Company Overview

The Pharo Foundation (“the Foundation”) is a privately funded entrepreneurial organisation that runs philanthropic programmes as well as for-profit social enterprises. The Vision of the Foundation is an economically vibrant and inclusive Africa. The Mission is to achieve the Vision by investing in the human and physical capital of Africa, with an emphasis on job creation.

Established in 2011 as a UK based non-profit, the Foundation has already carried out more than 30 projects, primarily in Ethiopia and Somaliland. The key themes for the philanthropic side of the Foundation are education, health, water and agriculture.  Social enterprises cover all areas where the Foundation feels an effective impact can be made with the aim of sustainability and job creation.

Headquartered in London, the Foundation also has an operational HQ in Nairobi and offices in, Addis Ababa, Assosa and Hargeisa.

Functional Relationships:

• Finance and Admin Manager, Addis Ababa, Ethiopia
• Finance Manager, Pharo Farm, Assosa
• Finance Manager, Pharo School, Homosha

External Relationships, among others:

• Employment authorities
• Government stakeholders service providers

POSITION SUMMARY:

The Finance and Administrative Coordinator is a senior leadership role based in Assosa. The role reports to the Program Manager based in Assosa but he/she will have direct and technical relationship with Finance and Administration Manager based in Addis Ababa. Tasked with proper management of financial and Administration operations of Assosa Program office and provide financial information of the office to internal and external bodies. In addition, the incumbent will be a strong team leader and an excellent relationship manager, both internally and externally, with various stakeholders.

Major Duties and Responsibilities:

• Finance and Accounting
• Work closely with Program Manager and other staffs to ensure smooth operation and compliance with the organization’s financial standards and deadlines.
• Maintain accounting records, filing systems and computer files.
• Prepare monthly bank reconciliations, follow-up and clear outstanding reconciling items.
• Handling, processing and reconciliation of petty cash, cash withdrawals and deposits
• Review supporting documents sceptically and ensure it is in line with the Foundation’s policies, tax laws, and other external regulatory requirements,
• Plan, organize and execute own and subordinates to meet the monthly reporting deadlines
• Review payment for completeness and compliance before passing to approval.
• Ensure all request for payment includes tracking codes and ensure accurate recording to Xero.
• Acquaints himself/herself with the financial and accounting policies and procedures of The Pharo Foundation
• Responsible for timely settlement of withholding tax and pension to local government bodies.
• Review construction payments before sending to country office before payment and advice Finance and Admin Manager for any comments or concerns,
• Oversee Fixed Assets and stocks, ensure fixed asset register is maintained, stock balances are updated.
• Coordinate annual Fixed Assets and stock counts,
• Provide BVA to budget holders at Program office level to ensure they fulfil their budget management responsibilities.
• Prepares payroll and arranges timely payment of salaries.
• Support country office finance during audit and act on any weaknesses on internal control identified by auditor for improvement
• Perform month and year-end closing and reconciliation in collaboration with Finance and Admin Manager.

Administration 

• Ensure Program Office vehicles are regularly maintained, insurance renewed and oversee vehicle fuel utilization,
• Ensure office rent agreement is renewed, payment effected on time and office facilities are fulfilled.
• Completes payroll related information and ensures all information are accurate and communicate to Addis Office Finance and Administration Manager
• Coordinate with procurement plan and ensure procurement plan is prepared and approved on time, and truck procurements together with Program Manager.  
• Coordinates and ensures proper recording, use and timely maintenance of the facilities, building and equipment as per the policies and procedures thereon.
• Organizes and coordinates the efficient provision of office services, transport, maintenance and other general services to the program unit and staff.
• Plans and prepares budgetary requirements of equipment, materials, maintenance of property and general service.
• Ensure utility services are there as appropriate and also ensures that monthly payments are done on time.
• Ensure all staff leaves recorded on new HR BreathR system before staff go for annual leave.
• Responsible for all security matters related to the wellbeing of the employees, movement of vehicles, the organizations properties and activities in the premises of the operation
• Any other related work assigned by his supervisor.

Supervision

 The position holder supervises all finance and Admin/HR function of the program Office.

Qualifications:  Education/Knowledge/Technical Skills and Experience

• BA Degree in Accounting with minimum 5 years related experience
• Competencies- Knowledge, skills, Abilities:
• Good verbal and written communication skills.
• Proficient in computer skills particularly Microsoft Office, especially use of Excel
• Collaboration skills, being driven to work with others and able to build strong working relationships
• Analytical thinking
• Problem analysis and solving and consolidate financial information
• Ability to manage and priorities a varied workload and work to deadlines
• Good command of the English language and ability to prepare reports.

Behavioural Competencies

• Process oriented
• Excellent time-manager who can balance multiple priorities
• Motivated to learn and perform and not afraid to ask questions
• Good communicator and comfortable to work in a team environment
• High professional and ethical standards