Finance and Administration Manager

Job Description

Background: 

AIDS Healthcare Foundation (AHF) is a global not-for-profit organization operating with the mission of ‘cutting edge medicine and advocacy regardless of ability to pay’. Since 1987, AHF has cared for thousands of people living with HIV and AIDS worldwide. As we create and implement unparalleled programs in new communities globally, we expand delivery of healthcare and influence over policy with the sole aim of saving more lives. Currently AHF is providing HIV treatment and care to more than 1.9 million patients in 45 countries worldwide. Headquartered at Los Angeles, California, USA, AHF is striving to replicate such achievements to countries like Ethiopia so that needy citizens get the chance to benefit from the program.

AHF-Ethiopia has been supporting the Ethiopian Government in the effort to improve access by delivering a comprehensive HIV prevention, care and treatment services through its standalone clinic and outreach HIV testing sites. Moreover, in consultation with the FMOH, it has expanded its operation to government and other NGO HIV care facilities. Currently, AHF-Ethiopia is providing care to more than 59,400 HIV positive patients in all the 19 sites it is supporting and conducts more than 100,000 HIV rapid tests on annual basis.

To deliver the said services effectively and efficiently, AHF-Ethiopia wishes to recruit a dynamic, skilled, committed, self-driven, and result-oriented professionals to fill required positions.

Objective: 

AHF-Ethiopia is currently working with MoH, RHB and partners hand in hand in comprehensive and client centered HIV Prevention, care and treatment services. To continue supporting the MoH and RHB in HIV prevention, testing, treatment, linkage, and retention, qualified candidate with diverse experience is highly required.

Position Summary:

Finance and Administration Manager will be taking the lead responsibility in managing all financial operations of AHF-Ethiopia as well as all administrative activities in support of AHF’s comprehensive HIV/AIDS prevention, treatment, care and support programs in the Country. Develops and implements work scope in line with AHF country strategic directions and related operational policies and procedures; manages fiscal issues and provides operational planning, budgeting, and financial monitoring. This position also shares the responsibility to assist the country team in AHF program expansions in different parts of Ethiopia. It is one of the key positions for the implementation of financial and administrative policies as laid down in AHF’s Global Policies and Procedures, and in executing changes to align them with the national laws. It is important in ensuring that procurement, payments, and administration policies and procedures are adhered to and are compatible with AHF policies, funding requirements and all applicable regulatory requirements..

Essential Roles and Responsibilities:

Financial Management:

• Manage the Accounting, Finance, and Administration functions of all AHF-Ethiopia Programs by executing AHF’s Global financial and administrative policies and procedures in an efficient manner.
• Ensure that procurement, payments, and administration policies and procedures are adhered to and are compatible with AHF policies, donor requirements and national laws
• Coordinate preparation of work plans, budgeting/financial monitoring systems to ensure development of realistic budgets and implementation of planned activities
• Review of weekly and monthly cash projections to ensure availability of enough funds, cost analysis, and ensure value for money
• Review of invoices, payment vouchers, contracts and all financial documents including staff and accountabilities for accuracy and completeness
• Monthly preparation and submission of the payroll to HQ Corporate Finance for approval. Timely processing of payroll payments as per AHF policy and national statutory deadlines
• Manage all organizational bank accounts through certifying vouchers, signing cheques and ensure completeness before a cheque is signed
• Ensure timely posting of data in the accounting software, accurate coding of entries, regular back up of the data file (outside the premises) and monitor the system internal controls for data integrity
• Coordinate internal, external audits, and any ad-hoc/ specific audit and ensure issues raised in management are resolved and implemented
• Conduct periodical assessments, capacity building for both finance and non-finance staff and support country program to comply with AHF policies, donor requirements and national laws
• Monthly review and reconciliation of all general ledgers for accuracy and provide updates, variance analysis and performance reports
• Ensure timely submission of financial reports to HQ Corporate Finance as per the AHF policies and donor requirements

Administration:

• Lead the development and implementation of country logistics, procurement, inventory, supply chain and operational risk framework and management tools
• Plan and coordinate pre-qualification of suppliers and service providers, coordinate soliciting bids and ensure timely procurement and delivery of goods/services in accordance with AHF policies, and monitor compliance to contractual terms
• Ensure safety and regular update of the fixed asset register, identify/notify management assets due for disposal and participate in midyear/annual stock counts and asset verification; Ensure preparation of regular stock reports (hard and software reports)
• Prepare and negotiate leases, contracts and agreements to assist AHF with securing the best financial position possible
• Provides information to Corporate Finance on compulsory legal requirements, ensure compliance with country statutory obligations and timely filing of returns to the relevant government bodies
• Ensure adequate segregation of duties as per AHF Global policy/Manual.
• Provide direct supervision and technical support to Finance, Administration, and Operations staff of AHF Ethiopia
• Review and ensure timely maintenance of vehicles and equipment’s, management of vehicle logbooks, management of fuel coupons and fuel consumption, etc.
• Assist the Country Program Manager in HR activities to ensure compliance to country labor laws by monitoring and implementing applicable HR policies and procedures
• Ensure that the Country Program Manager is informed on time about expiration and renewal of staff contracts
• Execute other additional tasks assigned by the Country Program Director, Country Management Team, or respective line managers from AHF Africa Bureau/ AHF HQ

Job Requirement

Education, Qualification, and Experience:

Qualifications and Experience: 

• Master’s degree in Accounting/Finance from a recognized university; full/part qualification of any professional course i.e. ACCA, CPA
• Post graduate degree in Business Management, Business Administration, Administrative Service Management, or related fields will be an added advantage
• Minimum of seven years’ working experience in a similar position with an international NGO or developmental agency
• Experience working with an international organization dealing with HIV/AIDS service delivery is an advantage

Specific Skills and Core Competencies:

• Demonstrated management and leadership capabilities particularly related to finance and administration; Must be highly organized and capable of effective multi-tasking
• Experience and knowledge in usage of any Accounting Software is required; first-hand experience with QuickBooks Software is an added advantage
• Advanced computer skills especially Excel spreadsheets and MS Word; skills in statistical software analysis; also proficient in internet skills, database and presentation software
• Experience of utilizing ERP (Enterprise Resource Planning) software system for financial and accounting transactions is an added advantage
• Excellent written, verbal communication skills with good command of English and Amharic languages
• Demonstrated ability to work independently and with minimum supervision
• Capability to carry out multiple tasks, with expected quality and meeting deadlines
• Flexible, proactive and able to organize work independently with minimum supervision
• Excellent interpersonal communication skills and ability to work with good team spirit, and enjoys working as a member of a cohesive multi-cultural team