Title: Administration and Finance Assistant
Reports To: Regional Manager
Duty station : Ethiopia Somali, Jijiga
Supervises: Drivers, Security Guards, Office Assistant
Number required: 1 (One)
I. Organization Overview
Amref Health Africa is the largest African-led international health development organization headquartered in Nairobi, Kenya. Founded nearly 60 years ago as the Flying Doctors of East Africa, has been serving to bring critical health services to remote communities. Amref Health Africa has been active in Ethiopia since the 1960’s. The organization became fully operational and registered in the country as an international NGO in 2002, and actively engaged in RMNCH, WASH, communicable and non-communicable diseases, emergency programs with gender and health system strengthening as cross cutting throughout its projects and programs.
II. Program Overview
Transform/HDR (Health Developing Regions)is a USAID funded five years RMNCH project. The project will be operational in the four Developing Regional States (DRS) namely: Afar, Benishangul - Gumuz, Gambella and Ethiopian Somali Regional States. Transform/HDR will be implemented in partnership with Amref Health Africa, Intrahealth International, Project HOPE and General Electric with the overall aim to end preventable child and maternal deaths, and further contribute to the achievement of the goals of HSTP. It is a women, children and girl-centered project, designed to increase access to integrated quality high impact MNCH-FP services; improve heath seeking behavior enhanced by reduced gender inequalities; and improved evidence-based decision making and program learning with sustainable health system strengthening.
III. JOB SUMMARY:
The purpose of the Administration and Finance Assistant position is to plan, organize, direct, coordinate and supervise finance/accounting, personnel administration, general services and logistics of the Regional Office (RO). She/he provides effective and efficient support and advice to the Regional Manager and other team members on policy matters as required. He/she is responsible in establishing and maintaining good team spirit among the regional office staff. The incumbent is required to closely work with the Regional Manager, Regional Office staff and CO Human Resources, Administration, and Finance teams. She/he is also required to cooperate with bank, relevant government offices in the area. She/he is based at the respective regional Offices.
IV. KEY RESPONSIBILITIES:
Financial Accounting, Financial Management and program Support:
§ Develops systems to ensure that the admin, finance & logistics operations of the RO are implemented in cost- effective manner;
§ engaged in that books of accounts are maintained, check, receipts and other financial documents are kept properly and that they are safeguarded against misuse;
§ follows up that taxes, pension payments, all bills and vendors payments and collections are handled on time;
§ Collects copies of bank statements from banks and reconcile them with the books of accounts and present to the Regional Manager for approval;
§ Ensures that all payments are supported by adequate documents such as requisition, quotations, invoices and receipts, goods receiving note, memos and other important documents;
§ Prepares monthly request for cash transfer and ensure the replenishment of petty cash on a timely basis;
§ Ensures that all cash collected is deposited intact in to the bank;
§ Prepares monthly Cash Journal Sheet, vouchers and financial statements and send it to the Country Office (CO) Finance unit monthly;
§ Handles Staff benefit usage, ensures policies and procedures are followed and that proper documentation is maintained.
§ Together with the Regional Manager and other RO staff prepare the budgets cash forecasts of the RO and monitors budget utilization;
§ Communicate and coordinate activities frequently with CO Human Resource, Administration, and Finance and his team to ensure smooth implementation of planned activities in the region.
Personnel Management:
§ Keeps proper file for each Regional Office staff and ensures that all necessary information of each staff is kept in the file;
§ Collect monthly Timesheet from the staff and submit to the CO HR unit on or before the set due date.
§ Ensures that all newly hired employees have gone through formal orientation both about the organization and on the job;
§ Advises and timely brings personnel matters to the attention of the Regional Manager;
§ Consults with the HR and Admin Manager regarding all unclear issues related to Staff development policies, procedures or systems as required;
§ Ensures that every staff in the RO set SMART goals timely and the completed performance appraisal reports and recommendations are sent to CO on time.
§ Supervises, leads, guides and supports the Driver/s, Security Guards, Office Assistant;
§ Completes all performance management activities including: performance planning, monitoring, and annual performance appraisals.
Office and Transportation Management:
§ Responsible for the efficient utilization of Vehicles, office equipments, telephones and other company properties and equipments;
§ Ensures that the office are clean all times;
§ Ensures proper utilization of fuel and spare parts and reports monthly vehicle expenditure reports;
§ Follows repair and maintenance and proper utilization of vehicle use at the RO.
Procurement and Stores Management:
§ Ensures that all items in the store are properly registered and kept safe;
§ Maintains fixed asset register of the RO with necessary details and identification
numbers;
§ Ensures that all necessary formalities of goods received and dispatched are adhered
to at all times;
§ Ensures that all fast moving stock items are timely replaced and no gap is created;
§ Ensures the established procurement policies and procedures are adhered, timely update approved vendor list;
§ Prepares yearly inventories and report to the CO.
Reporting:
§ Prepares and submits quarterly budget Vs expenditure report to Regional Manager for monitoring and follow up;
§ Prepares the monthly financial report of the regional Office and send timely to the Central Office Finance Unit.
§ Prepare and submit monthly HR benefits reimbursements and Logistics vehicle analysis reports and submit to the respective units.
Other Functions
Perform other duties as assigned by immediate supervisor.
I. QUALIFICATION REQUIREMENTS
§ BA Degree in Accounting or related fields.
§ 4 years of relevant experience in NGO sector.
§ Good skills in the use of computer;
§ Excellent communication and presentation skills and proficiency in English;
§ Strong interpersonal and communication skills
§ Demonstrated excellent personal integrity and confidentiality
§ Strong organizational and time management skills
§ Demonstrated ability in Microsoft Word and Microsoft Excel