JOB TITLE: Finance and Admin Officer (2)
REPORTS TO: Regional manager
LOCATIONS: Bahir Dar and Hawassa
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. For the USAID funded project focusing on highly vulnerable children in Ethiopia, FHI 360 seeks to recruit a Finance and Admin Officer to be based in Bahir Dar and Hawassa.
I. JOB SUMMARY
The primary purpose of the Finance and Admin Officer position is to closely follow up and manage financial and administrative activities of FHI 360 regional office. This includes preparing and maintaining financial documents for posting to FHI 360 Finance, managing petty cash, monthly cash forecast and advance settlement of the regional office. S/he also participate in local implementing partners periodical financial monitoring and provides technical assistance to local implementing partners to improve weakness observed during the monitoring.
II. RESPONSIBILITIES AND TASKS
1. Handle Finance and Admin activities of USAID CVC Project
· Prepare all payment documents related to USAID CVC Project
· Handle all FHI 360 regional office periodic advance request and liquidations.
· Examine payment/settlement requests received to ensure that documentation is complete and all information concerning the payment has been provided
· Prepare payment vouchers, CRV’s or JV’s
· Closely work with the Regional Manager to forecast the weekly and monthly cash demand of the region
· Maintain proper recording of all disbursements, follow-up advances for settlement
· Manage the regional bank account
· Work with FHI 360 country office finance team to facilitate transfers of funds to the region office as required and follow-up the settlement
· Ensure all statutory payments are paid on time
· Reconcile the withholding collected against the payment effected.
· Maintain petty cash fund and coordinate with the FHI 360 country office finance team for timely replenishment.
· Assist in organizing trainings/workshops; ensuring venues are appropriate and booked; and ensuring lodging for participants and facilitators
· Maintain proper Inventory and follow up proper utilization fixed assets distributed to the region
· Ensure office machines are properly maintained and in operating condition.
· Assist in ensuring management of vehicle fleets and timely service
2. Local Implementing Partners Grants Management
· Participate on the Local Implementing Partners budget review
· Follows-up and monitors partners for budget utilization and the implementation of planned activities as per the agreement
· Conduct financial monitoring visit and prepare reports for appropriate action.
· Follow up the proper implementation of the corrective actions given to the partners
· Follow up the proper compliance of the cost share based on the USAID rules and regulations as well as other donor requirements and as per the Subaward agreement. Check the reported cost share also with the source documents.
· Assist on Grant team on close out procedures of terminated Local Implementing Partners
III. QUALIFICATION AND EXPERIENCE
A) EDUCATION
· BA in Accounting or Finance
B) EXPERIENCE
· Minimum 3 years of relevant professional experience in related field
· Experience in local implementing partner financial monitoring
· Fluency in English both verbally and writing;
· Excellent computer skills: MS Office (Word, Excel, Power Point), Internet Explorer;
· Excellent interpersonal skills and understanding of task and project objective
V. WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED
· The post is in Hawassa for SNNP regional office and Bahir Dar for Amhara regional office.