Admin and Finance Assistant

I. TechnoServe Background:
TechnoServe works with enterprising people in the developing world to build competitive farms, businesses, and industries. We are a nonprofit organization that develops business solutions to poverty by linking people to information, capital, and markets. Our work is rooted in the idea that given the opportunity, hardworking men and women in even the poorest places can generate income, jobs, and wealth for their families and communities. With more than four decades of proven results, we believe in the power of private enterprise to transform lives.

II. Position Description:
Under the supervision of the Program Manager, the junior Admin, and finance perform administrative and accounting functions to support program activities by implementing sound admin and financial practices and procedures. S/he will be responsible for coordinating office operations and procedures in order to ensure organizational effectiveness.

III. Duties and Responsibilities include but are not limited to the following:

Admin functions:

• Assist team members in briefing administrative rules and regulations pertaining to the interpretation and submission of various admin forms i.e. expense reports, timesheets, travel advance, etc.
• Receive guests and visitors, provide assistance and appropriate information and/or facilitate their visit as per the schedule provided.
• Scheduling Appointments/meetings between managers, staff or other parties.
• Collect and update all information/emergency file related to the office list of interlocutors.
• Reviews and recommends procedural changes to ensure compliance with policy and improve work processes.
• Give support for the setting up of the filling system and the archiving process.
• Maintaining accurate and up-to-date contact lists of staff and clients using excel sheets and announcing for all staff if there is a change.
• Ensure staff submitted completed and approved travel requests before travel bookings are confirmed with the travel agency.
• Prepare payment requests related to travel, hotel, and others and provide the necessary charging codes (fund codes, responsibility centers, and geographic codes) to finance.
• Ensure agreements signed with service providers are up-to-date, readable, and chronologically ordered (like systematically arranged for ease of access).

Store keeping

• Review and receive items based on purchase orders, purchase requests, and invoices.
• Acknowledge items physically received are match with those requested and ordered.
• Always inspect items for their quality and for any tangible damages and liaise with the relevant personnel for any irregularities.
• Ensure purchases are made from the vendor orders placed by verifying the name of the supplier in the invoices, receipts, and so on.
• Note items that are missing or in bad condition and communicate to the Administrative Officer based in Addis Ababa.
• Issue all items from the store after checking their proper authorization.  
• Update bin cards and work out the balance after each receipt and issuance of the item

Finance functions:

• Reviews payment requests for completeness; proper authorization; compliance with
  policies and procedures and reasonability of costs;
• Assist with payment of payroll to locally hired staff and consultants.
• Check petty cash reports before they are replenished.
• Maintains proper filling of vouchers, ledgers, reports, and other records.
• Review and takeover for processing financial documents of field offices.
• Classifies and codes financial transactions by account ID, geography, task code,
   responsibility center, and other sub-analysis codes.
• Records/Posts Cash Receipts, Check payments, and JVs into NAV.
• Maintains follow-up record of staff travel advances (aging of receivables and staff travels
  database) so that payment overlaps/double payments and long overdue balances could
  not happen
• Conducts yearend inventory counts and prepares inventory count reports.
• Conducts monthly cash-in-hand counts and reconciles with ledger balances.
• Send monthly income tax and pension data to field offices for settlement.
  
  Other related duties: Undertakes other related works as instructed by the PMIV. Knowledge and Expertise

IV. Success Factors

Competency is a combination of knowledge, skills, and abilities (KSAs) directly related to successful performance on the job.
Core Competencies include:

• Integrity and honesty: Is widely trusted; seen as a direct, truthful individual; presents truthful
  information in an appropriate and helpful manner; keeps confidences; admits mistakes; does not misrepresent himself or herself for personal gain.
• Team Work/ Relationships: Works co-operatively and flexibly with other members of the team
  with a full understanding of the role to be played as a team member and/or leader, to achieve a common goal. Ability to build and maintain effective relationships and networks.
• Learning attitude: Proactively takes advantage of opportunities to learn. Actively identifies new areas for learning; applies and shares new knowledge and skill appropriately.
• Communication: Expresses ideas effectively in individual and group situations. Listens effectively; shares information, ideas, and arguments; adjusts terminology, language and communication modes to the needs of the audience; ensures accurate understanding; acts in a way that facilitates open exchange of ideas and information; uses appropriate non-verbal communication.
• Financial & Resource Management: The ability to estimate, justify, and manage appropriate funding levels to support goal accomplishment. Managing Resources is about understanding human, financial, and operational resource issues to make decisions aimed at building and planning efficient project workflows, and at improving overall organizational performance.
• Computer Literacy: Demonstrates knowledge and ability to use specific computer programs or applications for own functional area. Has the ability to improve performance by integrating new and existing technology into the workplace.
• Compliance & Governance: Compliance with and knowledge of company policies, applicable legislation, grant requirements, donor contracts, the local labor code and tax laws.

• BA Degree in management, accounting, and other related
• 2+ years of experience in accounting and related fields, preferably with an international organization
• Sound knowledge of Admin and Finance
• Good skills in MS word, Excel, PowerPoint, Outlook
• Good command of English