Duties and Responsibilities:
1. Keep the base’s accounting:
In collaboration with the Asst. Base Finance Administrator
- Handle the reporting part of the 2 cash accounts movements CDA1ETB/CDA2ETB respectively.
- Check the compliance of supporting documents presented for payment according to ACF internal procedure.
- Keep records of every single transaction passed through cash accounts.
- Ensure good relations with financial partners (bank, tax office, etc
- Verify records of expenses on each invoice & monitor each invoice is in respect to basic financial standard. Don’t release payment for non-completed documents.
- In charge of verifying and validating all the financial documents following the ACF financial rules and regulations ( translation, information needed on a voucher, signature and supporting documents).
- Consolidate the weekly cash request and send to the Field Coordinator each Friday morning.
- In case of cash difference, she/he has to refer to the Field Coordinator and ACF could ask her/him to reimburse it because it is her/his responsibility.
2. Check compliance with purchasing procedures:
- Comply with purchasing procedures upon remitting advances;
- Inform the logistics department of purchasing procedures and of data required on the invoices.
3. Manage the accounting and administrative document sorting:
- Sort accounting documents;
- Sort rental contracts (leases, vehicles, etc.).
- Monitor and Settle monthly bills regularly (Electric & water, telephone, internet, etc.) for both guesthouse & office respecting payment schedule.
- Monitor and Settle any type of taxes in respect to the payment schedule.
- Monitor and conduct provident fund deposit every month regularly.
- Monitor and conduct pension fund deposit every month regularly.
4. Carry out the monthly cash forecast:
- Collect financial information from project managers;
- Prepare the monthly cash forecast and sent to the capital Administrator.
5. Reporting:
- Posting of financial data on the monthly journal.
- Prepare monthly report as per the financial policy of ACF.
- Compile monthly report documents & ensure to send to Addis office in respect to the assigned schedule.
- Prepare cash journal and cash count reports every month to the head office in Addis in respect to the scheduled setup.
HR Administration
1. Follow up administratively the base’s human resources :
- Keep the database on staff updated including leaves loans and HR statistics;
- Draft employment contracts and send to senior human resource administrator for validation and final approval;
- Prepare monthly Payroll/Adjust perdiem formula;
- Prepare/Transmit the filled database monthly to the senior Hr Administrator at the capital level;
- Insure to induct new employees of administrative issues and human resources; Participate in training new ACF staffs about ACF Procedures and history;
- Prepare employee Identity Cards and keep record in the staff list;
- Follow-up the staff’s leaves: annual leaves, sick leaves... And ensure to keep track record of written record and send monthly, yearly, quarterly report to HR Capital;
- Monitor salary advances, loans/bonus payments and keep track records on both the database and personnel file;
- Set up a follow-up process for equipment on loan; monitor salary advances, loans, and Bonus payments etc;
- Keep a staff list and list of end-of-contract dates for the base’s employees and submit to the Field Coordinator and HR Senior Human Resource Administrator;
- Sort all documents in the local employees’ individual files and check that all files are complete and updated;
2. Manage local employees’ social insurance:
- Register new employees and their legal successors, keep a record in their respective personnel file;
- Review medical receipts/prescriptions submitted by employee and validate for finance for payment;
- Prepare reports on accidents at work and take the necessary measures in case of death or to end a contract; ensure contacts with local partners (insurance, social security, pension fund);
- Ensure contacts with local partners (clinics, hospitals, etc.) when see fit for the Bases;
- Participate in assessing ACF social benefits and policy in guidance of the Country HR Manager;
3. Assist the hiring process administratively:
- Keep record of the job opening requests with updated Job descriptions;
- Draft job vacancy announcement in consultation with the Field Coordinator and send for HR Capital for validation;
- Ensure to post vacancies at field sites and at base office;
- Organise the recruitment process in co-operation with the job-seeker : schedule appointments, tests, replies;
- Receive and keep track record of all applications received and ensure to communicate to candidates of the written and interview results;
- Participate in giving salary offer after validating salary levels;
4. Facilitate the transfer of information and documents; Assignment:
- Receive/transfer telephone calls to the persons concerned, note them down in the register and take messages if necessary Arrange appointments;
- Translate administrative documents upon request;
- Look after incoming faxes and ordinary mail and transmit them to the persons concerned after having registered them; type, register and send faxes, mails and letters;
- Photocopy and scan documents; Sort and file documents; Register, copy, dispatch and archive all incoming documents (letters faxes…).
- Perform any duties assigned by your immediate supervisorEducational Qualifications and Skills Required:
Qualification/Level of studies: Diploma/Degree in Human resources or administration or Accounting related field from a recognized university/college with 2/4 years’ experience respectively. Experience in NGO setting is advantageous.
Required skills: Professionalism – Good organizer – Sense of confidentiality – Computer skills – Good knowledge or English, Knowing the local Language
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