JOB OPPORTUNITY |
JOB OPPORTUNITY INTERNAL/EXTERNAL |
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INTERNAL/EXTERNAL
Reference No: REC/ 101 /20 |
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Job title: Administration and Finance Officer |
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Location: Gambella |
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Reports to: Field Senior Admin and Finance officer |
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Closing Date: December 12, 2020 |
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About GOAL
GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.
GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years, towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS. Currently, we work with pastoralist, agro-pastoral, pastoral dropouts, rural small holder farmers, rural/urban youth and street children to respond to humanitarian crises and build resilience in Ethiopia working closely with local communities, local government, donors and other key actors.
We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.
About the position
The Admin and Finance Officer: will be responsible for administering the Finance and Human Resources of the programme area. Assist the Field Sr. Admin and Finance officer in guarantying proper Human resource and finance support of the programme by applying all corresponding manuals/work rules, standards and policies.
KEY AREAS OF ACCOUNTABILITY/DUTIES - Finance
Financial Management
· Maintain cashbooks and accounts records and ensure payments are allocated to the correct project and budget line
· Ensure all the necessary documentation is collected, checked and attached to payment vouchers for submission to Head Office
· Prepare monthly funds request in consultation with Head Office
· Coding of transactions for the project floats and make sure it is in line with project budget lines
· Prepare monthly expenditure report
· Maintain float and loan and advanced registers
· Produce personal bills for all personal use of telephone
· Control and monitor all telephone logbooks at CMAM site
· Ensure telephone and electricity bills are paid in time
· Guaranty that Donor compliance aspects are respected and all related documentation are well filed
· Ensure all Project, Logistic and Administration relevant documents are properly filed.
Admin. & Human Resource Management:
The admin and Finance officer has a responsibility in assisting the Sr. Administration and Finance officer to implement majorly the activities listed below in the region.
Recruitment and selection
· Ensure the recruitment process is in line with HR Manual and the country law.
· Ensuring that every recruitment have approved JR and revised JD is submitted with the JR.
· Processing and handling the recruitment and selection processes.
· Ensuring the placement is as per the Job Request and contract is in line with the grant period / as per the request.
· Ensuring the placement is upon fulling the required documentation as per the personnel file checklist.
· Tracking and submitting recruitment updates to HOHR timely.
· Provide input for update on recruitment tracking sheet of the region.
· Induction – to provide and facilitate Induction for staff based at your area of responsibility.
Staff Benefits Administration
Payroll
· Provide all documents related to payroll to HOHR / HR focal person preparing the payroll in advance.
· Follow-up if employees received salary timely and communicate any problem.
Pension
· Ensuring the pension process in the region/ are of responsibility is in line with the country’s law.
· Following with the agency to receive employees’ pension ID and after getting the employees signature on the copy of the ID, issue the ID.
Leave Administration.
Annual leave
· Facilitate so that all supervisors submit leave plan at the beginning of a fiscal year or at the beginning of contract.
· Keep custody of the Annual Leave Plan and Annual Leave Request forms.
· Ensuring that the leave format is completed properly, recorded in timesheet as well as leave tracker.
· Monthly submit the hardcopy of the leave format together with the leave tracker to HOHR/ HR field focal person.
Other leave
· Ensuring that other leaves such as Sick, Emergency, maternity, leave without pay and other leaves are implemented according to HR Manual and country law.
· Timely submit leave document to be included in payroll; such as sick leave, leave without pay, etc.
· Compile and submit with completed information the hard and soft copy leave forms together with any supporting documents monthly along with timesheet to the HOHR.
Performance Management
· Send notifications and reminders to immediate managers to conduct performance appraisals for their subordinates as per the HR manual/ performance guideline.
· Follow up on the implementation of the continuous performance appraisals process.
· Ensuring that probation period performance is completed before an employment contract is extended.
· Communicate timely to HOHR and his/her immediate supervisor for any gaps or outstanding performance.
Training and Development.
· As per the annual HR training plan or as instructed execute and facilitate training.
· Facilitating LINGO training as per the requirement/ need.
Employee relation and disciplinary issues
· Initiates activities that builds team sprit among staff at your responsibility and in liaison with your supervisor, HOHR and field management implement the activities.
· Assist the Field Sr. Administration and Finance officer while performing disciplinary related activities as instructed.
Personnel Records Management
· Keep personnel file record and follow up the completion of personnel file as per the checklist.
· Submit monthly the required personnel file document to HOHR.
· Ensure that document issued to the staff are signed by the employee him/her self and submitted to HOHR.
Timesheet Administration
· Familiarize self to the Timesheet Administration System and follow up with strict compliance with standard and deadline.
· Receive the correct and final donor allocation from HO HR/ field HR representative by the 11th day of the following month.
· Prepare timesheet according to the allocation figure and circulate for signature among staff members.
· Submit signed timesheet documents to HO every month along with the supporting document.
· Follow-up on the timesheets which requires correction.
· Upon staff departure check availability of timesheet documents with correct allocation and sign on clearance paper confirming the same.
· Make sure that the timesheet, contract and payroll is in line with the organogram.
Office and canteen Management
· Assist the Field Sr. Admin and Finance officer in following up office management activities
Staff Termination
· Track employment contract end date and ensure that proper notice of termination letters or extension (if required) are issued to staff members as necessary after consulting with HOHR/supervisor.
· Collect resignation letter from staff members and notify HOHR teams responsible for payroll, leave and benefit administration. Making sure that it is captured in payroll.
· In advance start the exit process upon receiving resignation of staff or project closure or contract end date.
· Ensure the departing staff member utilized any outstanding leave before last date of employment.
· Make sure exit interviews are conducted in a productive way by explaining that the feedback is valuable input for the betterment of the organization and encouraging staff members to be genuine while filling the form.
· Track the exit interview and provide analyses /report as per the schedule.
· Liaise with appropriate departments at field office to fill in clearance form as per their area of responsibility and clearance paper is submitted to HOHR for approval.
· Ensure that clearance and termination payment are collected within 6 months after termination of contract.
· Ensure that termination payment is collected by ex-employee as soon as the completion of clearance.
· Ensuring that the required document is issued to the staff and to HOHR for filling purpose.
Compliance
· Ensure GOAL Ethiopia projects comply with statutory and regulatory requirements.
· Ensure timely resolution of audit findings and implementation of recommendations.
· Liaison with the HO Compliance team in providing communication and relevance of external statutory and regulatory requirements to projects.
· Assist HO HR and finance team in addressing and responding to any internal and external audit queries
· Ensure timely remittance payroll and withholding taxes to Inland Revenue.
Others
· On induction, brief to new staff on Goal’s different policies/procedures with regards to HR, organizational policies and Finance
· Maintain incentive workers data and ensure that their recruitment and payment process is made according to the appropriate regulation.
· Perform any other related duties assigned by Immediate Supervisor and HR Team.
Note: This description is not an exhaustive list of the skill, effort, duties and responsibilities associated with the position.
REMUNERATION and BENEFITS:
Commitments:
GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safe guarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization. GOAL is strongly committed not to harm the people under its care.
JOIN US
Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement? Then join us if you have:
· BA in Accounting, Business Management or related field having field with 2 years’ experience in Finance in an NGO environment
· Previous experience as finance and HR/admin with NGO’s is preferable
· Has initiative; creativity and independent to perform the job properly
· Dynamic personality
· Good communication skill both verbal and written in English
· Honest and know how to manage problem resolutions
· Management skills of staff (subordinates)
· High level of accuracy, attention to details.
· Ability to deliver task on deadline.
· Willing to travel to remote areas and to camp in the field, ability to work flexibly including weekends and willingness to travel and work in rural locations and live in basic conditions.
· Very good knowledge and application of MS-Office, especially Excel.
· Experience and knowledge of USAID/OFDA, ECHO, EHAF, Irish Aid, etc. fund management.
· Team oriented, flexible and creative approach; keen to take initiative where appropriate.
· Accountability & responsiveness within areas of responsibilities,
Desirable qualities, Skills and Competences:
· Very good application of SAGE
· Knowledge and application of advanced excel.
· Knowledge and application of other accounting software package, Peachtree, SUN, etc.
· Strong knowledge in interpretation and application of Ethiopian Labor Law and other relevant legislations relevant to HR.
· Having Training on any HR related areas.
· Knowledge of local language