Finance & Administrative Assistant

Vacancy Announcement for Finance and Administrative Assistant Position

Organizational description

The Ethiopian Health Education and Promotion Professional Association (EHEPA) was established and registered by the Ethiopian Civil Society Organization Authority in December 2021. The association's mission is to save lives and improve the quality of life for Ethiopian citizens by promoting healthy behaviors, preventing diseases, and encouraging treatment-seeking and adherence to services aimed at both communicable and non-communicable diseases, as well as maternal and child health.

EHEPA focuses on various areas including behavioral insights, health advocacy, social marketing, community mobilization and engagement, risk communication, and improving health literacy. Additionally, EHEPA develops quality assurance strategies for social and behavior change (SBC) materials and methods.

To achieve these objectives, EHEPA is seeking experienced and qualified candidates for the vacant position of Finance and Administrative Assistant.

Job Summary

The Finance and administrative Assistant will drive the financial and administration processes to conduct the office administration and to generate reliable, transparent & timely financial and administrative information needed by the Association to manage its resources and the funds entrusted to it by its donors & partners, thereby generating ongoing confidence. The finance and administrative assistant will also support to ensure efficient operation of the office.

Key Role and Responsibility: under the supervision of the Finance manager, the finance and administrative Assistant responsibilities will be as follows:

• Assist the head of the field office, in administration and finance matters to ensure an effective management of the financial resources according to the EHEPA procedures.
• Ensure the compliance of administration, finance and policies and procedures
• Ensure payables are managed smoothly and efficiently in accordance with EHEPA procedures and with accuracy and completeness. Ensures that all payments are done in a timely manner
• Ensure that transactions are processed daily in the system and that they are accurate and complete.

Administration management

• Responsible for Human resource management
• Responsible for fixed assets management
• Arrange training material and organize workshops
• Prepare payment request according to internal procedures of the Association
• Coordinate and organize field staff travel and EHEPA staff travel in the field
• Responsible for correspondences, preparation of contracts and sending invitations
• Handle incoming and outgoing mail, including sorting, distributing, and organizing
• Maintain office supplies, ensuring availability and proper inventory management
• Assist in the preparation and coordination of office events
• Perform general clerical duties, such as photocopying, scanning, and filing
• Collaborate with other administrative staff to ensure smooth office operations
• Manage and maintain schedules, appointments, and travel arrangements
• Assist in the preparation of reports, presentations, and correspondence
• Maintain and update office records and databases

Program audits

• Provide support role in audits (internal and external) including preparation of documents internal, external and donor audits together with the finance manager
• Liaise with internal and external auditors on audit related issues
• Facilitate auditors in performing on-site visits
• Assist in providing management responses to audit reports and timely implements the recommendations with finance manager
• Review field budget activities to ensure cost efficiency
• Ensure all transactions are processed and ready in time for month end and quarter end close as per agreed timetable with finance manager
• Review payment vouchers, bank & petty cash control sheets
• Verify travel expense reports
• Ensure all procurements comply with competitive 3 quotes bidding
• Issue, track and reconcile approved travel advances to field office staff; review advance reconciliation and claims for completeness and accuracy
• Manage filing/archiving of all documents and admin files (including invoices, payment vouchers, and expense reports.

JOB REQUIREMENT

A. Qualification: BA Degree in Accounting & Finance, Human resource management, Business Administration, and social science related fields from recognized higher education institution

B. Relevant Experience: minimum of 2-years’ experience in the area of human resource development and finance.

Skills

• Advanced skill of the Microsoft office
• Excellent English written and verbal communication skills
• Excellent organizational and time management skills with the ability to multitask and to work well under pressure as well as prioritize tasks effectively

• Strong interpersonal and communication skills, with the ability to work collaboratively in a team environment
• Attention to detail, accuracy, and commitment
• Ability to work independently and as part of a team
• Availability to travel to regions

Personality

• Supportive and ethical in approach
• Always maintains a pleasant and polite attitude

• Ability to work effectively as part of a multicultural and multidisciplinary team
• Excellent communicator at all levels
• Capable of working with minimal supervision and handling pressure effectively

Salary: Negotiable

Duty Station: Addis Ababa

Job Type: 6 months Contractual with possible extension

Skills Required:

• Accounting / Finance
• Hr / Public / Admin
• Sales / Marketing / Business / Management
• Social / Science / Project / Management / Development