Ethiopia: Finance and Administration Manager, Ethiopia - Ethiopia

The Pharo Foundation is a private foundation committed to the development of Africa. Our vision is an economically self-reliant Africa. Our mission is to facilitate economic independence of the African people through the promotion of sustainable livelihoods and job creation in Africa. We value sharing, passion, respect, humility and collaboration.

In the last four years, we have funded projects worth over US$5 million in Ethiopia, Somaliland, Somalia and South Sudan. These projects are contributing towards improved access to financial services, education, health, water and sanitation.

Based on lessons learnt from these projects and wide ranging consultation we have carried out, we have developed a new five-year strategy (2016-20). Our strategic objective is to significantly improve the income and livelihoods of 30,000 households in Africa. We are committed to scaling up our work; improving the quality and the effectiveness of our programme selection, design and implementation based on evidence; and achieving significant and lasting improvements in the quality of life of the people whom we support.

The Finance and Administration Manager position is a senior leadership role within the Foundation. The position will be based in Addis Ababa with regular travel to programme regions in the country. Reporting directly to the Regional Representative, this is a well-remunerated role that will give the right candidate an excellent mix of challenge, motivation and fulfilment.

The Finance and Administration Manger (FAM) is accountable for in-country direction, oversight and management of all finance, IT, human resources and administrative aspects of the programme. By working closely with the Finance and HR Associate in London, s/he will be responsible for providing the highest quality support to the Foundation’s and our partners’ programme and support personnel.

Contract type: Permanent

Salary: Highly competitive and negotiable depending on experience

Location: Addis Ababa, Ethiopia

Key duties and responsibilities

General

ü Manage and take overall responsibility for core financial, administrative, human resources, logistical and IT functions of the programme.

ü Provide leadership and direct line management to the programme support team.

ü Assist the Regional Representative to ensure that there is a robust internal control environment, policies and procedures that safeguard the assets of the Foundation and that improve the effectiveness and the efficiency of the Foundation.

ü While respecting their autonomy and independence, to effectively engage with, support and monitor partner agencies who will have the primary role of implementing the programmes.

ü Represent the Foundation in external forums as appropriate and agreed with the Regional Representative.

ü Engage with partners and visit regional offices and activities as required maintaining knowledge of programmes, partners and communities.

ü Assist the Regional Representative to maintain an overview of the political and security context, robust and effective security plans and procedures, and health and safety policy.

ü Ensure that all staff, volunteers and visitors are aware of and follow the Foundation’s security procedures.

ü Comply with the Foundation’s policies and practice with respect to protection of children and vulnerable adults.

ü Comply with other relevant policies and procedures as they are developed

ü Any other duties as agreed with the Regional Representative.

Finance

ü Prepare programme and country financial reports in accordance with the Foundation’s reporting requirements for submission to the London office.

ü Prepare and regularly update administration and programme budgets and other financial reports and analysis as required by the Regional Representative and the London office.

ü Assist the Regional Representative and the Programme Managers to manage the administration and the programme budgets.

ü Submit monthly and other regular and one-off reports to the London office in agreed formats and by agreed deadlines.

ü Oversee the development and regular updating of financial systems and procedures and its recording within the Accounting Policies and Procedures Manual.

ü Manage cash flow ensuring sufficient funds are available in country for the smooth operation of the programme.

ü Coordinate the development of budgets for new proposals in close liaison with the Regional Representative and the Programme Managers.

ü Assist Programme Managers and the rest of the programme team in the preparation and interpretation of programme accounts and other internal reports.

ü Bring to the attention of the Regional Representative (or the Finance and HR Associate) financial systems matters which are unclear and require clarification or major decision.

ü Organise and manage annual audits in liaison with the Finance and HR Associate.

ü Keep abreast of developments in the regulatory and legal environment related to financial, taxation and other relevant matters and bring to the attention of the Regional Representative any major developments that impact on the Foundation’s operation in Ethiopia.

Administration

ü Ensure that the programmes receive efficient, effective and timely administrative and logistical support.

ü Regularly update the office procedures manual and ensure that the provisions have been fully implemented.

ü Ensure that best practice has been followed in the procurement of all materials and services.

ü Protect and safeguard the Foundation’s assets through proper safety, insurance, security and other arrangements.

ü Maintain comprehensive asset registers for the Foundation and for each programme.

ü Protect and safeguard IT equipment in all locations with up to date antivirus software.

Human Resources

ü Ensure that the handling of personnel matters is in line with the Foundation’s values and policy and the regulatory and legal requirements in Ethiopia.

ü Assist in the design and implementation of the operational structure and staffing requirement for the support functions commensurate with the needs of the programme.

ü Recruit and induct support personnel according to in-country guidelines and the Foundation’s policy, including equal opportunities.

ü Ensure that personnel conditions of service manual is prepared and regularly updated.

ü Ensure that personnel have well defined and understood contracts that are in line with the Foundation’s policy and the relevant job descriptions and Ethiopian labour laws.

ü Ensure that support personnel participate in annual appraisals.

ü Identify the training needs of support staff and ensure processes are in place to support and encourage appropriate personal and professional development of support staff within the context of the Foundation’s objectives.

ü Conduct exit interviews for support staff before they leave the Foundation.

Required qualities and skills

ü A university degree in accountancy, business administration or a related discipline and a recognised professional accounting qualification; a postgraduate degree an advantage.

ü Minimum of seven years relevant experience in a similar modern and busy working environment, at least three of which as Manager of Finance and Administration or Chief Accountant for a medium to large organisation.

ü Experience of using computerised accounting software.

ü Commitment to the vision, mission and values of the Foundation.

ü Capable of managing the delicate balance between getting programmes implemented through partners while respecting their autonomy and independence

ü Commitment to the capacity building of local institutions based on mutual respect and a collaborative approach.

ü Attention to detail and a flexible approach to work.

ü Excellent communication and team-working skills, with the ability to build good relations, both internally and externally.

ü A self-starter, capable of working independently.

ü Excellent communication and team-working skills, with the ability to build good relations, both internally and externally.

ü Capable of rapid and quality turn around on a high workload and multiple tasks.

ü Positive outlook and outgoing personality with solid interpersonal and diplomatic skills.

ü Passion for Africa and good familiarity with the continent.

ü Ability and willingness to travel often to programme regions.