Job Description

Dan Church Aid (DCA) is a legally registered international NGO (Civil Societies Organization Agency Certificate # 1083) engaged in development and humanitarian assistance to poor rural people in Ethiopia directly and in partnership with Ethiopian NGOs and civil society organizations. DCA Ethiopia is currently implementing various humanitarian response and development projects in Afar National Regional State Aysaita and Barhale Districts.

 Currently DCA Ethiopia office is looking for an energetic and experienced Finance and Admin officer for its Afar field office. 

Vacancy Number:  DCA-ETH/VA -05/2020

Number Required: One

Type of Contract: One-year contract with possible extension based- on performance and budget

Reporting to: Afar field office Coordinator

Expected Start Date: As soon as possible

Overall Responsibilities of the position holder: Field office Finance & Admin Officer has dual accountability to the head of the field office and to the Senior Finance Manager/ Finance Manager of DCA country office. The Finance and Admin Officer is responsible for accounting, recording, and reporting functions of the field office. He/she also reviews the accounting documents and reports of field offices he/she is in charge. The Finance and Admin Officer at field office level is responsible also for HR and Admin functions of the field office.

Main tasks of the position holder:

Financial Management

Planning and Budgeting

• In collaboration with program people, responsible to prepare draft budgets for field office running cost and participate in project budget development. Participate in budget reviews and give technical support as needed
• Responsible for preparation of his personal bi-weekly plan and accomplishment report and submit to the head of the field office and SFM or FM as applicable.

Accounting, Recording and reporting

• Prepare monthly BVA and share with the programme responsible person and field office management. Responsible also to conduct monthly BVA review meeting with budget holders and field office management.
• Complete time registration of his/her own and follow-up timely recording of TR at field offices level.
• Review payment requests and journal vouchers.
• Journalize transactions and after approved by the head of the field office enter into Maconomy
• Reconcile bank accounts
• Follow-up advances, suspense and payables and ensure that they are settled timely.
• Prepare draft government financial reports quarterly and submit to CO finance officer for review
• Prepare Cash flow forecasts and submit cash requirement to CO timely
• Follow-up that legal obligations including taxes are paid on time
• Responsible for monthly recording of transaction in Maconomy.
• Respond to queries of CO finance and different units as soon as possible and communicate supervisors at field office for consultation if needed.
• Communicate SFM/FM when there is a requirement in level of privilege or addition or modification within Maconomy as required.
• Ensure that the financial documentations are well captured, filed, complete and secured.
• By retaining a copy, ensure that financial documents are submitted to CO timely in a secured channel.

Procurement

• Take Minutes for procurement Committee but will not sign on the minute.
• Review the financial document and minutes of the Committee before any payment effected at local level.
• Responsible for recommendation of improvements in the procurement process and report any irregularities observed in the process to his immediate supervisor.
• Follow-up and handle all lease, contract and related agreements and properly documented
• Use of ADMIND for all procurement issues.

Fleet Management

• Control the vehicle movement of the FO
• Monitor the fuel consumption based on filled log sheet
• Collect the log sheet on monthly basis
• Prepare monthly vehicle movement and fuel report to HO
• Consistently use ADMIND fleet management

Internal Control

• Ensure that bank accounts are secured, reconciled timely and inactive accounts are closed.
• Ensure that policies and procedures of DCA CO are respected under his/her scope of work.

Resource Management

• Maintain a fixed asset register and stock control cards for selected inventory items.
• Ensure that all assets are provided with identification tag consistently.
• Reconcile dispatches and receiving documents for shipments from Country office of DCA at least once in a week and submit reports and copies of Goods Receiving Notes to CO timely.

Auditing

• Facilitate and provide support during annual entity audit and project/programme audits.
• Follow-up for the implementation of audit findings and recommendations provided by internal and external auditors, which are within his/her scope.

Human Resources and Admin

• Follow-up periodic employee development review are conducted at field office level in accordance with staff manual
• Compile EDR reports, summaries results and submit to CO, HR
• Facilitate for signing of contractual agreements with locally recruited staff members.
• Follow-up with supervisors for timely completion of probation period assessment for new staff members before end of the probation period.
• Follow-up contractual due dates and notify CO HR about contractual termination or renewal of contractual agreements before due dates.
• Ensure that new staff members are getting proper induction at field office level
• Ensure that copies of personal files for field office staff are maintained and ensure that all the necessary copies of employment letters and documentation are kept intact and secured with no unauthorized access to the files.
• Coordinate annual leave plans and follow-up staff annual leaves, retains and file copies of leave requests, advise staff to take their annual leave before it expires in accordance with DCA staff manual and Ethiopian labor law
• Follow-up that new staff members are registered for pension scheme
• Ensure that cost sharing liabilities of public university attendee staff members are well taking care off
• Advise the field office management on DCA staff manual
• Coordinate complaints on disciplinary issues and follow-up the implementation of disciplinary actions taken for breach of rules and regulations of DCA in consultation with FO Coordinator and CO HR.
• Plan and coordinate staff development need assessment and provision of trainings in consultation with FM, FO and CO HR coordinator

Job Requirements

Qualifications / Experience

• BA degree in Accounting, Finance or other related fields
• MA in business and accounting or ACCA or CPA or MBA or MSc in related fields

Education and Training

• 4 years’ experience for BA degree and
• 2 years’ experience for MBA/ACCA/CPA

Technical & Other Skills

• Proven ability to provide support, to financial and non financial managers and colleagues.
• Excellent understanding on Ethiopian laws on taxation, pension, labor, civil society and financial reporting standards
• Ability to work with accounting software
• Analytical skill in interpretation of financial reports, making analysis on investment options
• Ability to optimize, forecast and plan cash resources
• Communication and reporting skills (verbal and in writing).
• Ability to work to deadlines with good prioritization and time management skills.

How to Apply

Interested and qualified applicants are advised to send their CV and cover letter explaining suitability to the post and their motivation for applying; and the names and contact details three references to DCA Ethiopia office via the below linK 

https://www.danchurchaid.org/join-us/jobs/national-vancancies/finance-and-admin-officer            

DCA is an equal opportunity employer and all interested candidates are encouraged to apply regardless of age, race, gender, marital status and religious, political or ethnic affiliation. Please do not mention your religious or ethnic affiliation in your application. 

Female candidates with required educational background and experience are highly encouraged to apply.