Finance and Administration Officer at Strategic Initiative for Women in the Horn of Africa (SIHA) Network

Strategic Initiative for Women in the Horn of Africa (SIHA) Network

Position: Finance and Administration Officer

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Posted date: 1 week ago

Deadline: September, 30/2024 (11 days left)

Job Summary

Under the direct supervision of the Ethiopia Country Coordinator and technical guidance from the Regional Head of Finance and Administration, the Finance and Administration Officer will work in providing financial and administration support to the SIHA team in Ethiopia. The Finance and Administration Officer will work closely with the SIHA Regional finance team and the Ethiopia team on ground to ensure all the financial guidelines as per donor, SIHA Finance manual and organizational requirements are followed.

Key responsibilities

Finance Roles

• Draft and prepare financial reports internally and externally alongside the SIHA regional finance team;
• Prepare projects financial statements and follow-up on projects transactions and balances;
• Ensure that SIHA staff are following the financial regulation;
• Work on the payroll, billing, receivables, payables, cash receipts, cash disbursements;
• Follow up and document SIHA membership fee payment;
• Produce monthly financial statements to be shared to the regional office with the Ethiopia Office in copy;
• Prepare weekly closing general ledger entries;
• Review reconciliations to ensure that they are prepared properly and follow-up on any unusual items;
• Revise bank statements and undertake regular financial updates , Reconcile bank statement accounts, and prepares related journal entries;
• Carefully review projects agreements and ensure to fully understand all articles therein;
• Work on filing of tax and social insurance forms when applicable;
• Oversee, in conjunction with the finance team; preparation of annual audit;
• Ensure that invoices are acquired in line with the regulations in the Accounting Manual
• Enter BRs on the system and make follow up to secure approvals
• Prepare timely project budget absorption rate upon completion of activities
• Prepare weekly petty cash count and record

Administrative Roles

• Overlook the welfare of the office property as well as day to day activities and in addition ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories and evaluating new equipment;
• Carry out administrative duties such as typing, copying, binding, scanning, filing of documents in both soft and hard copy; carry out reception duties, answering phones;
• Coordinate office procedures, carry out external office work and liaise with service providers;
• Monitor office maintenance of equipment and ensure supplies are purchased on time working closely with the finance team in handling the logistics of office needs;
• Assist in organizing SIHA meetings and workshops in and outside the office; and taking of minutes;
• Responsible for timely flight and hotel bookings that is in line with the SIHA travel policy, ensure travel authorization forms are received before any flight and hotel bookings are affected, Support in securing Visa and any travel related document as and when required;
• Prepare correspondences (memos, letters and forms); Organize and schedule appointments;
• Provide general support to visitors and provide information by answering questions and requests;
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories and evaluating new equipment;
• Maintain office supplies and overall inventory by periodically checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies and verifying them on receipt;
• Ensure timely and proper accountability of all funds disbursed;
• Offer exceptional and proactive customer care and support to all SIHA guests, staff and other stake holders and ensure that they receive timely assistance and attention from time to time;
• Maintain an updated service provider contact list on a monthly basis and display it on the notice board from time to time;
• Assist with collection of price quotations and prepare procurement meeting minuets
• Receiving phone calls in a friendly and professional manner and offer assistance to all callers in a timely and proactive manner;
• Display necessary notices and memos on the office notice board as requested

Minimum Requirements and Qualifications

• Bachelor’s Degree in Finance, Accounting, Business Administration, or a related field is generally required.
• Professional Certification such as CPA (Certified Public Accountant), ACCA (Association of Chartered Certified Accountants) are an added advantage.\
• Minimum of 3-5 Years of Relevant Experience in finance and administration roles, preferably within NGO sector
• Experience in Financial Management including budgeting, financial reporting, and auditing.
• Administrative Experience in office management, procurement, and Logistic support.
• Familiarity with Financial Software such as QuickBooks, or other accounting systems.
• Experience Working in a Team-Oriented Environment with strong interpersonal skills to manage relationships with staff, vendors, and external stakeholders.
• Experience in Compliance and Regulatory Requirements related to finance and administration.

For the ideal candidate, we also look out forAttention to Detail

• Accuracy: Ensuring all financial records, reports, and documents are accurate and error-free.
• Thoroughness: Paying close attention to all aspects of administrative tasks, ensuring nothing is overlooked.

Communication Skills

• Clarity: Ability to convey financial information clearly and concisely to both financial and non-financial stakeholders.
• Listening: Understanding the needs and concerns of team members, vendors, and other stakeholders.

Organizational Skills

• Time Management: Prioritizing tasks effectively to meet deadlines, especially during peak periods like audits or financial reporting times.
• Multitasking: Managing multiple responsibilities, such as handling financial records, logistic duties, and procurement, without compromising quality.

Problem-Solving Skills

• Analytical Thinking: Ability to analyze financial data, identify discrepancies, and develop solutions to complex financial and administrative issues.
• Decision-Making: Making informed decisions quickly and effectively, especially in high-pressure situations.

Integrity and Ethical Judgment

• Confidentiality: Maintaining the highest level of discretion when handling sensitive financial and personal information.
• Ethical Standards: Upholding strong ethical principles in all financial transactions and administrative duties.

Adaptability

• Flexibility: Being open to change and adapting to new processes, systems, or regulations.
• Resilience: Handling challenges and setbacks with a positive attitude, and finding ways to overcome obstacles.

Interpersonal Skills

• Collaboration: Working effectively with other departments, teams, and external partners to achieve organizational goals.
• Conflict Resolution: Addressing and resolving any disputes or misunderstandings in a professional and constructive manner.

Critical Thinking

• Evaluation: Assessing financial processes and administrative systems to identify areas for improvement.
• Strategic Thinking: Contributing to the organization’s long-term goals by aligning financial and administrative operations with strategic objectives.

Customer Service Orientation

• Supportiveness: Providing excellent service to internal and external stakeholders, addressing their needs promptly and efficiently.
• Empathy: Understanding and addressing the concerns of employees, vendors, and clients with empathy and professionalism.

Duration: 6 months