Dec 03, 2019

Regional Senior Finance & Administration Officer

  • German Leprosy and TB Relief Association
  • Addis Ababa, Ethiopia
Full Time Accounting Jobs in Ethiopia NGO Jobs in Ethiopia

Job Description

BACKGROUND AND JOB DESCRIPTION

GLRA East Africa is a non-Governmental organization with Headquarters in Germany, addressing health, inclusion, Humanitarian Aid and research in an innovative way. GLRA East Africa is active in Ethiopia, Tanzania, Uganda, South Sudan, Sudan and Yemen, with its Regional office based in Addis Ababa/Ethiopia.

Our mission is to continue to excel in our fight against NTDs, and use, develop and expand our expertise to TB, other NTD and disabilities to ensure that marginalized persons obtain access to adequate health care and inclusion.

JOB SUMMARY:

The senior Finance & Administration officer is responsible for planning, organizing and coordinating the overall financial, administrative and operational functions of GLRA-EARO ensuring the activities are according to the organizational values, principles, procedures and guidelines of GLRA/DAHW and at global level. The Senior Finance & Administration officer is required to provide overall support to all program areas creating team orientation to achieve the regional objectives in collaboration with DAHW Head Quarter, partners and funding organizations.

The position requires a highly motivated individual with strong personal integrity and commitment to accountability. The position holder should also demonstrate excellent communication and interpersonal skill with DAHW headquarter, key partners and donors.

Knowledge to manage grants from various donors and private donors. Demonstrated experience and. evident exposure of INGOs in humanitarian setting and experience in health sector is a plus.

KEY RESPONSIBILITIES:

FUNDING AND FINANCIAL MANAGEMENT

  • Coordinate the overall activities of the Finance & Administration activities.
  • Oversee and ensure implementation of all relevant laws and financial regulations anticipated by the Government of Ethiopia are in place along with the internal GLRA/DAHW financial procedures.
  • Be part in defining strategic financial directions for the Regional office.
  • To ensure the planning, implementation, monitoring and reporting of financial management of all programmes and projects undertaken by GLRA EARO programme offices.
  • Review the organization’s financial policies, practices and processes for partners.
  • To ensure GLRA/DAHW financial procedures are in place in all program offices and GLRA/DAHW is keeping its obligations with the government.
  • Ensure that GLRA’s financial manuals and procedures are updated and known by staff and adhered to.
  • Create suitable approach to work and support partners on financial matters.
  • Be part in write up of financial section of funding applications,   grant appraisal and management.
  • Support and advice projects on financial matters including technical support in the use of WINPACCS
  • Oversee all donors financial planning and reporting are timely submitted and quality assured.
  • Provide financial reports and any expertise information for a decision making.
  • Ensure GLRA’s financial reporting requirements are to respective programme offices government are met timely and of high quality.
  • Ensure compliance with specific donor rules and guidelines on financial reporting.
  • Ensure the analysis of the periodic audit of financial statements quality and secure financial control and quality check of reports against and budget proposals and audit reports aligning with subsequent guidelines and policies of GLRA/DAHW and donors.
  • Ensure the understanding of grant management financial obligations and give proper support is given to the programme offices.
  • Play an active role in adhering self, staff and partners to act against Anti-fraud and Anti-corruption policy. 
  • Provide regular financial analysis, update to all program teams.
  • Responsible to continuously assess the effectiveness and efficiency of internal controls.
  • Conduct financial review meetings, issues are timely addressed and documented.
  • Jointly with programs conduct regular monitoring, build partner capacities, organize kick off and review meetings.
  • Ensure all financial documents, and audit reports are uploaded GLRA/DAHW system, and audit findings are used as learning and improvement areas of GLRA/DAHW and partners grant management. 
  • Financial data recording and reporting
  • Support in financial management the East Africa program offices in line with the interest of donors and Headquarter.
  • Undertakes any other duties and responsibilities assigned by the regional representative and regional accountant.

PROCUREMENT AND LOGISTICS:

  • Responsible for the overall procurement activities undertaken in GLRA/DAHW EARO ensuring it is implemented professionally, timely in all projects and procurements are done in accordance with the GLRA/DAHW  procurement guidelines, manual and donor requirements.

PROCUREMENT

  • Ensure the proper management of all procurements of the programme offices
  • Responsible to oversee all the procurement activities are done based on the approved bid opening, do bid analysis and prepare PO for selected suppliers.
  • Follow the necessary contract and framework agreements for goods/service suppliers are in place.
  • Ensure goods/services are received according to PR specification. Reject inferior items supplied to the office

TRANSPORT AND VEHICLE MOVEMENT

  • Ensure management of the vehicle movement of the office and Identify vehicle needs among the different programme Offices.  
  • Guide the field team vehicle movement to fill the vehicle gap for GLRA/DAHW operations.
  • Ensure programs are supported well

ASSET MANAGEMENT

  • Ensures that Assets are well managed and placed in Asset Management System.
  • Ensure proper recording and updating of asset register and ensure the appropriate coding and tags are placed on each item.
  • Responsible for supervising and monitoring  with the procurement and finance unit in identifying all details of assets such as acquisition price, PR, PO etc. the asset register should be accurate and complete;
  • Responsible for checking in /out GLRA/DAHW owned equipment to authorized staff using the standard procedures and forms.
  • Facilitate Schedules and conducts physical count of assets as needed.
  • Ensures that all programme  offices are providing monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets to ensure the location and status of assets that have moved between locations and staff;
  • Advises colleagues on asset and equipment using guidelines.
  • Ensure all lost, damage; stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
  • Ensure relevant materials and equipment with programme offices are available for the smooth operation of the office and program implementation.

WAREHOUSE MANAGEMENT

  • Ensure proper documentations are retained by programme offices in dealing with daily warehouse operations i.e. Stock Release Forms, Waybills etc.
  • Ensure the logistics team received the goods as per the description on the purchase order/request. Follow up that proper inspections are made to goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order.
  • Ensure that annual inventory for the programme offices are conducted. 

SUPERVISORY ROLES

  • Supervise the finance and admin staff in GLRA programme offices.
  • Take lead in creating a constructive working environment.
  • The position holder is responsible for planning and prioritizing work in the team and assuring segregation of duties. 
  • Quality assurance of financial aspects of the project cycle (recording, budgeting, reporting, auditing) and delegation of these tasks to staff.
  • Together with the Regional Representative  and relevant thematic heads, safeguard financing sources are allocated to cover all relevant staff costs, appropriate implementation, reallocation and financial monitoring of staff costs.
  • Be part in the budget preparation of both program and Finance staff.
  • ADMINISTRATION AND SYSTEM:
  • Have overall responsibility of building, reviewing and putting in place of solid financial, procurement & logistics, human resources, fixed asset & warehouse management and proper documentation of all.
  • Responsible to secure correctness and timeliness of all financial and operational processes in GLRA-ERAO.
  • Identifying capacity gaps and facilitates training of staff and partners and other means of enhancing the quality of financial management.
  • Build and maintain necessary relationships with the relevant teams, units, partners, and advisors at Headquarter level.
  • Build and advance meaningful and effective relationship with partners, likeminded organisations and donors in an expert manner and handle internal and external stakeholders properly.

HUMAN RESOURCE MANAGEMENT

  • Planning, recruiting, and employment
  •  Performance management
  • Promotions
  • Remuneration and benefits
  • Staff Training and development
  • Staff data management

AREA OF SPECIALIZATION:           

  • Accounting Finance, administration, operation, grant management

ACCOUNTABLE TO:                          

  • Regional accountant

Length of Contract:                 

 

  • One year with possibility of extension based on  performance 
 

Job Requirements

MINIMUM REQUIREMENTS

QUALIFICATIONS

  • Masters Degree in Accounting, Finance, management,  Business Administration or related fields
  • 5 years and above of demonstrated progressive experience in senior leadership position including staff management preferably in the international humanitarian or development organization
  • Demonstrated skills in planning, organizing, mentorship and supervision
  • Knowledge of the global financial framework and national financial practices in development organization
  • Excellent leadership, collaborative, coaching, supervising and interpersonal skills to promote effective collaboration within and across member and partner organizations
  • Strong personal integrity, proactive, timeliness and commitments to accountability.
  • Strong written and oral communication skill in English.
  • Proven track record in leading annual auditing, grant management and financial reporting

TECHNICAL & OTHER SKILLS

  • Ability to work under pressure and able meeting deadlines
  • Excellent understanding of laws on taxation, pension, labor, civil society and financial reporting standards including IPSAS
  • Excellent leadership skills 
  • Excellent problem-solving skills
  • Able to maintain motivation of self and others
  • Strong personal integrity and commitment to accountability
  • Detail oriented in following up and networking
  • Excellent computer basic skills and keen to learn relevant software used by DAHW
  • Excellent interpersonal and negotiation skill
  • Experience with different donor rules and regulations
  • Experience from strategic planning processes and ability to analyze and think strategically
  • Diplomatic
  • Resilient/strong 
  • Tactful
 

How to Apply

Interested and qualified applicants are required to submit their non-returnable application/motivation letter with updated resume, credentials   and supportive documents through: Email: glra.ethiopia@gmail.com  stating the position you are applying in the subject line of the email.