Finance and Admin Coordinator/

Job Description

The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization founded in 1956 that works in more than 30 countries throughout the world, including Ethiopia. DRC fulfills its mandate by providing direct assistance to conflict-affected populations, including refugees, internally displaced people and host communities. Under its mandate, the organization focuses on emergency humanitarian response, rehabilitation and post-conflict recovery.

DRC commenced work in Ethiopia in 2009 and currently provides expertise in shelter, WASH, livelihoods and protection in the Gambella and Somali regions of the country. Activities implemented by DRC are funded by money raised from the Danish public and by project grants from the Danish government and other bilateral and multi-lateral donors.

DRC is in the process of starting a new program in Tigray regional state, where the organization anticipates implementing a variety of youth protection activities in Hitsats, Shimelba, Mai-Aini and Adharush refugee camps, which are currently hosting a combined population of over 30,000 Eritrean refugees.

POSITION’S OVERALL OBJECTIVES

Working under the direct management of the Shire-based Area Manager, the Finance and Administration Coordinator will be responsible for all of the daily financial and administrative functions of DRC’s Shire field office in strict compliance with the organization’s and donors’ policies and procedures. The Finance and Administration Coordinator will furthermore manage 1 Human Resources and Office Assistant and will act as the primary point of communication with DRC’s finance and administration teams in Addis Ababa for daily financial and administrative matters.

RESPONSIBILITIES AND TASKS

To achieve the overall and specific objectives of the position, the Finance and Administration Coordinator, in coordination with the Area Manager, Deputy Area Manager and Addis Ababa-based finance and administration teams will perform the following tasks and undertake the following responsibilities:

1. Financial Management:

• Lead the setup of the Shire finance department and bank account and ensure it is fully compliant with DRC systems and is well organized and maintained.


• With support from the Addis Ababa-based finance team, ensure high quality day-to-day accounting of the field office’s spending. This will include, financial review of all order requests submitted by program and support staff to ensure eligible and well-informed spending, maintaining the field office’s cashbook, assuming cashier responsibilities, organizing and making all local payments, maintain a system for high quality verification of expenditures and supporting documentation, and maintain and monitor a system for accruals and outstanding payments all in accordance with DRC and donor rules and regulations.


• Lead financial analyses and monitoring of project and operational needs and spending – actual vs. planned income and expenses – and initiate actions for adjusting budgets, such as predicting and responding to emerging financial risks.


• Ensure compliance with donor guidelines in the allocation of costs and management of funds.


• Support the Addis Ababa based finance team in the preparation of all financial reports and audits for grants at periodic intervals and submit them to Head of Finance and Administration for review.


• Lead monthly financial review meetings with budget holders and the Area Manager and Deputy Area Manager, and share minutes and analysis with the Area Manager, Deputy Area Manager and Addis Ababa senior management team.


• Provide strategic support, including projections and recommendations on financial matters to the Area Manager, Deputy Area Manager and Head of Finance and Administration.


• Become well versed in all applicable local laws and regulations and interact with relevant local authorities accordingly when tasked by the Area Manager.


• Train and mentor the HR and Office Assistant and newly recruited finance and administration staff as needed.

2. Administrative Management:

• Oversee the general administration of Shire field office, including the setup of the Shire administration department, and ensure it is fully compliant with DRC systems and is well organized and maintained.


• Collaborate with the HR and Office Assistant and Logistics and Procurement Officer and  Logistics and Procurement Assistant to ensure office facilities in Shire and sub-locations are well maintained and fully functional.

3. Human Resources:

• Manage the HR and Office Assistant and any additional HR or administrative staff who are hired, supporting respectful and positive working relationships which allow for the effective implementation of all DRC activities. This is to be achieved through leadership, team building, day-to-day support and capacity-building.


• Support the HR and Office Assistant in site-level recruitment processes and ensure that relevant staffing structures in all operations departments are in place and are reflective of appropriate gender balance.


• Support the HR and Office Assistant to promote professional development by identifying training and capacity building opportunities and ensure protection staff are well versed in DRC’s code of conduct, accountability, respectful dialogue with the refugee population, and prevention of sexual exploitation and abuse.


• Support the HR and Office Assistant in collaborating with the Area Manager, Deputy Area Manager and Addis Ababa human resources department to ensure staff objectives are set and that evaluations and performance reviews are conducted on a regular basis.

QUALIFICATIONS

• Bachelors degree or higher in Business Administration, Finance, Accounting or other relevant field


• Minimum 5 to 8 years of management experience at a mid to senior level, preferably with experience in the NGO field.§  Full proficiency in Microsoft Office.


• Verbal and written proficiency in Tigrinya, Amharic and English.

ADDITIONAL CHARACTERISTICS

• Proven ability to setup successful and compliant financial and administrative systems.


• Strong planning, organization and problem solving skills with ability to work both independently and within a team in a demanding work environment.


• Excellent personnel management skills, including diplomacy, tact and negotiating skills.


• Integrity, strong work ethic, and ability to consistently meet deadlines under pressure.


• Experience working with youth and young people.


• Experience living and working in cross-cultural and remote environments

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How to Apply

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 “Finance and Admin Coordinator”.

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 28 February 2016.

 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.

Job Categories: Accounting and Finance Jobs. Job Types: Full-Time. Job expires in 30 days.

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