POSITION DESCRIPTION
Date: December 5, 2016
Title: Finance and Administration Officer
Location: Dolo Ado, Ethiopia
Duration of Contract: Up to December 31, 2017
Reports to: Area Manager
BACKGROUND
The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization founded in 1956 that works in more than 35 countries throughout the world, including Ethiopia and Djibouti. DRC fulfills its mandate by providing direct assistance to conflict-affected populations, including refugees, internally displaced people and host communities. Under its mandate, DRC focuses on emergency humanitarian response, rehabilitation and post-conflict recovery.
DRC commenced work in Ethiopia in 2009 and currently provides assistance in shelter, WASH, livelihoods and protection in the Gambella, Tigray and Somali regions of the country as well as in Ali-Sabieh and Obock in Djibouti. Activities implemented by DRC are funded by money raised from the Danish public and by project grants from Danida, UNHCR, ECHO, the European Commission, OCHA, BPRM and other bilateral and multi-lateral donors.
KEY RESPONSIBILITIES
1. Financial management
· Lead the finance activities in Dolo Ado, and provide strategic support for Senior Management Team in Dolo Ado
· Ensure that all DRC Dolo Ado financial procedures are in accordance with DRC, and donor rules and in compliance with acceptable finance customs and taxes law of Ethiopa
· Review all compliance concerns and ensure they are adhered to in accordance with DRC, donor requirements
· Ensure timely financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, ensuring production of accurate financial reports for internal and external purpose are required);
· In coordination with the Country office Finance team, provider timely cash counts, expenditure forecasts and other grant financial requirements.;
· Lead monthly financial review meetings and share minutes with FO’s management team.
· Prepare and distribute all expenditures reports as may be required on projects in coordination with all program managers
2. Office and Guest House Management
· Ensure timely payment of office rent and utilities.
· Ensure all office utilities and infrastructures are appropriate, safe and functioning (i.e. generator, security system, health and safety, communication & internet, photocopiers etc).
· Oversee all aspects of maintaining the DRC office in Dolo in collaboration with Area manager. Take lead while coordinating with logistics officer in ensuring all repairs and/or service as performed as required.
· Manage the support staff (, office cleaners and Cooks).
· Ensure all utilities and amenities are functioning at all times.
· Make periodic visits to the guesthouse to check on status and address possible required improvements in consultation with the Area manager ,
· Oversee the general administration of Dolo Ado Field Office
· Set up systems that will last beyond assignment
· Work in close collaboration with the Logistics Officer and arrange travel for o all staff.
· Ensure compliance with local rules and regulations
3. Human Resources management
· Supervise the Human resource department
· Ensure implementation of HR policies and procedures
· Coordinate recruitment and staff orientation
· Assist the HR staff on objectives setting, annual performance reviews and staff exits
· Organize and prepare regular finance and admin meetings.
· Maintain thorough knowledge of DRC HR policies and ensure employees adherence to them.
· Act as focal point on all issues related to HR Policies, and educate staff on policies through staff meetings in the FO.
· Ensure personnel files are complete and accurate assuring adherence to highest level of confidentiality.
· Maintain updated job description database.
· Oversee leave management and maintain leave tracking tools for all staff, and ensure proper documentation for all staff movement.
· Assist in the recruitment processes ensuring compliance to hiring procedures as outlined in the HR manual.
· Maintain tracking system of the recruitment process and compile monthly report on recruitment.
· Conduct timely orientation of new staff.
· Ensure the performance management system is implemented and completed on time.
· Process statutory payments and ensure monthly and annual returns are submitted on timely basis.
· Timely enrolment of staff into insurance benefits package, assuring the staff list is current at all times.
· Monitor expiry of staff contracts and advise on timely basis.
· Bachelor’s degree in Business Administration/Finance/Accounting from a recognized institution
· Minimum 4 years’ experience at an entry to mid-level in Finance and Administration
· Proven ability to set up administrative systems
· Possess excellent financial and personnel management skills
· Possess good computer skills especially in in Ms Word and Excel spreadsheets
· Able to establish and implement sustainable office systems
· Superior integrity, work habits, and ability to meet deadlines
· Diplomacy, tact and negotiating skills
· Strong planning, organization and problem solving skills with ability to work hands-on, independently, and within team in a difficult work environment
· Strong communication and interpersonal skills
· Ability to work cooperatively with staff from diverse cultures