About CRS: “Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.”
In Ethiopia, CRS has a long and rich history of providing emergency relief and development assistance to the people of Ethiopia since 1958. At present, CRS/Ethiopia implements multiple projects through different partner organizations. CRS/Ethiopia has a highly diverse portfolio ranging from very large food-supported emergency response to cutting edge development programs. The current CRS/Ethiopia budget stands at $100 million with funding from the U.S. Government, UN agencies, private foundations, individual donors, and CRS private funds.
CRS strictly adheres to its Policy on Protection of Children and Vulnerable Adults among its staff, consultants, volunteers, and affiliates. CRS is an equal opportunity, affirmative action employer: women, minorities and people with disabilities are encouraged to apply.
As part of CRS family, you will join the more than 5000 strong and vibrant individuals working globally to accomplish the mission of CRS. CRS/Ethiopia invites you, the qualified candidate, to apply for the following position;
Purpose of the Position:
To keep custody of Petty Cash and other valuable documents locked in safe.
To collect bank deposit slips from field staff for cash advance in excess of TEV.
To effect petty cash payments;
To exercise due care for all financial documents that are channeled to and from the Field Office.
Assist the Finance and Administration Officer in administrative and office management issues.
Prepare journal entries for accepted expenditures and apply the right account, project code, currency rate and other transaction (T) codes.
Prepare check payment vouchers except for Check for petty cash replenishment.
Make sure all CRS forms (vehicle request, purchase request, TEV. Travel advance request etc..) are shared with the staff.
2. Key /Specific Duties and Responsibilities:
Petty Cash administration
Maintains a petty cash fund of Birr 20,000 (or approved revised ceiling) in the safe and make payments up to a limit of birr 500 (or approved revised ceiling) upon receiving approved petty cash payment vouchers from the Finance Manager or Deputy Finance Manager-Operations;
Ensure all petty cash payments are supported by Valid, original and allowable receipts.
Summarizes petty cash payments by fund and requests replenishment when the Petty Cash Fund reaches a minimum level of 30 % of the petty cash fund balance;
Follows up on the replenishment process and see that adequate funds are always available for petty payments;
Ensure the cross referencing petty cash payment vouchers and attachment receipts with replenishment check number of Payment voucher number.
Maintains and keeps up to date Register Book for Petty Cash noting the date, reference number of the Petty Cash Voucher, the payee and amount;
Custodianship of Financial Documents
Keeps petty cash and undelivered checks locked in the safe;
Ensures that fuel cash coupons already advanced to drivers are liquidated before new ones are issued;
Maintains and keeps up to date cash register Check payment vouchers noting the payee, reference number, amount, date, and other pertinent data to facilitate cash control and management;
Keep track of cash balances for the bank account and advice the status to improve cash management.
Maintain vendor agreements in their proper category and refer to them while making payments.
Maintains files for cash disbursement and receipts, complete with all the necessary documents (approved project budget, budget amendments, grants agreements, grant modifications, information on opening and closing dates of projects.
Cash Collection
Collect deposit slips from staff for cash returned from travel advance prepare CRV attaching the deposit slip immediately to facilitate the timely recognition of the cash in CRS ledger record.
Collects bank advice, bank statements and check books from the bank and prepare CRV for cash transferred from Addis Office.
Send the bank statement and all other supporting documents to Addis Office/Finance department to facilitate the monthly bank reconciliation.
Handling Cash, Cheque payments and liquidation documents
Advises all payees to collect cash or checks prepared in their favor and informs staff to timely settle their outstanding advances per CRS Staff advance and liquidation policy.
Ensure timely submission of Shashemane staff monthly timesheets to Addis HR office
Performs other related duties as required.
Administrative and secretarial services
Maintains an effective filing and archives system for all incoming and outgoing correspondences in accordance with /Ethiopia’s record filing and record retention policies;
Photocopy’s correspondences, circulars and reports directed to the staff and distributes same as required;
Receives all incoming correspondences and documents and submits to the Admin and Finance Officer;
Takes minutes during meetings and writes notes;
Ensures that all files issued to staff upon request and authorization are returned and filed;
Initiate the procurement of authorized materials and services for CRS Shashemane office in line with CRS procurement policies and procedures and submit purchase requisition to Addis procurement unit after getting the necessary approval from CoP of DFSA or delegate.
Oversee the cleanness of the office, bath rooms and compounds and ensure the office environment is conducive for staff.
Conduct regular asset inventory on a quarterly basis and submit the report to the main office Property officer. Inform timely for any discrepancies.
Reconciliation of fixed assets’ physical counts for Shashemane
Whenever available, operate fax machine, scanners, copy machines and other office equipment.
At the end of every month, collect vehicle log sheets from each driver, and send to Addis Office Transport Unit
Other activities
Perform other duties as required.
Minimum Requirement:
Education & Experience
Completion of 1st Degree or Completion of College Diploma (Accounting /Business Administration or Management)
2 years for 1st Degree or 6 years for College Diploma
Knowledge/Skills/Abilities:
Excellent knowledge of accounting concepts and practices
Excellent knowledge of CRS/ET’s financial policies, rules and regulations
Excellent knowledge of financial records management
Ability to keep documents safely
Ability to handle staff courteously
Skill in operating office machines
Agency-wide Competencies for all CRS positions:
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.