Title: Finance and Administration Officer

Location: Bule Hora

Reports to: Team Leader – Support Services

Start of Contract & Duration: Six (6) Months

Posting date: January 3,2020

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009. With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

Overall purpose of the role:

Responsible to carry financial and administration tasks to respond to the needs of program and technical departments, and to support the office teams while building their capacity.

RESPONSIBILITIES AND TASKS

I. Finance

Accounting management and documentation

• Assist with preparation of budgets.
• Implement financial SOPs, policies and procedures.
• Establish, maintain and reconcile the general ledger
• Ensure data and transactions are properly recorded and entered into accounting systems.
• Prepare Income statements, bank and petty cash reconciliation and balance sheets as needed.
• Maintain financial files and records and assist with annual audits.
• Maintain contract follow up on a monthly basis, and make sure all contracts are renewed, closed, or paid on time.
• Filing, scanning, and sending monthly financial documents to country office.
• Update monthly staff payroll for deduction for advances, and keep track of clearing all outstanding;
• Ensure timely and accurate encoding of all financial movements using DRC’s Dynamics online system;
• Produce serially numbered cash receipt and cash payment vouchers, and code expenditures appropriately;
• Support payment to service providers, suppliers and contractors and clearance of advance of procurement officer against a “Goods Received Note” signed by Logistics Officer
• Prepare and distribute monthly expenditures reports on project and programme level in the support of managers and programme staff.
• Assist in regular budget reviews (monthly, quarterly annually)
• Correctly use DRC Dynamics functionalities in area of concern

Cash management and control

• Establish and maintain cash controls.
• Monitor cash reserves and investments.
• Prepare monthly cash requests and prepare weekly cash reports.
• Carry out cash transactions.
• Cash Book registry update on a daily basis, and cash count on a weekly, and monthly basis with the support services team leader and Area Manager.
• Coordinate with different units in the Area office to develop robust cash forecast and timely submit cash transfer request to Addis finance team
• Prepare monthly Cash reconciliation 
  

II. Human Resources Management and Administration

Recruitment and compensations & benefits

• Assist the Support Services Team leader in staff recruitment and contracting process is in line with DRC procedure and the local labor law.
• Update recruitment tracker.
• Send contract request and/or contract extension.

Administration

• Ensure that all staff personnel records are properly maintained and regularly updated.
• Advise and consult staff on DRC administration and HR policies.
• Keep track of DRC staff contract’s expiration dates
• Help to understand/translate to staff employments contracts and all relevant documents that form part thereof
• Keep track of staff accrued/used vacation/overtime and regularly update staff leave balance.
• Ensure that DRC internal documents are filled in correctly.
• Support in writing Terms of References for staff.
• Administrative tasks in relation to performance and development processes.
• Administrative tasks in relation staff development.
• Support annual performance reviews of Finance Staff and assist in identifying their training needs
• Ensure compliance in Human Resources Administration Management to DRC Operations Handbook
•  Support staff development activities including promoting the DRC Learning Catalogue.

Experience and technical competencies: (include years of experience)

• 4-5 yrs. work experience in financial/accounting and administration field or in a similar role.
• Computer proficiency highly desirable, particularly the use of MS Excel.
• Proven ability to priorities tasks and meet deadlines.
• A strong team-player with good analytical skills.
• Experience in working in NGOs is a plus
• Excellent communication skills.
• Proven commitment to accountability practices.
• Attention to details and ability to work under pressure and within strict reporting deadlines.
• Familiarity with the DRC dynamics specifically financial functions will be an added advantage.

Education: (include certificates, licenses etc.)

• B.A Degree Accounting, Finance or in Business Administration or related field

Languages: (indicate fluency level)

• English (fluent) - essential
• Amharic (fluent) - essential
• Oromo (fluent) – advantageous

All DRC roles require the post-holder to master DRC’s core competencies: 

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Acting in line with DRC's vision and values