Emergency Finance and Admin Senior Officer

Job Description

URGENT EXTERNAL/INTERNAL VACANCY ANNOUNCEMENT

Start Date/ Effective Date  March 1,2023
Salary:   38-41K 

Norwegian Church Aid (NCA) is a non-profit organization working in 23 countries worldwide to eradicate poverty. In Ethiopia, we have been operating since 1974, engaged in short term emergency response and long-term development programs.

Our intervention in Ethiopia focuses on Climate Resilient Water, Sanitation, and Hygiene; Gender-Based Violence; Peacebuilding; Faith-Based Climate Action; Humanitarian Emergency Response. In 2021, NCA/E has also launched a new initiative called Renewable Energy, Greening, and Sustainability Program.

We are currently operating in seven regions: Amhara, Gambella, Oromia, Somali, Southern Nations Nationalities and People’s State, Sidama, Tigray, and at the Federal level. To achieve our development goals, we work with faith-based and non-faith-based actors that have demonstrated strong grassroots reach and influence in society.

NCA is a member of the ACT Alliance, a coalition of organizations working together in over 140 countries to create positive and sustainable change in people’s lives.

NCA Ethiopia is seeking to fill the below-mentioned position for the emergency response projects to be implemented in Somali Regional State. Applicants who are interested to be part of NCA’s short-term project and qualified are highly appreciated to apply within 5 working days of the vacancy announcement. 

Job Summary:

The Emergency Finance & Logistic Senior Officer is a new position to ensure NCA policies, procedures, and guidelines in relation to finance, HR, procurement, and transport activities are in place while implementing the emergency response in Afder Zone of Somali Regional State. He/she will assist the Project Coordinator in managing the financial and budget-related activities, oversee HR policies are met and keep proper staff-related data and documentation, handle the procurement and logistic activities of the field office, ensure proper materials management, and oversee the administrative tasks in Afder Zone and respective implementation Weredas. 

The position requires a highly trusted and loyal individual with strong personal integrity and commitment to keeping all the resources responsibly. Prior experience in INGOs platform and in emergency sites is a plus. The person to be employed need to accept the Code of Conduct of ACT Alliance.

Key areas of responsibility:

• Assisting in the preparation of budgets for the project office and being a key point of contact for financial and accounting matters in the project office.
• Assist in budget preparation and management activities.
• Conduct periodic financial analysis to identify and resolve issues, gaps or variances.
• Manage cash controls as well as maintain bookkeeping up to date.
• Ensure all expenses are within assigned project budget.
• Oversee the preparation of all financial statements.
• Ensure that financial transactions are properly updated and recorded.
• Identify and resolve invoicing issues, accounting discrepancies and other financial related issues.
• Ensuring all project expenditures are in line with approved budget, donor Guidelines, NCA financial and procurement policies and procedures,
• Monitor budget vs expenditure reports at field office level, highlighting potential under/overspend and give feedback to WASH Program Manager,
• Ensure sufficient cash balance is kept for the project for operational disbursements.
• Prepare periodic financial report for Project coordinator and government agency as required in consultation with CO finance department,
• Ensure that project related taxes are settled to tax authorities as per the tax proclamation,
• Assist NCA Ethiopia CO finance department in donor report preparation and budget revision,
• Preparing monthly bank reconciliations,
• Preparation of checks and making payments to vendors on time,
• Ensure that project fixed asset registration is maintained for all field office assets,
• Liaise and consult with NCA HO Finance and procurement and logistic team to ensure that compliances are adhered to
• works in close collaboration with NCA HO Finance and operation team as required
• Ensure that all internal NCA’s financial formats/templates are observed and maintained.
• Keep the relevant data of field staff, prepare reports as required and communicate to CO HR.
• Liaise and work with integration with partner organizations at the field level for the successful implementation of NCA projects and ensure compliance of procedures.
• Liaise and consult with NCA HO Finance and procurement and logistic team to ensure that compliances are adhered to.
• Ensure that the overall procurement activities are carried out in accordance with NCA and donor-specific regulations and guidelines.
• Maintain and update a list of suppliers and negotiate pricing and supply contracts.
• Estimate and establish budgets for purchases and maintain purchase records and other important data.
• To conduct the procurement process and prepare documentation, including the invitation for quotation, an invitation for bid, bidding documents, technical specifications, bid evaluations reports, letter of awards and draft contracts.
• Closely coordinate with project staff and donor organizations and all consultants
• Develop and update the overall procurement plan for all projects.
• Prepare travel plans and supervise rental vehicles.
• Monitor drivers’ logbooks are properly filled and closely follow fuel consumption as per the agreed guidelines of the contract agreement.

Reporting to: Emergency Project Coordinator (functionally report to the CO F & O Manager)

Required Number: 1(One)

Duty Station:  Afder zone of Somali regional state with frequent field travel

Length of Contract:  Six months

Start Date/ Effective Date  March 1,2023

Salary:   38-41K 

Job Requirement

Minimum Requirements:

• MSc/BSc in Finance or Accounting with 3/5 years of hands-on field experience in managing emergency projects.

Competencies required for all emergency response staff:

• Professional fluency in written and spoken English language is mandatory.
• Proven skills in computer programs (Word, Excel, and statistical packages).
• Strong interpersonal and communication skills and demonstrated ability to establish effective working relations at all levels is mandatory.
• Proven experience in effective coordination and creating working relations with the other team members and stakeholders.
• Willing and able to be part of NCA partnering organizations in the Somali Regional State.
• Proactive, stable, and robust character and a good team player to achieve a short-term emergency response.
• Excellent skills in report writing and meeting deadlines with with limited supervision.
• Demonstrated ability to work in an emergency, preferably in drought-affected and IDP contexts.
• Proven commitment to CHS and accountability practices. Prior knowledge of the Ethical Commitments of NCA is a plus.
• Able to show tact and discretion when dealing with sensitive and confidential information.
• Responsibility to NCA values and Ethical Commitments.
• Experience in working in challenging environments.
• Proven ability to manage large, varied workloads and deal constructively with stress and periods with long hours.
• Knowing the local language is a plus.