Job Description

I.                    JOB SUMMARY

The purpose of the field office (FO) finance and accounts specialist is to provide technical support to all field offices so that FO finance staffs are capacitated and supported for an effective field level management of financial operations. This includes the provision of technical support to project managers; the application of best practices among FOs, identification of financial management training and technical support needs and the subsequent provision tailored support (e.g. on the job training, formal training, liaison with other relevant units to address staff capacity development needs, etc.). The post holder will provide guidance to all FOs on expenditure tracking, budget monitoring, and control and management of FO support cost budgets. S/he will also conduct monthly reviews of FOs financial and commodity reports and provide feedback to improve FO staff performance in preparing these reports.

II.                  Responsibilities

Job Responsibility # 1:  Cash Management (10%)

• Reviews and consolidates monthly cash forecasts from field offices. Coordinates with head office finance/ accounts payable for the submission of wire transfer requests and timely transfer of cash to field offices.

• Supervises cash in bank and other available cashes (e.g. petty cash, fuel advance, purchase advances, etc...) at FO level so that optimal cash balance is maintained for planned activities and legal commitments, while risk of currency loss is minimized.

• Assists area finance heads in the understanding and application of CARE’s treasury policy.

• Handles emergency cash assistances to FOs as required.

• Ensures all collections are deposited into the designated bank and that all deposits booked into system are cleared before the month closing.

• Reviews all bank reconciliation of field offices and follow up on outstanding reconciling items for subsequent action by responsible accountants.

Job Responsibility # 2:  Payroll, Benefits, and Compensation Management (15%)

• Supports the preparation of the monthly payroll for national staff in FOs (includes PAR review and feedback as appropriate; reconciliation, accruals of normal and special fringe, journal processing and terminal payments).

• Reviews monthly schedules for accrual of fringe and allowances (severance, vacation leave, medical leave, staff safety and security, etc…) prepared by field offices.

• Consolidates FO payrolls, schedules for fringe and allowances to SSC as per the monthly reporting calendar and applicable templates.

• Monitors the timely update of staff movements (inter office transfers, inter project transfers, resignations) so that benefits and compensation records are charged to appropriate offices and projects in a timely manner.

• Supports management of periodic amortizations (staff medical and life insurance; vehicle insurance; facility and warehouse rent).

• Ensures FO property registration and related reconciliations are conducted regularly.

• Ensures FO tax reporting is completed and shared with HO. Ensures booking of other accruals at the FO level (field trips, town trips, project closeouts, year-end accruals, etc…).

• Ensures that field office employees’ records are properly maintained in payroll HRIS systems.

• Reviews field offices quitclaim payments (separation, death and disablement benefit payments) before disbursements.

• Maintains soft copy of payroll, benefits, and compensation related documentations of field offices in the CO central repository system and shared folder.

• Ensures that hard copy of payroll, benefits, and compensation related documentations of field offices are properly and systematically archived in the central store.

Job Responsibility #3: Compliance in Disbursements (20%)

• Reviews, verifies and ensures that FO financial documents for exception approvals by Country Director (e.g. FO level check payments above approved check threshold) are in accordance with CARE financial policies and procedures.

• Review and provide follow up support to FO in processing of disbursements (payment requests and liquidation).

• Ensures that all taxes, pension, cost share, court orders, and other payroll liabilities collected from FO staffs and vendors are summarized and paid to the tax authority within the time frame set by the authority.

• Supervises and assists field office finance staff in compliance to legal requirements; Donor rules and regulations; CARE policies; internal control requirements; sound financial management practices and generally accepted accounting standards (GAAP/IPSAS).

• Provides support and guidance to FO in preparation of financial analysis with regards to advances, sub-grants, payables and Donor contract amounts.

• Ensures that books of accounts are maintained and that checks, receipts and other financial documents are kept properly and safeguarded against misuse.

• Ensures an effective roll out of internal control mechanisms in all disbursement functions of the FOs.

Job Responsibility #4: Technical Support and Training (30%)

• Conducts regular visits to FO to provide technical assistance.

• Liaises with other departments in FO on financial matters to resolve issues.

• Identifies and ensures application of best practices among other FOs.Identifies financial management training needs of FO staff and ensures the provision of appropriate training.

• Prepares an annual FO financial support plan in consultation with relevant program coordinators who are the direct line managers of the FOs to address priority needs.

• Provides training on how to analyze financial statements and other related reports to identify problem areas, takes remedial action where necessary and makes appropriate recommendations to relevant management.

• Provides orientation, training, and coaching to newly hired finance staff and project/program managers based in the FO.

• Develops mechanisms to ensure that FO finance operations are implemented in a cost-effective manner.

• Provides technical support to FO on the interpretation and implementation of financial related policies and procedures.

• Provides technical support to all FO on financial compliance with local laws related to current and future use of FO assets.

• Provides technical support for any outstanding audit issue for timely clearance.

• Conducts financial monitoring, supportive supervision; provides surge support to FO as required.

Job Responsibility # 5:  Financial Analysis and Reporting (15%)

• Assists in monthly FAR review so that field offices A/R and A/P records meet gold standards set by SSC.Follows up and ensures the timely closing of issues identified in monthly financial reports from SSC (FAR).

• Reconciles payroll register, manual versus people soft record every month.

• Conducts review of financial data of field offices entered in accounting software as per the checklist provided by SSC. Provides feedback for timely correction of errors.

• Assists accounts manager in the monthly and yearly accounts closing and reports preparation.

• Reviews and process correcting entries while working with SSC. Serve as the CO contact on clean-up of all FO accounts.

• Monitors balance sheet accounts for individual FCs/PNs at field offices, especially towards project end dates; review, analyze, summarize action items for outstanding balance sheet accounts, POs, and other commitments so that open items are cleared before the end date of a project.

Job Responsibility # 6 Other (10%)

•  S/he works with FO leadership team to ensure that a partnership is developed between finance, program and administration..

• Facilitates Internal, or external donor- based audit related to FOs.

• Develops monitoring tools so that all FO finance staff have a common standard and approach to monitoring financial operations, including support cost budgets.

• Performs other incidental duties as assigned.

• Participates in new staff orientation and/or training as required.

Job Requirements

Qualifications

Required

• BA degree in accounting.

• 6 years of relevant professional experience out of which three years in managerial experience.

Desired

• Computer skills

• Fluency in English language and written communication

• Excellent planning, organizational, analytical and decision-making skills

• Demonstrated leadership ability to inspire and empower others

• Sound judgment and ability to work effectively with others at all levels

• Firm belief in teamwork and gender equality.

• Knowledge of using ERP accounting software.

How to Apply

Interested applicants can apply using THIS LINK

Only short-listed candidates will be contacted.

Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.