POSITION TITLE:                            Finance and Admin Assistant

REPORTS TO:                                  Project Coordinator

DUTY STATION:                             Gudetu Kondala Woreda, West Wollega Zone, Oromia Region.

PROGRAM:                                     Integrated multi-sectoral response (Health, Nutrition, and Protection) to support conflict affected IDP Returnees in Gudetu Kondala Woreda, West Wollega Zone, Oromia Region.

MINIMUM HOURS

OF WORK:                                      40 Hours per Week

SUPERVISEES:                                None

PROGRAM BACKGROUND:

Project HOPE Ethiopia has secured funding from Ethiopian Humanitarian Fund (EHF) to implement Integrated multi-sectoral response (Health, Nutrition, and Protection) to support conflict affected IDP Returnees in Gudetu Kondala Woreda, West Wollega Zone, Oromia Region. This project, jointly implemented with Fayyaa Integrated Development Organization (FIDO), will provide integrated life-saving emergency and essential Primary Health Care (PHC), Nutrition, and Protection services to conflict affected returnees. It will also restore relevant service delivery systems through static and outreach/mobile modality, facility rehabilitation and strengthening capacity of targeted sectors.

The core interventions of this humanitarian response project are to delivery of vaccination services, Sexual and Reproductive (SRH) services, treatment of sick children and adults, outbreak disease control including Cholera, Malaria and Measles case management, improved provision of maternal and newborn health, mental health services to returnees; prevention and treatment of acute malnutrition together with Maternal and Infant & Young Feeding in Emergencies (MIYCF-E) counselling for improved practices. Moreover, the project will deliver protection services to vulnerable groups of returnees and supports protection systems. The project will also enhance community engagement, establish accountability systems and also rehabilitate damaged health infrastructure to benefit both the returnees and the broader community.

JOB SUMMARY:

The Finance and Admin Assistant is mainly responsible for providing keeping up to date accurate administrative and finance records and files in hard and electronic copies, maintaining up to date outstanding invoices files, and handle workshop payments. The Finance and Admin Assistant is also responsible for maintaining accurate & up-to-date Office Supplies Documents and Records. Handle timely Collection and Distribution of letters and Courier’s dispatches. 

S/he assists in field level workshop activities by providing supplies, stationarities, and disbursing cash to workshop participants. Moreover, s/he will also engage in timely local procurement of supplies and services and processing of payments and appropriate handling of project supplies, equipment and assets.

SPECIFIC RESPONSIBILITIES 

Specific responsibilities include but are not limited to:

 Accounting Files/Records Keeping (HC & SC)

• Maintain complete and up-to-date physical files and electronic files for accounting records ready for audit at all times.

• Follow up the regular scanning of accounting files and upload on project HOPE share file of Head office

• Put PAID stamp for all paid vouchers with reference number 

• Monitor the movement and return of accounting files with employees

• Maintain TAX Files:(WTH, VAT and Income Tax)

• Maintain Vouchers: (Payment Voucher, & Journal Voucher)

• Maintain Bank File: (Bank account opening, closing letters, Bank Statement, Bank reconciliation, Bank Signatory list)

• Keep proper and safe documentation of accounting files, in a secured place with limited access from other staff not working directly in the Accounting team

• Keeping used and unused printed vouchers in a safe custody and control usage by maintaining a register

Preparing Vouchers

• First point of contact to receive finance documents – request for payments, bank deposit slips, settlement documents, etc.

• Prepare and issue “document hand over receipts” to staffs who bring their documents for settlemen.

• Using checklists, organize documents submitted to the finance department and get them ready for further processing.

• Make preliminary review of documents requesting payments and settlement for completeness, accuracy and compliance with sound Accounting Practices, Project HOPE’s policy, USAID Rules and Regulations, and Ethiopian Tax Laws.

• Finance and Administration assistant is responsible for receiving, processing, and verifying invoices related to accounts payables.

• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.

• Calculates withholding tax based on before tax invoice amount

• Maintains accurate records of all outstanding invoices and payment requests according to due dates

• Code, process and input supplier invoices and employee expenses

• Receive invoice and perform the reconciliation of vendor statements

• Make sure all the files are kept secure, not only the invoices, but also all other supporting documents

• Preparing Payment Vouchers (BPV) for all request. Submit for verification by  Accountant

• Prepare Settlement Vouchers (ASV). Submit for review and verification, by Accountant,

Handling workshop payments

• Handle and manage per diem payments in trainings  and workshops as a Cashier

•  For each training, prepares training participants payment sheet and list the names of participants and make the payments accordingly, making sure that all necessary documents (e.g. woreda letters, transport tickets) are collected  and attached to the payment sheets;

• Facilitate training payments by traveling to each training sites or through United Bank

•  Make timely deposit of cash collections.

•   Liaise with the training unit and Maintain updated training calendar.

•   Inform  Senior Finance Officer on pending training payments.

•  Ensure training payments are processed timely.

•   Follow up and assist in the timely settlement of staff perdiem, work advances, review travel expense reports to ensure that they have complete documentation, accurate, and comply with applicable policies and internal procedures.

Office Assistance

• Act as the main contact point in the satellite office for all office operations tasks.

•  Maintains  and updates Office supplies records (bin card) and inform for timely replenishment of inventory by Anticipating requirements;

•  Monitor supplies movement in the store. Prepare store receiving, Issue voucher and handover supplies to employees or work stations.

• Maintains and updates Office Equipment’s records. Attach Asset Tag number to all Equipment. Participate in physical count of equipment.

• Follow up proper functioning and maintenance of the office equipment’s  (Printers, Scanner, Computers, Fax machine, Telephone, Generator, Toilet or  Water pump)

• Assist supervisor in all logistics and micro-procurement service.

•  Ensure timely collection, prompt distribution, and dispatch of incoming and outgoing letters and courier’s dispatches.

• Backing-up receptionist by answering phone calls, forwarding messages, confirming customer requests and keeping customers informed.

• Maintain office documentations, files and records. 

• Handle copying, printing, binding, scanning and storing electronic documents

• Support the office cleaning and  the office catering service of staff canteen 

OTHER FUNCTIONS

·        Performs any other related duties that may be assigned by immediate supervisor  

 Disclaimer: This job description summarizes the responsibilities assigned to the position; however, it does not contain an all-inclusive list.

Key Working Relationships

Internal- reporting to

-                      Project Coordinator and Finance manager at AA

External

-                      Work with woreda Health Office experts and Health facilities

Job Requirements

• College Diploma in Secretarial Science, Office Management, Accounting or related field.

• TVET Level 4 and Above

• 4+ years’ experience as an office assistant or related field with INGOs

• Ability to write clearly and help with word processing when necessary.

• Warm personality with strong communication skills.

• Ability to work well with limited supervision.

• Fluency in Speaking and Writing in English and Affan Oromo Languages

• Computer skills in Microsoft Office programs (Word, Outlook, Excel)

TECHNICAL SKILLS:

o   Customer Service, Scheduling/Planning meetings, Typing, Documentation Skills,  

o   Telephone Answering, Verbal Communication, Written Communication and Attention to Detail,

o   Willing to travel extensively within and outside the region.

COMPETENCIES:

·        Respect, accountability, courage, excellence, adaptability, building commitment, coaching, planning and organizing, pro-active problem solving.

How to Apply

Interested applicants can send their CV and cover letter through THIS LINK ONLY on or before January 14, 2024, by 5:00 PM.

 Due to the urgency of the position, Project HOPE has the right to recruit a candidate who matches the required profile before the above deadline.

Qualified female applicants are highly encouraged to apply.

Due to the large number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.

However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.

Thank you very much for your interest in Project HOPE.

EEO Statement

Project HOPE provides equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, handicap, disability, or status as a veteran. Project HOPE complies with all applicable laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, leaves of absence, compensation, and training.

Project HOPE expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, handicap, disability, or status as a veteran. Improper interference with the ability of Project HOPE employees to perform their expected job duties is not tolerated.