Admin & Finance Officer – Harari, Ethiopia

Deadline Jan 9, 2021

Job Description

About ZOA

ZOA works with committed and motivated staff in serving millions of people affected by poverty, disaster, injustice and conflicts. Through the efforts of our dedicated staff, we are able to bring Signs of Hope and to support people who suffer due to armed conflict or natural disasters by helping them to rebuild their livelihoods.

We value our employees and offer a wide range of benefits to meet the specific needs of our staff and their families.

Purpose:

The Admin and Finance officer who will be based at Harar will be responsible to ensure that all financial and adminstrative activities are implemented in line with ZOA finance, Adminstrative and procurement policy and procedures. Besides, he/she is responsible for the overall adminstrative activities in consultation with the field coordinator in the area that aimed to achievements on program intervention.

ESSENTIAL RESPONSIBILITIES AND DUTIES:

Planning:

• Assis Program Staff in budget planning, budget utilization and budget revision.
• Monitor & provide the necessary advice on the utilization of budget as per the plan
• Take active part in the annual work plan, and participates in team meetings on project progress review and staff development plan
• Provide advice to program staff on procurement plan for timely delivery

Adminstrative Management:

• Follow up and advise the Field office coordinator for the necessary action on new government policies/laws that have implications on the program, administration and human resource management
• Plan & follow up human resource development.
• Ensure that all ZOA’s administrative and finances guidelines are adhered to by all staff.
• Ensure the efficient recording and management of ZOA’s property through the annual reports and regular updating of asset inventory.
• Provide support on financial & administrative matters to program staff.
• Update personnel files and other records.
• Supervise and provide supports in procurement and related activities.
• Follow up logistic arrangement as required to other consortium members in the area.
• Ensure adminstrative activities are executed to smooth working relationship with other consortium members in the office
• Ensure all required utility & internet services are available in the compound for all partners
• Assist the cashier and secretary staff on her/his duties in the office
• Facilitate/liaise  office coordination and collaboration with the surrounding stakeholders, including local government, related to program implementation
• Manage the staff, cashier secretary and guards, performance and ensure their compliance with ZOA HR policies
• Perform any other additional adminstrative assignments as required

 Financial Accounting, Reporting, and Control:

• Perform quality reviews and analysis of monthly, quarterly and annual financial reports related to specific projects
• Perform comprehensive reviews of financial reports to include performance analysis in the following areas: balance sheet, income statement, cash, grants/contracts, unrestricted and general contributions, actual expenses vs. budget, forecasting and budgeting, adequacy of adherence to generally accepted accounting principles and ZOA’s financial procedures;
• Provide ongoing feedback to the field coordinator to improve effectiveness in ZOA field office financial management
• Support the field Office in financial management of projects, including cash management, budgeting and forecasting, as well as implementing responses to audit findings and trouble shooting in finance and accounting;
• Provide assistance to the field office in the preparation of their operational and donor budget and forecasting;
• Ensure that all financial records and backup documentation are archived according to ZOA’s procedures and readily available for audits;
• Assist in preparation and review donor financial reports for submission;
• Provide support for statutory and project-based audits;
• Assess Regional Office staffs’ ability to perform satisfactorily in financial management and to meet ZOA performance standards
• Ensure all Regional Offices have updated copies of ZOA policy and procedures.

Job Requirement

QUALIFCATION AND EXPERIENCE:

• At least five years work experience related to Finance and Administration;
• Experience on consortium funds management is advantageous;
• Personal qualities of integrity and commitment to ZOA’s mission; proactive, hands-on and confident communicator who will work with finance colleagues in ZOA Ethiopia;
• Bachelor’s degree in accounting, business management or similar and advanced university degree in Finance, Accounting required;
• EU, UN and USAID Government funded grants financial and administrative Managament experience;
• A track record in grants management as it relates to compliance and reporting of government, corporate and foundations grants;
• Excellent financial and analytical skills;
• Excellent communication and drafting skills for effective reporting on program financial performance;
• Ability to operate in a cross-cultural environment requiring flexibility;
• Familiarity with the aid system, and understanding of donor and governmental requirements;
• The candidate must be detail-oriented and able to work independently;
• Strong interpersonal and communication skills; experience in effectively communicating key data, including presentations;
• Fluency in English required – ability to communicate in various local languages is a strong asset;
• Sufficient Knowledge and proven skills of using financial computer system software & programs;

How to Apply

If you are interested in this position, please apply via ethiojobs.net by sending your CV and a motivation letter indicating your suitability for this position to before the due date

Please provide at least 3 references related to your previous employment listed in your CV or motivation letter.

Applicants should submit their up to date CV, and a cover letter of no more than one page in which they outline why they are applying and why they believe that they are the best candidate for the position of Admin and Finance Officer in Harar, with reference to the job description. Applicants who send a generic cover letter will not be considered for short listing.

Only selected candidates will be contacted and invited to participate in the process of recruitment. It is our aim to inform candidates of their status in the recruitment process within 4 weeks after the vacancy has closed. A written test will be part of the recruitment procedure. Documents that do not match the profile above will not be considered. The offer will be issued up on project approval from the donor. Internal candidates will also have priority, in case of similar results.

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