Vacancy Announcement #068/2023

Financial Management and Administration Specialist

Climate Change Cluster- PILUP II

Contract duration: 31.12.2024

Application deadline: 17.04.2023

Duty station: Addis Ababa

As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development-policy objectives.

In Ethiopia, GIZ has been working for more than 40 years in bilateral cooperation on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and on commission of the Ethiopian government and international donors.

The project’s implementing partner is the Ministry of Planning and Development (MoPD) office, which works closely with CSOs and government land bureaus located in Benshngul Gumuz, Amhara, and Oromia regions.

GIZ Ethiopia is looking to recruit a Financial Management and Administration Specialist to support the Participatory Integrated Land Use Planning (PILUP II) Project.

The Financial Management and Administration Specialist will report to and be supervised by the Project Manager/AV. And the position holder works closely on the technical aspects with the finance manager and must provide the required reports and meet the deadline.

Responsibilities

Responsibilities will be carried out in the following intervention areas:

• General office administration according to GIZ internal regulations;

• Implementation and monitoring of an overall smooth and correct functioning of the complete accounting system of the project in line with GIZ procedures and principle;

• Financial planning, monitoring and accounting;

• Monitor daily office operations and expenditures;

• Manages project procurement, logistic and provide support to staff;

• Effective coordination with colleagues at the country office, partner office and relevant officers in HQ;

• Overseeing contracts incl. local Subsidies (LS), grant agreement (GA) and Finance Agreements (FA);

• Follow-up contract/procurement status with the GIZ Country Office and Headquarters. 

Duties and responsibilities on Financial Tasks

• Manage financial closing on monthly basis

• Prepares transfers and/or other bank documents and checks them before execution;

• Check the availability of fund within bank account and send fund transfer request to GIZ CO on time.

• Manage the contract execution and extension of the existing consultant companies and LSs for partner

• Follows up and train partners on GIZ’s requirement and expectation on settlement of LS and FAs

• Makes fund request in time;

• Ensures every transaction is recorded in the WINPACCS Cash/Bank books on daily bases;

• Conducts surprise cash count, manage monthly cash count and get approval from the supervisor;

• Review monthly withholding tax payment then follow-up the settlement to ERCA on time.

• Review VAT reimbursement and submit to GIZ-CO for refund purpose

• Prepare monthly expenditure planning for the PILUP II project collaboration with the project team.

• Monitors income, expenditure and the monthly bank reconciliation;

• Monitors real accounts (payables, receivables) and reports regularly to the officer responsible for the contract and cooperation and the accounting manager.

• Effectively manages SAP for financial monitoring;

• Effectively manage KOMP and produce finance report using Onsite reporting,

• Properly assign the cost using KOMP

• Prepares financial reports regularly;

• Compiles VAT documents and prepare claim summaries for GIZ Country Office and follow-up on the reimbursement;

• Ensures that all payment vouchers, invoices, receipts are validated and approved before forwarding it for payment and booking;

• Maintains proper fixed asset register, update inventory records and make annual physical count of the program;

• Ensures the fixed assets must be recorded and updated on onsite asset.

• Manages all audits and internal controls.

Duties and responsibilities on Administrative tasks

• Provides required documents for an auditor whenever internal control is conducted and assists on follow-up of auditor’s findings;

• Arranges and follow-up bank transfers made to partner and stakeholders by following their project budgets and cash flow;

• Facilitation of workshop expenses, flight ticket booking, transport arrangements etc.;

• Corresponds with the partner regional offices for timely submission of financial documents;

• Perform and follow-up the HR related activities by consultation with GIZ Country Office HR department

• Follow up with GIZ Country office on procurement matters with the relevant department

• Ensures that unused receipts and checks are kept in safe custody;

• Efficiently communicate and coordinates with the CO Finance and Event Team on travel matters; 

Duties and responsibilities on General services

• Monitors and supports the drivers in ensuring compliance with established policies and procedures of GIZ in the allocation and proper use of transport fleet;

• Ensures that the staff has access of the office equipment needed to support the business specifically a photocopier; printers; computers and fax machine;

• Ensures that the office equipment is managed and maintained as needed to provide required services

• Performs other duties and tasks at the request of management

Job Requirements

Qualifications

• University degree in relevant field of specialization and qualification in accounting or business administration (equivalent of BA);

• Fluent command of the English and Amharic languages;

• Ability to cope with stress and to organize/prioritize workload under tight deadlines;

• Disciplined and punctual;

• Resilient and patient;

• Available for in-country duty travel to project sites;

• Experience within GIZ is of advantage;

Professional experience

• At least 5 years’ professional experience in a comparable position

Other knowledge, additional competencies

• Good working knowledge of ICT (related software, Outlook email, the internet) and computer applications (e.g. MS Office);

• In-depth understanding of financial planning and accounting;

• Experience of management and administration

How to Apply

Send your Motivation Letter along with your recent CV via email: hreth@giz.de

Note: Please make sure you mention the vacancy number and position ‘Financial Management and Administration Specialist #068/2023’ in the subject line of your email application.