The Brooke Hospital for Animals Finance and Admin Officer Jobs in Ethiopia
The Brooke Hospital for Animals Finance and Admin Officer Jobs in EthiopiaJob DescriptionThe Brooke is a leading UK equine welfare charity which has been working in Ethiopia since 2006 with a country office in Addis Ababa.
The Brooke aims to improve the welfare of working equines, together with the livelihoods of people dependant on these animals.
Brooke Ethiopia (B-Eth) is entering a new Strategic phase and by the year 2020, the Brooke Ethiopia will sustainably improve the equine welfare of some of the neediest rural and urban equines in Ethiopia.
In order to achieve this, the role of Finance & Administration Assistant is crucial.
Purpose of the Role
To provide financial and administrative support to the Woreda team including: processing payment and inputting transactions onto excel system, maintaining records, facilitating procurement of goods and services, assisting the Woreda team in administrative duties and being responsible for general housekeeping and maintaining office supplies.
Key Tasks and Responsibilities
The Finance and Administration Assistant will play a key role and be responsible for all financial, procurement, administration and human resources activities within the Field Office.
As well as undertaking general admin tasks under the guidance of the team leaders, the Finance and Administration Assistant has particular responsibility for four key areas:
Finance Procurement, HR and General Administrations
Properly codes and records field office expenditure and any other related transactions.
Receives payment requests, checks supporting documents and coding for completeness and proper authorization; and prepares cheques and corresponding payment vouchers.
Handles and properly keeps chequebooks in safe custody
Effects payment of cheques against receipts/invoices and proper signature of the recipient
Ensures valid cash receipts/invoices are received for all cheques issued to Payees.
Follows-up and ensure working advances at the Field Offices are settled timely
Ensures that monthly stock count is carried out.
Records all transactions incurred in the field office are included in the excel based system (template to be uploaded to SUN) and send summary of monthly transactions with supporting documents to the Finance Officer within the set deadline.
Prepares monthly bank reconciliation for the Field Office
Ensure that government taxes and fees are timely paid
Perform review of long outstanding advances and follow up for settlement.
Checks all receipt, invoices and petty cash payments
Keeps up to date and orderly controlling records of receipts and issuance of goods
Participate in the annual physical count of stock and fixed assets
Ensure maintenance of memorandum records for long-term assets
Arrange files and financial records in easily retrievable manner
Assist the team leader and Field Office team in the preparation and revision of budgeting, forecast including following-up timely transfer of budget requests from Addis Ababa office.
Monitors the field office budget
Advise field office team on Brooke’s MFS, BE’S financial policies and procedures as well as procurement rules and regulations.
Maintain fixed asset register and Asset movement register and keep a custodian sheet signed by users for property under staff custody
Record newly received fixed assets and updates the record regularly
Ensure that all financial and procurement transactions at the field offices are conducted per Brooke’s Minimum Financial Standard and Brooke Ethiopia financial policies and procedures and procurement regulations
Manage procurement activities at the field office level and lead the field office procurement committee.
Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment
Raise purchase requisitions and orders for purchases at the field office level
Ensure that purchases are made in the best interest of the Brooke taking into account best value for money
Establish and administer contracts and purchase orders to ensure compliance with specifications and requirements such as quality of materials and services, payment scheduling, vendor performance
Files all procurement documents in an orderly manner for control and reference purposes.
Ensure the timely renewal/termination of staff contracts and Liaise with Addis Ababa Office HR & Administration Coordinator to ensure proper follow up on HR issues.
Prepare annual leave plan and ensure that all team members have submitted their leave plan each year and follow up the implementation of the plan accordingly.
Update and maintain all records of team members leave, in their personal files and ensure that leave is taken as per the plan and reported to the Addis Ababa HR & Administration Coordinator Update and keep files of team members’ history and prepare monthly HR statistical report and liaise the report with Addis Ababa HR & Administration Coordinator Maintain personnel records at the field office level
Ensure that proper safety and security mechanisms are in place at the Field Office
Makes sure that the office is always clean and avoids any risks of injury and damages.
Maintain records of stock movement and consumptions of supplies
Facilitate the stock/supplies replenishment process in consultation with relevant budget holders and team leader
Check completeness and accuracy of vehicle log books and sign off
Check and follow up the timely fuelling, maintenance and servicing of vehicles
Implement efficient vehicle booking, planning and utilisation systems in consultation with team leader
In consultation with the team leader, assigns vehicles and ensures that Brooke’s vehicle management and driving policies are adhered to
As requested to perform additional tasks from time to time by your line Manager.
Qualification and Experience Required
First Degree in Accounting or Finance or Business Administration or Management with 2 years relevant experience or
Diploma in Accounting or Finance or Business Administration or Management with 4 years relevant experience
Accounting and/or bookkeeping training or professional qualifications
Experience of accounting and/or bookkeeping
Good level of competence in Excel, Word and Outlook
Direct hands-on experience of finance, office administration and/or secretarial roles
Excellent communications skills, both written and verbal
Ability to work under pressure and keep to deadlines
Organised and able to manage various project simultaneously
Ability to work independently but also as part of a small team
Experience of similar work in a charity / voluntary sector setting
Experience of using SUN systems (or other accounting packages)
How to Apply
If you are interested in the job and fulfill the above requirements, Please send your CV, application letter to the following address: Human Resource and Administration department, through email@example.com
Please include 3 references from current and former employers.
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