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BACKGROUND
KELEM is a local, non-governmental, non-for-profit & non-partisan Ethiopian residence charity association committed to actively participate in the ongoing developmental activities of the country, through provision of quality education and training at all levels. It has been working on Alternative Basic Education (ABEs), Mobile School (MS), Primary Education, Girls Education and Water Sanitation and Hygiene (WASH) mainly in the pastoralist parts of the country for the last 10 & more years. Currently KELEM is looking to hire qualified and outstanding staffs for the following position as stipulated as below:
Herewith, competent and interested candidates are invited to apply.
Salary: 7,500 per month and other benefit packages.
Type of Employment: renewable every year
Job Summary
The Finance Officer is responsible for regular communication with Administration & Finance Department Head. Under the leadership of the Administration & Finance department head (AFH), the Finance Officer is a part of the Administration & Finance department team representing the key points of contact for all local office specific finance issues. A key responsibility of the Finance Officer is to provide support to AFH in timely and efficient manner respond to preparation of data, everyday accounting and reporting. Administration & Finance Manager provides technical and operational assistance to Finance Officer to ensure that overall Finance Department runs smoothly and KELEM/Donor/Local Authorities reporting requirements are satisfactorily met.
Specific Responsibilities
Accounting/ Peachtree/Sun System
Prepare monthly and quarterly reports of Projects.On a daily basis, accurately and properly register all financial transactions by using KELEM entry vouchers such as CPV, PCPV, JV and Import Files based on the transaction’s accounting nature, submit to Admin and finance manager for verification, entered into the Accounting Systems.Prepare and update check payment voucher.Regularly checking cash sent by funding agencies & transfer the amount sent into KELEM account.Prepare payroll sheet for the staff of KELEM every month, get approval and deliver to the casher for payments.Regularly prepare/update KELEM`s chart of account.Follow up with on the report submission on time. Makes review and comments to Administration & Finance Department Head before importing into Accounting Systems before month end closure.As delegated by the Head, assists in maintaining the Accounting Systems: assign the users, perform daily, weekly and monthly back-ups, enter daily and monthly conversion rates, codes, clean the users as necessary etc.Entering Budgets verified by Administration & Finance Manager, Project coordinators and Senior Project coordinators into the Accounting Systems.Prepares monthly /quarterly/semi-annually/annual reports after period end close and other interim financial reports as required, in consultation with admin and finance manager. Periodical prepare and review of Bank reconciliation, Trial Balance, Receivables and Liability accounts and ensure the minimum un-reconciled ledger balances. Notify the staff having outstanding advances on time and proper liquidation. Assist admin and finance department head in performing month end closure to ensure the month is closed on time.Accurately and logically file and maintain KELEM entry vouchers, Import Files completed by with necessary supporting documentation.
Communication:
Communicate on time with AFH for the needs on assistance in getting information from the other departments or project sites in order to complete financial records.Follow up on requests to projects, field staff, HQ staff and others.All business communication to be copied to direct supervisor.
Cash Management:
Prepare payment orders to bank based on disbursement request forms (only if signed off by Program Officer audited by finance and approved by ED).Prepare payment orders for returning funds to the bank account from liquidated advances.Ensure correct bank details are entered on payment orders so payments go to correct vendor.Submit approved and stamped bank payment orders at the agreed time to the bank so that the money can be collected as agreed.Monitor cash box and keep cash-in and cash-out records.Monitor Distribution of cash (advances/cash payments) to staff on agreed time. Inform staff their money has arrived and arrange collection.Collect bank statements and monthly reports from Bank. Compare with our payment order and attach statement to the payment.Each month assists in preparing pay-slips for staff.Ensure cash is handled in a professional manner: no cash lying on tables, any single hand over of the cash is performed by counting and two sides signing the document for money transfer to each other.Ensuring Cash office hours are respected.
Reporting:
Outstanding personal advances – compiled twice a monthOutstanding PH advances – compiled once per monthOutstanding receivables – compiled once per monthPrepare month end report to AFM, G.M. and Donors.Assist AFH in quarterly Severance Report.Prepare quarterly Report to Donors and for internal use.Assist AFH in quarterly cash forecast.Provide a great support to AFM for Year End Closure reports.Prepare reports to Donors as per the mentioned in each specific agreement due dates.Assist AFH in reporting to Local Authorities as necessary.Prepare CPV (cash Payment Voucher) internal budget comparison reports to Project Managers.
Filling:
File and maintain KELEM office Accounting Systems entry vouchers such as Import files, and Intra-Agency files and all other financial records in logical and accurate order.File all correspondence including printed in/out email letters.Backup computer regularly including Accounting System Data.
Other:
Assist AFM in training KELEM partners in KELEM basic finance reporting requirements to ensure compliance with own requirements. As per AFM’s delegation/discretion, perform all other related duties.
Key Working Relationships
Supervisory: Casher and Accountant
Internal: Cashers, Finance Officer, Admin & Finance Head, Plan and Program department head & others.
External: Partner Organizations, Banks, Taxation and Social Security Authorities
Strong computer skills, particularly Excel, Word and Access.Knowledge of KELEM finance, accounting, and budgeting policies, procedures and standards preferred.Certificate and experience with Peachtree accounting systems is required while sun Systems experience is a plus.Fluency in written and spoken English; excellent written and oral communication skills, Able to work with minimal supervision
Minimum Level of Required Qualification
MSc Degree in Accounting and Finance/ Financial Management/Business Management with 2 years relevant NGO experience in finance and accounting activities1st Degree in Financial Management/Business Management / Accounting with 4 years relevant NGO experience in finance activitiesCollege Diploma in Accounting with 8 years of relevant NGO experience in accounting
Kelem is an equal opportunity employer & committed to achieve workforce diversity qualified person with disabilities, women, and person from different ethnic and religious groups are all encouraged to apply. All applicants will be treated with utmost confidence.
Interested applicants are invited to submit their CV, credentials and cover letter explaining their experience relating to the job description prior to the application dead line of this vacancy announcement to the following address(s).
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