Finance and Administration officer
Internal/External Vacancy Announcement #204/2018
GIZ- SDR Programme
Background
As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development-policy objectives; and in Ethiopia, GIZ has been working for more than 40 years in bilateral cooperation on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and on commission of the Ethiopian government and international donors.
The Strengthening Drought Resilience (SDR) support Programme of GIZ was initiated in 2013 as a response to the Ethiopian Government’s appeal to end drought emergencies. Thus, SDR Program is closely linked to the Country Programming Paper (CPP) to End Drought Emergencies in the Horn of Africa and anchored in the over-arching Growth and Transformation Plan (GTP). This programme is implemented under the Ethiopian Ministry of Agriculture and Livestock Resources (MoALR), the respective decentralised bureaus and the GIZ.
The SDR-Programme of GIZ supports the Ethiopian government’s endeavours to strengthen the drought resilience capacity of pastoralists and agro-pastoralists in selected pilot areas in Afar and Somali regions, by allowing them to adapt their livelihood system to a changing natural and socio-economic environment context in order to get a higher and more secured income. For its SDR program activities, GIZ is looking, for a Finance and Administration officer as per the detail below: -
Position: Finance and Administration officer
Place of Work: Jijiga
Required Candidate: One
Application deadline: December 28, 2018
Responsibilities:
The F&A Officer is responsible for:
· Ensuring that financial administration functions well in accordance with GIZ standard procedures;
· Administering all financial transactions including check payments of different projects;
· Check Cash payments and supports the deposit of different projects at the bank;
· Effectively coordinating with the staff of the finance team in Addis Abeba and Afar and the GIZ Head Office in Addis Abeba (GDCO);
· Support to financial planning, monitoring and accounting.
· Supports technical departments of regional partner institutions with advice on budget proposals economic development, business plans and cost benefit analysis.
· Follows up of partner project and service contracts with regard to administration and accounting matters;
· Documentation and filing of all accountancy, administrative and contract
· Management of staff leave plans
· Disciplinary and technical supervision of support staff
· Planning and Reporting
Tasks:
· Supervising the SDR-SR Administration-Finance team
· Comply with, and ensure that staff comply with, GIZ-SDR policies and procedures.
· Secures and records financial transactions Bank books on daily basis;
· Supports cash and check accounts; substitutes during leave the cashier;
· Collects receipts for payments made and attach with vouchers;
· Ensures accurate and timely processing of payments;
· Processes and issues the Program’s official Cash Receipt for all incoming cash;
· Processes and issues Withholding Tax Receipt to the payer wherever applicable;
· Makes a timely cash replenishment request when the cash account reaches to the minimum balance;
· Monitors advances given to staff and partners and follows up their settlement;
· Maintains records of recent advances which are not yet processed in WINPACCS and provide to the accountant and/or Finance Manager when requested;
· Records inventory and organises yearly inventory check;
· Maintains and files financial documents properly;
· Follows-up on collection of VAT receivables;
· Arranges for monthly telephone and internet bill settlements;
· Follows-up and arranges for monthly withholding tax payments;
· Reconciles physical cash and bank balances with the books balance;
· Reports when there is surplus or deficit of cash money;
· Keeps financial records in line with professional standards;
· Oversees efficient use of funds;
· Coordinates effectively with colleagues of the GIZ finance section;
· Ensures an accurate and timely monthly closing of the cash and bank accounts to send to GIZ Office for further processing;
· Supports administrative matters;
· Manage the office premises and assure its well-functioning.
· Supervision of project fleet management
· Prepare monthly average fuel consumption reports for Program vehicles.
· Prepare invoice for private mileage and telephone costs.
· Supports office procurement as per GIZ regulations
· Keep and update annual leave and other absence records of the regional staff.
· Assist project visitors and the organisation of events
· Establish and maintain the office filing system.
· Propose improvements to be made with regard to Project Administration and Accounting
· Report irregularities observed, if any, to the superior;
· Assist partners in preparing project documents and follow up on subsequent projects;
· Advice and training of partners with regard to Administrative and Accountancy matters
· Contributes to Project Planning, Monitoring and Reporting
· Contributes to gender-sensitive environment;
Competences
· Strong interpersonal and service skills;
· Strong organization and time management skills;
· Familiarity with relevant accounting software and proficiency with Microsoft Word and Excel;
· High attention to detail;
· Confidential handling of data and information;
· Self-learning record
· Very good written and spoken English and Amharic skills.
· Somali language skills are an advantage
· Ability to work in remote areas
Qualifications and Experience:
· Degree in Accounting from a recognized College or University;
· Degree in Administration is of advantage
· At least 5 years of experience as accountant, cashier, administrator and team manager in a comparable position.
· Required language skills: Basic English in spoken and written, good knowledge of Somali
· Additional local languages like Amharic and Afari is an advantage
· Previous Job experience with international organizations is of advantage