negotiating alternatives;

  • Share the necessary information with the line manager and HQ technical advisor

  • Manage implementation of coordination activities on the administrative and logistic aspects in coordination with Support Services teams in the countries of intervention

  • Organizing regional/international travels for the regional team with the other concerned countries

  • Support the in-country meetings and conferences activities (in particular the procurement process, travel allowances, participant lists)

  • Liaise and follow up privilages issued to the regional office (duty free privilages, import, disposal of goods imported free of duty etc.)

  • Follow up on the regional office license with Ethiopian authorities

  • Follow up the bank account for the Regional Office (if decided to have one at some point).

  • Guarantee proper archiving of the organisation's documents (compile and organize archives of operational
    and financial data for the regional component)

    HR

  • Organize the arrival and departure of the regional office staff

  • Ensure the administrative management of the regional office staff

  • Process the different permits (work, residence, driving license, etc.) of the regional office staff

  • Prepare the monthly per diem forms for HELASIA coordination expatriate staff

  • Prepare the monthly attendance sheet and also time sheets for the regional office staff

  • Submit the monthly HR reports due on the 20th of each month to HQ

    Logistics

  • Establish Procurement Purchase and Service Requests (PSR), Travel and Reimbursement of Expenses Forms (TAR), Sworn statements and Commitment of Expenditures Authorization Forms (CA) for the Regional Team

  • Follow up of procurements of the regional office with the country Logistics team

  • Prepare the monthly transportation plan of the Regional Team and communicate it to Logistics

    Responsibility 3 – Compliance

  • Ensure compliance of the project on the above listed aspects with donor rules

  • Ensure compliance with legal requirements (HR, log, administrative, financial, etc.), calling on local expertise if required (lawyers, etc.)

  • Ensure the monitoring of partnership contracts and their compliance with internal rules and donor obligations

  • Follow up on internal control procedures for the accounts, cash-flow, finance and logistics

  • Ensure control of partners' financial, adminstrative and logistics management

  • Write and disseminate memos when necessary to ease the understanding

    Responsibility 4 – Support / Capacity building

  • Be the focal point for each country of implementation in the aim to share all necessary information and adress all issues;

  • Support to financial teams in countries of implementation and to local partners on the program’s administrative and finance management, organization of trainings when necessary

  • Make field visit upon request

    Job Requirements

    Essential

    Preferable

    Qualification(s)

  • Advanced degree in Finance and related field

  • Fluency in French (oral and written) is mandatory

  • Business administration, Economics,

    Experience (type and length of experience)

  • Minimum 3 years of experience overseas in finance management and in managerial positions corresponding to the needs of the position

  • Strong experience in budget monitoring, financial planning, internal procedures controls, financial risks assessment, financial reporting

  • Proven experience on coordination/ regional position;

  • Experience in management of multi-country program

  • Previous experience with Handicap International would be appreciated;

    Competencies (knowledge, skills required for the job, (see skills repository)

  • English and French mandatory (oral and written)

  • Demonstrated knowledge of budget construction, financial monitoring and reporting, financial analysis; Accountancy management; Staff administration

  • Strong utilization of Excel

  • Pedagogical skills

  • Knowledge of the software Navision would be an asset

    Personal qualities

  • Strong communication skills

  • Strong organizational skills

  • Autonomous, reactive and able to deal with priorities

  • Extremely rigorous and precise, attention to details

  • Diplomat, able to work collaboratively in a team

  • Strong interpersonal and intercultural skills

  • Practical and problems solving

  • Ability to deal with complexity at different level

    How to Apply

  • Interested applicants who meet the above criteria should fill in the attached application form Job application form updated.docx and submit it with a 1 page motivation letter through ethiojobs or email it at recruitment@ethiopia.hi.org on or before the above mentioned deadline.

  • Please clearly state the position you apply in the subject of your email.

  • Only short listed candidates will be contacted for exam/interview no phone calls please.

  • We’re committed to safeguarding and promoting child protection and expect all staff and volunteers to share this commitment.

  • This position involves working with beneficiaries and is subject to strict safer recruitment checks.

  • The successful candidate will be required to complete a police check and sign self-declaration form to help us verify your suitability to work with children including checks with past employers.

  • Humanity & Inclusion is an equal opportunity employer and particularly welcomes women and persons with disabilities to apply

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