Job Description

Admin and Finance Officer

Amref Health Africa is an African-led international health development organization headquartered in Nairobi, Kenya. Founded in 1957 as the Flying Doctors of East Africa to bring critical health services to remote communities, Amref Health Africa envision to bringing lasting health change for Africain more than 30 countries across the continent. With a focus on women and children, the organization strives to overcome the most critical health challenges facing the continent: maternal and child health, HIV & TB, malaria, water and sanitation and health systems strengthening. Amref Health Africa in Ethiopia has been working in Ethiopia since 2002 in close collaboration with the Federal Ministry of Health implementing a range of projects in maternal, neonatal and child health, reproductive health, health systems strengthening, health workforce development, water and sanitation, HIV/AIDS and non-communicable diseases across the country, supported by a wide range of multilateral and bilateral donors, corporates and foundations. 

Amref Health Africa would like to recruit Admin and Finance Officer based in Gambella Field Office and will report to Regional Manager.

A.   JOB OBJECTIVE

The purpose of the Administration and Finance officer position is to plan, organize, direct, coordinate and supervise finance/accounting, personnel administration, general services and logistics of the Regional Office (RO). She/he provides effective and efficient support and advice to the Regional Manager and other team members on policy matters as required. He/she is responsible in establishing and maintaining good team spirit among the regional office staff. The incumbent is required to closely work with the Regional Manager, Regional Office staff and CO Human Resources, Administration, and Finance teams. She/he is also required to cooperate with bank, relevant government offices in the area. She/he is based at the respective regional Offices.

B.   DESCRIPTION OF DUTIES:

        I. KEY RESPONSIBILITIES: 

Financial Accounting, Financial Management and program Support:

§ Develops systems to ensure that the admin, finance & logistics operations of the RO are implemented in cost- effective manner;

§ engaged in that books of accounts are maintained, check, receipts and other financial documents are kept properly and that they are safeguarded against misuse;

§ follows up that taxes, pension payments, all bills and vendors payments and collections are handled on time;

§ Collects copies of bank statements from banks and reconcile them with the books of accounts and present to the Regional Manager for approval;

§ Ensures that all payments are supported by adequate documents such as requisition, quotations, invoices and receipts, goods receiving note, memos and other important documents;

§ Prepares monthly request for cash transfer and ensure the replenishment of petty cash on a timely basis;

§ Ensures that all cash collected is deposited intact in to the bank;

§ Prepares monthly Cash Journal Sheet, vouchers and financial statements and send it to the Country Office (CO) Finance unit monthly;

§ Handles Staff benefit usage, ensures policies and procedures are followed and that proper documentation is maintained.

§ Together with the Regional Manager and other RO staff prepare the budgets cash forecasts of the RO and monitors budget utilization;

§ Communicate and coordinate activities frequently with CO Human Resource, Administration, and Finance and his team to ensure smooth implementation of planned activities in the region.

Personnel Management:

§ Keeps proper file for each Regional Office staff and ensures that all necessary information of each staff is kept in the file;

§ Collect monthly Timesheet from the staff and submit to the CO HR unit on or before the set due date.

§ Ensures that all newly hired employees have gone through formal orientation both about the organization and on the job;

§ Advises and timely brings personnel matters to the attention of the Regional Manager;

§ Consults with the HR and Admin Manager regarding all unclear issues related to Staff development policies, procedures or systems as required;

§ Ensures that every staff in the RO set SMART goals timely and the completed performance appraisal reports and recommendations are sent to CO on time.

§ Supervises, leads, guides and supports the Driver/s, Security Guards, Office Assistant;

§ Completes all performance management activities including: performance planning, monitoring, and annual performance appraisals.

Office and Transportation Management:

§ Responsible for the efficient utilization of Vehicles, office equipment’s, telephones and other company properties and equipment’s;

§ Ensures that the office are clean all times;

§ Ensures proper utilization of fuel and spare parts and reports monthly vehicle expenditure reports;

§ Follows repair and maintenance and proper utilization of vehicle use at the RO.

Procurement and Stores Management:

§  Ensures that all items in the store are properly registered and kept safe;

§  Maintains fixed asset register of the RO with necessary details and identification numbers;

§  Ensures that all necessary formalities of goods received and dispatched are adhered to at all times;

§  Ensures that all fast moving stock items are timely replaced and no gap is created;

§  Ensures the established procurement policies and procedures are adhered, timely update approved vendor list;

§  Prepares yearly inventories and report to the CO.

ACCOUNTABILITY:

Supervision: Works independently in routine tasks under the Human Resources Administrations Manager, close supervision required for special projects

Decision Making: Makes relatively significant decisions with regards to work responsibilities and is accountable for them.

Responsibility over data or information: Has access to important and highly confidential information

Responsibility over assets: Computer, printer, fax machine, Office furniture, inventory of office equipment, furniture and stationery, staff files and data. Also has overall responsibility for the security of Amref Health Africa facilities and equipment

Responsibility over Staff: Support staff

Job Requirements

BA Degree in Accounting or related fields 

LENGTH OF EXPERIENCE

4 years of relevant experience in NGO sector

KEY SKILLS

• Good skills in the use of computer
• Excellent communication and presentation skills and proficiency in English
• Strong interpersonal and communication skills
• Demonstrated excellent personal integrity and confidentiality
• Strong organizational and time management skills
• Demonstrated ability in Microsoft Word and Microsoft Excel
• Knowledge of USAID rules and regulations is preferred

PERSONAL ATTRIBUTES

PERFORMANCE STANDARD FOR THIS JOB:

Quality of work as indicated by:

• Quality of office service
• Turn around on requests
• Cost effectiveness

How to Apply

If you would like to join Amref’s team, please quote the position/reference number in the subject matter and send your CV and application letter with remuneration requirements and contact details of three work-related referees, through Etrecruitment@amref.org, ethiojobs.com or to the Human Resources Department, Amref Health Africa by P.O Box 20855/1000, Addis Ababa.

The closing date for submitting applications is June 8, 2021. We regret that only short-listed candidates will be contacted.

Note

• Telephone call to the office is strongly forbidden.
• Candidates MUST refer the position title on the subject line of their email and application.
• Amref Health Africa is an equal opportunity employer and has a non-smoking environment policy.