Overview

Strengthening Host and Refugee Populations in Ethiopia (SHARPE) is an initiative funded by the UK Department for International Development (DfID). The aim is to create inclusive economic growth for, and increase the economic agency of, host and refugee communities in three regions (‘Hubs’) in Ethiopia, namely Gambella, Dolo Ado and Jijiga.

SHARPE utilises a Market Systems Development (MSD) approach to partner with private and public sectors players to facilitate investment in and innovation in key regional markets, namely cereals, horticulture, livestock and small ruminants, dairy, poultry, aquaculture, financial and business services and the regional labour market. Because humanitarian assistance constitutes a significant transfer of goods and services in these regions, SHARPE also support efforts which enable this assistance to strengthen the regional economy by flowing regional economic channels. 

Investment and innovation should result in regional market systems and the host and refugee communities participating in these to become more productive and resilient, and experience increases in employment opportunities, income and savings. Joint economic participation in growing economic sectors should also facilitate win-win scenarios (mutually beneficial exchanges) for host and refugee communities and contribute to the integration of refugee communities in the regional economy, in line Ethiopia’s Comprehensive Refugee Response Framework (CRRF, i.e., the ‘Nine Pledges’).  

SHARPE is expected to last for 3.5 years, from September 2019 to March 2023.

Assignment Objectives

SHARPE is a fast-paced work environment in which Sector Leads, (Senior) Market Analysts (S)Mas) and Results Measurement Specialists are encouraged to work in a dynamic fashion with public and private sector partners, coordinate their work with the Hubs, and travel to the field whenever required. This work is supported by an extensive network of Short-Term Technical Advisers (STTA) and the DAI home Office.

The Finance & Operations Support Officer’s objective is to support this dynamic environment. S/he ensures an efficient, timely and smooth process for financial, administration and logistics support at a Hub. This includes supporting financial, administrative and operational arrangements for travel, accommodation, meeting and venue requests and bookings; procurement of same; copying, filing, assets management; finance management support including purchase orders and payments; vehicle fleet management and assistance and support to the SHARPE senior management team.

Key Responsibilities

Overall

• Works proactively with colleagues in the Operations team and the Technical team(s) to create seamless process coordination between the Addis Ababa office and the Hub.

Finance Support

• Support daily financial activities of the Hub’s in close coordination with the Finance and Operations team including cash flow management, time sheet recording, budget forecasting, and daily monitoring of expenditures.
• Efficiently manage cash at the Hub office acting as the petty cashier as well as issuing out travel advances to staff & cheques to good and service providers.
• Ensure that travel advances are timely settled and reconciled, and aging advances are followed up in a timely manner.
• Responsible for coding and posting expenses in QuickBooks and maintain supporting documents.
• Responsible for compiling and submission of timely and complete monthly Field expense reports (FER) and bank reconciliation of the Hub office.
• Initiate, lead, prepare and request the Hub monthly cash forecast in a timely manner.
• Maintain and keep up-to-date books of accounts of the Hub office.
• Responsible to assist in the implementation of accounting policies, systems, and procedures for the Hub office and resolve issues as they arise.

Logistics and Administration Support

• Serve as first point of contact for visitors and vendors, schedule/confirm appointments, draft invitation letters of letters of response; provide general support to visitors.
• Work proactively with colleagues to support effective coordination, planning and monitoring of logistics to support travel, training and workshops.
•  Support necessary procurement and bookings, coordinate with suppliers; support the execution of events, as required
• Manage and monitor the use of program resources such as vehicles, stationeries, and doing minor procurements whenever needed; maintain inventory records; monitor vehicle logbook and maintain fuel register; ensure that any breach of SHARPE policy or process regarding vehicle use is immediately reported to the Team Leader.
• Ensure that office utilities such as Internet, telephone, water and electricity are working well and follow up and settle bills on time with the respective offices; report maintenance needs; take care of the overall appearance and cleanliness of the office.
• Maintain Hub office fixed asset register, update records and submit quarterly fixed asset reports to the Addis Ababa Office.
• Regularly gathering HR related data and forms including vacation/compensation/sickness leave formats, and medical expense reimbursement claims of the Hub technical staff and submit the forms and other necessary information to the HR Manager for filing.

Other

• Other activities as directed by the Hub Lead, Finance & Operations Manager or Deputy Team Leader.

Key Performance Indicators

• KPIs set annually in agreement with the Finance & Operations Lead and Team Leader

Requirements  

Education and Experience 

• Bachelor Degree in Accounting or related field of study.
• Minimum of four years of related work experience.

Skills

• A high degree of personal initiative, flexible and responsive, interested in multi-tasking, problem solving and taking care of matters in a multi-cultural environment.
• Good communication skills; ability to communicate effectively in English language both orally and in writing; good organizational skills.
• Literate in Microsoft office especially in Microsoft excel and Word; knowledge of QuickBooks desirable.
• Proven report/letter writing skills.
• Must have a working knowledge of modern office equipment. 

Competence:

• Interpersonal communication skill
• Ability to work and handle multiple tasks
• Ability to work independently
• Self-initiative and commitment