INTERNAL/EXTERNAL VACANCY
FH ETHIOPIA
FH Ethiopia, a non-governmental organization engaged in relief and development activities, would like to invite potential candidates to apply for the following position:
Position: Project Finance & Admin Officer
Duty Station: Shire (Shimelba & Hitsats Refugee Camps)
Duration of Contract: One-year contract (Renewable with 45 days probation period)
Salary: As per the salary scale of the organization
Closing date: November 6, 2018
PURPOSE OF THE JOB
To record, summarize and classifies the project’s income and payments (commodities and cash) within the framework of established policies and procedures. Prepares timely internal and external financial reports and get approval of the project manager. Liaison with HO finance for financial management and internal control related issues and advise the project management team. Also supervises routine administrative activities of the project.
POSITION IN THE ORGANIZATION
The Project Finance & Admin officer reports hierarchically to the Project manager
The position supervises Cashier, material Storekeeper, Junior Accountant/ Project Accountant, Guards, Cleaners
ESSENTIAL TASKS AND RESPONSIBILITIES
Key Result #1 – Process payments, cash receipts/collections, and cash management
1. Checks all payment documents (commodities and cash), payment checks, etc for budget and other related issues prior to the project manager’s approval.
2. Requests cash transfer from the Head Office on time.
3. Checks that all cash receipt for local collections are deposited on time.
4. Prepares payroll and pay all relevant payments (income tax, pension, PF)
Key Result #2 – Recording financial and related transactions, produces financial reports for Addis office review
1. Obtains monthly bank statement from the bank and reconcile with the book record.
2. Record transactions by account, cost centre, program and fund categories
3. Prepares journal vouchers for cash coupon transactions.
4. Prepares monthly journal summaries for the project and submit to the Head Office on time.
5. Get monthly financial reports from the HO and analyze income and expenditure in line with the budget and advise the Project Manager and component heads on issues that require special attention.
6. Prepares monthly, quarterly, bi-annual and annual project financial reports as needed.
Key Result #3 – Supervises administrative and finance staff; assist project manager in administrative matters
1. Ensures (in consultation with the Project Manager) that staffs of the project get transportation service properly.
2. Supervises all cleaning, security and office management activities
3. In consultation with the immediate supervisor, schedules staff annual leaves, keep and update personnel files.
4. Assists the Project Manager in financial and administrative matters.
5. Evaluate performance of subordinates.
Key Result #4 – Make sure internal control is in place, fixed asset and inventory management
1. Checks inventory and fixed asset records of the project monthly.
2. Makes sure accurate stock record is in place and reconciles on a monthly basis as appropriate
3. Checks all commodity movement reports for project manager approval.
4. Makes sure the internal control system of the organization is in place and is observed by all staff members of the project.
Key Result # – 5 Commodity Management
1. Check the project monthly commodity reporting.
2. Reviews monthly commodity movement report of the project.
3. Check if the commodity ledger against physical count and updates the stock card every month
4. Verifies the periodic commodity reports at the project level and send it to HO Commodity team and Finance.
5. Make the necessary preparations for external auditors on commodity reporting.
6. Makes a follow up on any audit /monitoring commit made by the auditors/ HO Commodity team and ensures that necessary adjustment are made in time.
7. checks Commodity Tracking System (CTS) report
8. Reconciles periodic inventory to CTS outputs.
EDUCATION AND EXPERIENCE
OTHER REQUIREMENTS
Women Candidates are highly encouraged to apply