Admin and Finance Officer Job at Danish Refugee Council - 2015

Position Description

Title:  Admin and Finance Officer

Location:  Dimma, Gambella Field Office

Line management: Line managed by the Child Protection Team Leader and technically reports to the Admin & Finance Coordinator (Based in Gambella), line manages the cashier in Dimma

Background

The Danish Refugee Council (DRC) has been providing relief and development services in the Horn of Africa since 1997. DRC Ethiopia focuses on South Sudanese refugees in Gambella and on Somalis who are displaced by conflict. The regional Office is based in Nairobi, Kenya and we have other offices and operations in Ethiopian Somali Region like Jijiga and Dolllo Addo, Gambella, Somalia, Puntland, Somaliland, Kenya and Yemen. Our country office is based in Addis Abeba.

Purpose

To ensure all financial procedures adhere to DRC policies and procedures; ensure DRC Dimma, Gambella financial/Admin/personnel procedures and policies are known and adhered to at all times

Key Responsibilities: 

Finance and cash management

·        Estimates and request biweekly cash top-up based on information collected from the program and logistics staff

·        Ensure monthly closing and cash follow status report is produced on time, in both electronic and hard copies;

·        Maintain proper filing systems of financial documents, and scan and burn on CDs those monthly financial reports to be forwarded to the country office

·        Ensure accounting records are kept updated, are reliable and are maintained according to DRC accounting practices;

·        Ensure timely and accurate encoding of all financial movements

·        Assist the Emergency Manager with monthly reviews of planned versus actual expenditures

·        Manage cash balances to ensure that sufficient balances are maintained for ongoing activities while preventing too high balances.

Payment and cash flow

·         Maintain cashbooks and accounts records and ensure payments are allocated to the correct project and budget line.

·        Ensure all relevant documentation is collected, checked and attached to payment vouchers for submission to Head Office.

·        Handle all cash, including petty cash and local bank account,  and maintain and balance daily cash books

·        Manage cash transfers made by Head Office and deal with any other business with the bank;

·        Prepare and carry out monthly salary payments of Dimma staffs including those based at camp level; remit taxes to the relevant government authority

Inventory/Assets, Procurement & Logistics Management

·        Ensure that assets/inventory are tagged and updated in the electronic property register on a monthly basis and that all staff/sectors comply with the laid down procedures regarding property management.

·        Ascertain that correct procedures are followed in the disposal of all obsolete and un-repairable property items and conduct an annual inventory of all assets in the field office.

·        Ensure that all DRC assets/property are well utilized, maintained/serviced to minimize wastage/losses.

·        Enforce the procurement plan developed by project team and procurement unit.

·        Conduct periodic checks to ensure that the DRC warehouses are managed according to DRC regulations and records are well kept.

·        Ensure that DRC vehicles are utilized optimally for project activity implementation, safe and insured.

·        Review monthly fleet operational costs including fuel & lubricant consumption, spare part usage and repairs.

Administration Responsibilities

·        Formulate and implement policies to ensure proper and effective administrative systems.

·        Establish administrative resources required by the Field Office.

·        Provide advice and support on operational issues.

·        Ensure maintenance of a secure, reliable and appropriate use of information technology resources Field Office.

·        Monitor office and accommodation and supply usage.

·        Manage regularly office filing system for efficiency and ease of retrieval

·        Ensure contracts/agreements for leases, services, repair of office equipment, utilities etc are current and reviewed regularly on performance.

·        Handle all visitors and guests carefully and respectfully

·        Ensure telephone and electricity bills are paid in time every month;

Personnel Administration

·        Maintain a thorough knowledge of DRC HR policies and ensure employee adherence.

·        Act as focal point on all issues related to HR Policies, and educate staff on policies through staff meetings.

·        Ensure personnel files are complete and accurate assuring adherence to highest level of confidentiality.

·        Maintain updated job description database.

·        Liaise with the HR in Gambella on leave management; maintain leave tracking ensuring complete documentation for all staff movement.

·        Prepare and submit monthly staff list.

·        Assist in the recruitment processes ensuring compliance to hiring procedures as outlined in the HR manual.

·        Liaise with the HR Officer in Gambella and Addis Ababa for staff issues.

·        Conduct timely orientation of new staff.

Other

·        Any other job as assigned by the child protection team leader and Addis/Gambella Finance & Admin coordinator

Essential:

·   Bachelors of Arts in Finance, Accounting, Business Adminstration or related fields

·   Minimum 5 years of relevany work experience

·   Proven ability to set up administrative systems

·   Possess excellent financial and personnel management skills

·   Fully proficient in Ms Word and Excel spreadsheets

·   Able to establish and implement sustainable office systems

·   Good organizational skills

·   Superior integrity, work habits, and ability to meet deadlines

·   Diplomacy, tact and negotiating skills

·   Strong planning, organization and problem solving skills with ability to work hands-on, independently, and within team in a difficult work environment

·   Strong communication and interpersonal skills

·   Ability to work cooperatively with staff from diverse cultures

·   Good in spoken and written English especially reporting

Preferable:

Experience in International NGOs

Nuer or/and nuak language skills an advantage

Interested candidates should send a CV and cover letter in English addressed to the DRC Hiring Committee at only through vacancies@drcethiopia.org, with the subject “Admin and Finance Officer”.

The applicant’s cover letter should state the reasons for applying for this particular position and not be generic. The cover letter should also include the applicant’s salary requirements. Please do not send additional materials other than a CV and cover letter, they will not be reviewed.

Applications will be reviewed on a rolling basis before the deadline, and interviews will be held as suitable candidates present themselves. Deadline for applications is 7 September 2015.

We encourage all qualified candidates to apply. DRC considers all applicants based on merit. It is DRC policy to recruit, hire, train and promote individuals, as well as administer any and all personnel actions, without regard to gender, race, national, clan or tribal origin, religion, age, sex, origin or ancestry, marital status, social status, sexual orientation, or status as a qualified disabled individual.

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