National Administrative and Finance Officer (NAFO)

Job Description

Context and background

The International Fertilizer Development Center (IFDC) is an independent non-profit organization that combines innovative research, market systems development, and strategic partnerships to spread sustainable agricultural solutions for improved soil health, food security, and livelihoods around the world.

IFDC is recruiting for National Administrative and Finance Officer (NAFO) in Ethiopia.

Position summary

The National Administration and Finance Officer will be a national position and reports to the Country Director and technically to the IFDC ESA Regional Finance Officer. He/She will be based in Addis Ababa-Ethiopia.

Duties & Responsibilities.

• Ensure monthly fund request is prepared and submitted on a timely basis;
• Manage the countries Payroll and ensure staff salary and benefits are paid in a timely manner while ensuring that all legal requirements regarding employment of staff are implemented (social security, income tax, work schedule
• Ensure that country office accountant/s are given the required support and guidance in NetSuite and ensure that the monthly accounting is closed on a timely manner.
• Offers support to the HQ Accountants and answers all finance and accounting related queries and reconciliations requested.
• Serve as contact point between IFDC Country Office, Field Program office and HQ regarding Administrative, and Finance issues.
• Review and analyse all management reports, (vehicle management, procurement status, inventory, physical verification of inventory process, and other related management reports) and give feedback and recommendations to Country Director.
• Oversee the day to day administrative functions of the office and its satellite offices.
• Schedules appointments and meetings for the Project Manager and the Country Director.
• Supervise the Administrative and Finance staff in country office;
• Ensure the staff understand and observe IFDC Procedures Manual;
• Conduct induction session for newly recruited staff;
• Maintain staff files of local staff and consultants;
• Ensure all staff submits their timesheets through Employee Center on a timely manner and all reconciled at month end.
• Ensure all timeout/leave are entered through the Employee Center before staff proceed on leave and the same is reconciled with the timesheet at end of month.
• Monitor leave requests from staff and inform all team members about absences.
• In close collaboration with the administration officer, ensure general day-to-day project administration, including but not limited to purchase of equipment and services, organization of travels, logistics for project activities;
• Assist the country staff in organizing the annual evaluation of local staff
• Support the projects in review of the partners and subgrantees financial reports ensuring compliance.
• Ensure financial integrity of the office by instituting appropriate internal controls;
• Monitor the implementation of the project budget as per project guidelines provide regular analysis to the Project Manager on budget areas of potential over/underspend
• Monitor the accounting and compliance with expenditure authorization requirements from requisitions through Field Programs office approvals to complete support document trails
• Support HR department in all HR related matters as requested.
• Supervise office logistics: procurements and yearly inventory and travel arrangements for staff;
• Provide support to the Project Manager on all other administrative and financial issues;
• Implement and follow up on the government tax agent
• Responsible for the year end plan and report submitting to the government Offices
• Acts as the Audit focal person for internal and external audits, conducted in the assigned task.
• Perform any other duties deemed necessary and requested by the supervisors.

Profile

• Ability to work independently under pressure and meet strict deadlines.
• Ability to work in a multidisciplinary and international environment.
• Strong interpersonal skills, team working skills with ability to maintain effective work relationships.
• Previous experience as Financial and Administrative Manager or any relevant experience.
• Excellent communication skills with ability to express ideas clearly, logically and effectively
• Ability to assess priorities and work on own initiative.
• Great organizational skills and attention to detail in operationalization of administrative and finance tasks.
• Excellent communication and interpersonal skills.
• Strong sense of integrity and personal commitment to the achievement of goals.
• Good teamwork skills and ability to work in a multicultural environment.
• Advanced knowledge in accounting.

Supervision and team collaboration

• The NAFO is supervised by and reports to the Country Director while technically reporting to the IFDC ESA Regional Finance Officer. The NAFO will supervise the Office Accountant,  Finance and Admin Assistant, Office Assistant, and the office drivers.

Position and duty station

• This is a national position with a duty in the field offices.
• The position requires minimal travels in target regions in Ethiopia and may require some international travel to other IFDC countries. 

Job Requirement

Qualifications: 

• Master’s Degree in Business Administration, Finance Management, Accounting or any other related field and capacity for detail
• At least 10 years of experience in accounting and administration
• Practical experience in the management of donor funded projects in the NGO sector;
• Strong computer skills with experience in MS office software and internet;
• Proficiency in English, both in verbal and written communication;
• Ability to communicate in French language, would be an added advantage;