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Job Description
Overall Responsibilities:
Working with and reporting to The Senior Finance & Admin Officer, the Field Finance & Administration Officer will be responsible for all financial, procurement, property administration, and human resources activities within the Field Office and for technically supporting the Centre Receptionist/Cashiers, Centre Storekeepers and Centre Heads operating under the Field Office in all such matters. This includes handling all financial and procurement transactions within the Field Office, preparing, verifying, consolidating and subsequently submitting the Field Office financial reports to the Area Office Finance, assisting the Field Manager in Field office budget preparation and target setting, monitoring Field Office budgets, ensuring that sufficient cash is available at the Field Office to cover programmatic activities, advising the Field Office team in implementing Operational and Human Resources Policies and Procedures, , recording and posting of financial data; maintaining and controlling stock movements at the Centres operating under the Field Office, vehicles, buildings and all other fixed assets management and keeping up-to-date pertinent records of the field Office books of accounts.
Specific responsibilities include the following:
1) Financial Activities:
Properly codes and records field office expenditure, income and any other related transactions in the books of accounts
Receives payment requests, checks supporting documents and coding for completeness and proper authorization; and writes cheques and corresponding payment vouchers.
Handles and properly keeps cheque books in safe custody
Effects payment of chequs against receipts/invoices and proper signature of the recipient
Ensures valid cash receipts/invoices are delivered to finance for all cheques issued to Payees.
Follows-up and ensure working advances at the Field Offices are liquidated timely
Records stock receipts, transfers and consumptions of Centres, Mobile Services and Social Franchising activities in Peach-tree accounting software and send monthly reconciliation reports to the Area Office Senior Finance & Administration Officer
Ensures that monthly stock count is carried out by the stores, obtain the count result, check count against Peach tree stock record balances and MSIE’s Reconciliation Report and take or present to the management for timely appropriate action on variances
Records all transactions incurred in the field office, centres, Social Franchising and Mobile Services in a template to be uploaded to SUN and send summary of Bi-weekly transactions with supporting documents to the Area Office Senior Finance & Administration Officer within the set deadline.
Review monthly income against deposits to banks and identify collections other than service income.
Prepares monthly bank reconciliation for the Field Office and Centre bank accounts
Perform clearance of long outstanding advances and stock variances
Prepare and submit other regular or on request financial reports, as per the reporting requirements of MSIE, government agencies and other project funders.
Prepare payroll for temporary and contract employees and other regular payments with due consideration to deductions (taxes, advance, loan….)
Checks all clinic receipt, invoices and petty cash payments
Keeps up to date and orderly controlling records of receipts and issuance of goods
Participate in the annual physical count of stock and fixed assets
Ensure maintenance of memorandum records for all capital goods (long-term assets) with a value below the organizations capitalization policy with proper and easy identification.
Sequentially arranges, files and labels financial records in a professional and easily retrievable manner
Assist the Field Manager and Field Office team in the preparation and revision of budget estimates and targets, processing and following-up timely transfer of budget requests from Area office
Monitors the field office budget
Make regular visits to Centres to provide technical assistance to Center Receptionist/Cashiers, Storekeepers and Center Heads in the areas of cash, stock and asset management and human resources
Advise field office team on financial policies and procedures as well as procurement rules and regulations
Ensure that all financial and procurement transactions at the field offices and Centers under the field office are conducted per MSIE’s financial policies and procedures and procurement regulations as well as following donor compliance requirements
Undertakes any other related duties that may be assigned to him/her
2) Human Resources activities:
Ensure the proper implementation of MSIE’s Human Resources Policy Manual and the Labour Code of Ethiopia in field office.
Prepare Human Resources Planning to ensure sustainable supply of the right personnel
Organize recruitment programs, participate in recruitment and selection of team members as required in consultation with Human Resources team and Area Office Manager.
Organize orientation programs and introduce new entrants with MSIE vision, values , working culture, policies and procedures for Area office
Ensure the timely renewal/termination of staff contracts and Liaise with all units in the Area Office to ensure proper follow up on HR issues.
Prepare annual leave plan and ensure that all team members have submitted their leave plan each year and follow up the implementation of the plan accordingly.
Update and maintain all records of team members leave, in their personal files and ensure that leave is taken as per the plan of the organization and reported to the Head Quarter HR unit.
Update and keep files of team members’ history and prepare monthly HR statistical report and liaise the report with head Office.
Assist the Human Resources unit and the Area Office in handling disciplinary issues of field office staffs ;
Assist in assessment of team members satisfaction survey periodically;
Participate in Human Resources Policy and Procedure manual preparation , updating and other related issues
Assist in coordinating regular performance management programs of MSIE Area office
Assist in Conducting training needs assessment
Assist in administering team members’ entitlements, allowances, benefits, and incentives
Maintain personnel records at area level
Prepare periodic reports on Human Resources related activities
Ensure Field Office staffs KPI settings and performance appraisal is conducted according to the guideline and performance Management cycle of MSIE.
3) Procurement and Property Administration:
Manage procurement activities at the field office level
Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment based on MSIE regulations and procedures with the highest possible expected quality;
Raise purchase requisitions and orders for purchases at the field office level
Leads the field office procurement committee
Ensure that purchases are made in the best interest of MSIE taking into account best value for money
Maintain record on purchase price information on both open market and contract purchases and revises these as conditions change; opens contracts for re-bidding when needed.
Establish and administer contracts and purchase orders to ensure compliance with bid specifications and requirements such as quality of materials and services, payment scheduling, vendor performance;
Establish efficient and cost effective procurement system for the field office based on – procurement regulations and procedures.
Prepares Procurement Plan for the field Office & centers operating under the field Office
Files all procurement documents in an orderly manner for control and reference purposes.
Prepares weekly procurement status report and submits to the supervisor.
Regularly update the supervisor on matters related to procurement.
Ensure that government taxes and fees relating to ownership of MSIE building facilities are timely paid and the title deeds are timely renewed
Regularly make visits to MSIE’s building facilities under the Field Office to assess their status/condition and make recommendation for any renovation, maintenance or modification that may be needed
Ensure that proper safety and security mechanisms are in place at all MSIE office/clinic locations under the Field Office
Makes sure that MSIE clinics, offices and compounds under the Field Office are always clean and equipment and other property is well arranged to avoid any risks of injury and damages
Maintain fixed asset register and keep a custodian sheet signed by users for property under their custody
Record newly received fixed assets and updates the record regularly
Facilitate the stock replenishment process in consultation with store keepers and Centre Heads
Assist in the proposal and disposal process of damaged, obsolete, expired materials.
Check completeness and accuracy of vehicle log books and put signature every day
Check the timely fuelling, maintenance and servicing of vehicles
Make sure daily and monthly vehicle related checklists and reports are used and submitted on time
Develop and implement efficient vehicle booking and planning systems in consultation with user units
In consultation with the Field Manager, assigns vehicles and ensures that MSIE’s vehicle management and driving policies are adhered to;
Handles field office lease agreements and ensures their timely renewal.
Perform other related duties as requested by his immediate supervisor
Job Requirements
Required Educational Qualification:
BA degree in Accounting, Finance or Management
Experiences
Minimum of 4 Years of relevant experience as Administrative and Finance officer or equivalent combination of experience in Finance, Administration, logistics and procurement activities
Required Skills, Attitudes and Attributes
Computer Literate
Integrity
Motivation
Interpersonal relationship
Number of positions: 01(One)
Place of Work: MSIE- Assela Field Office
Salary: As per MSIE scale and attractive
Closing date: Nov 02, 2015
Rating: – 0 votes
How to Apply
Interested and qualified applicants should mail only their Motivation letter and CV, within Ten (10) days from the date of this announcement to:
Human Resources, MSI-Ethiopia
Through the following e-mail address : humanresource@mariestopes.org.et
ONLY SHORT LISTED CANDIDATES WILL BE CONTACTED
Please mention the Title of the position on the subject line of your email, CANDIDATES WHO WILL NOT FOLLOW THE RIGHT INSTRUCTION WILL NOT BE SHORTLISTED.
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