Purpose of the position:

To manage HR/Admin/Finance and Transport & Logistics activities in line with professional principles and the organization’s rules and regulation and co-ordinate and manage field vehicle/fleet to ensure efficient and effective operation in the office. Provide effective and efficient HR/Admin related services to staff working for the office and support procurement processes as delegated or appropriate.

Financial Responsibilities:

• Coordinate with other team members to complete financial requirements for Action plans and prepare reports for relevant parties such as Government, WaterAid Ethiopia HO and donors as necessary;
• Undertaking other standard financial requirements such as monthly cash count, surprise cash count, undertaking random checks on purchase prices and preparing cash flow requests;
• Prepare and check monthly financial report and send to HO up to 5^th of the next month;
• Ensure adequate fund/cash held in program for planned activities;
• Keep track of monthly cash balances
• Send monthly cash request to head office on time
• Ensure the following deadlines are adhered;
• Monthly cash books and bank books
• Cash requests from the fields
• Cash transfers to fields and others
• Responsible to fill the gaps when cashier is on annual leave;
• Adhere to the necessary accounting, documentation and reporting procedures required for the purchase of items based on purchases/procurement procedure, if any;
• Responsible to check daily financial payments in line with organizational policies and procedures by giving due attention to authorization level and budget codes;
• Ensuring close collaboration and communication with Finance & People & OD departments at HO to facilitate and smoothen consistent running of the program;
• Work closely and provide technical support to the cashier;
• Check and review the external work done before any payment is effective;
• Communicate staff debtors balance if any to HO to deduct from monthly staffs’ payroll before the payment is affected.

 HR & Admin Responsibilities:

·       Manage and record staffs’ annual leave roster and ensure all annual leave is used within the current year. Record and manage all staff related leaves such as compassionate, sick leave, TOIL as per HR Manual;

·       Manage and address all staff personal issues following the HR manual guidelines;

·       Provide the necessary materials and equipment to project staff for their day to day activities;

·       Receive, screen, log and route program-related correspondences and maintain an effective follow-up system;

·       Monitor and follow-up on the performance of all staff working in the Sub-Office;

·       Maintain good working relationships in the workplace;

·       Manage the maintenance of proper log books and prepare monthly fuel log book report for each vehicle;

·       Check log sheet of each vehicle before fuel is refilled to assure the maintenance of appropriate log book and  fuel consumption;

·       Ensure that all incoming and outgoing letters and correspondences are systematically segregated and maintained in order to identify archive and retrieve easily and passed on to the appropriate person/office;

·       Handle incoming and outgoing telephone call (through PBX);

·       Receive all incoming letters, mails, parcels and handle internal distribution depending on the subject;

·       Responsible for managing the organization Achieving and documentation System;

·       Keep custody of photocopying papers and office supplies and stationery for Admin staff use and ensures its availability at all times;

·       Immediately report any malfunction of the machine and equipment under her/his custody ensure that the switchboard and all other telephones are working at all times.

Others:

·       Arrange all financial documents for Internal & External Audit;

·       Support on the financial report preparation;

·       Perform additional duties as assigned to ensure the smooth running of organizational objective and maintained team spirit of the finance team.

1.1.         Education and year of experience:

·       University Degree or Diploma in Accounting;

·       Minimum of 4 years of proven and progressive work experience, preferably in NGOs.

1.2.         Knowledge, Skills and Abilities:

·       Good communication skill and appropriate knowledge in accounting;

·       Good skills in computer application preferably in accounting software;

·       Ability to act in a professional and ethical manner;

·       Willingness to work under pressure;

·       Firm belief in teamwork and gender equality and sensitivity to HIV/AIDS;

·       Commitment to values and working styles of WAE.

1.3.         Personal Characteristics / Skills:

The Admin and Finance Officer should demonstrate competence in some or all of the following:

·       Respect;

·       Accountability;

·       Courage;

·       Excellence;

·       Building partnership;

·       Stress tolerance;

·       Building commitment;

·       Collaboration;

·       People focus