Finance and Administration Coordinator

Assosa, Ethiopia 

Overview

Pharo Foundation (“the Foundation”) is a mission-driven, non-profit organisation that designs, funds, and operates economic development programmes to achieve its vision of a vibrant, productive, and self-reliant Africa. Over the next decade, our goal is to create maximum impact towards three critical missions:

1. Empowering the next generation: Our education mission is to ensure that all students have an opportunity to access a high-quality, affordable education, and become productive citizens of a rapidly changing world.

2. Eliminating barriers to employment and productivity: Our productivity mission is to identify and eliminate health, financial, and structural barriers to employment and productivity for working people.

3. Solving water scarcity: Our water mission is to ensure that people and communities across Africa have access to a safe and affordable source of water.

We are a diverse, multicultural, and passionate organization, with over 500 employees in Ethiopia, Kenya, Rwanda, and Somaliland. Our headquarters are in Nairobi, Kenya, and we have a liaison office in London, UK, which is home to our parent organisation, Pharo Management

Position Summary

The role holder will contribute towards efficient and effective resource management of the Foundation by ensuring accurate recording of financial transactions, preparing financial reports and analysis. The Foundation is interested in hiring a competent and dedicated Finance and Administration Coordinator who is passionate about our work and finds fulfillment in making a real impact.

Contract type:  Permanent

Reporting to: Programme Office Manager, Assosa – BGRS

Functional Relationships -: Head of Finance and Administration- Country Office, Finance Coordinators-Country Office, Finance Manager – Pharo Boarding School Homosha

Direct Reports: Finance Officer, Finance and Admin Assistant, Logistics and Procurement Officer, Storekeeper, Other Support staffs.

Key Duties and Responsibilities:

Finance and Accounting

• Work closely with the Programme Manager to ensure compliance with the Foundation’s financial standards, procedures and processes.

• Maintain accurate accounting records and filing systems.

• Prepare monthly bank reconciliations, follow-up, and clear outstanding reconciling items.

• Handling, processing and reconciliation of petty cash, cash withdrawals and deposits

• Review supporting documents diligently -and ensure they are in line with the Foundation’s policies, tax laws, and other external regulatory requirements.

• Plan, organise and execute own and subordinates’ deliverables to meet the monthly reporting deadlines.

• Review payment for completeness and compliance before submitting for approval.

• Ensure all requests for payment include tracking codes and ensure accurate recording to Xero accounting software.

• Responsible for timely settlement of withholding tax and pension to local government bodies.

• Review only construction payments before sending to country office and advice Head of Finance and Operations for any comments or concerns,

• Oversee fixed assets and stocks, ensure fixed asset register is maintained, stock balances are updated.

• Coordinate annual fixed assets and stock counts,

• Provide budget versus actual to budget holders at programme office level to ensure they fulfil their budget management responsibilities.

• Support country office finance during audits and act on any weaknesses on internal control identified by auditors for improvement.

• Perform month and year-end closing and reconciliation in collaboration with Head of Finance and Administration.

Administration 

• Ensure programme office vehicles are regularly maintained, insurances renewed and oversee vehicle fuel utilisation.

• Ensure office rent agreements are renewed, payment effected on time and office facilities are to the required standards.

• Complete payroll related information and ensures all information is accurate in liaison with the Finance and Administration Manager.

• Coordinate the preparation of office procurement plan and ensure execution is in accordance with the approved plan. 

• Coordinate and ensures proper recording, use and timely maintenance of the facilities, building and equipment as per the Foundations policies and procedures.

• Organise and coordinate the efficient provision of office services, transport, maintenance, and other general services to the programme office.

• Plan and prepare budgetary requirements of equipment, materials, maintenance of property and general service.

• Ensure utility services are provided as per agreements and that monthly payments are done on time.

• Ensure all staff leave is recorded on the HR system before staff go for annual leave.

• Ensure the safety and security of the programme office employees and the Foundation properties and activities in the premises.

• Any other related work assigned by his/her supervisor. 

 Job Requirement

Qualification Requirements

• BA Degree in Accounting and 8 years related experience preferably in an NGO sector.

• ACCA or similar qualification/partial qualification is a plus.

• Good competency in the area of accounting and finance.

• Good verbal and written communication skills.

• Proficient in computer skills particularly Microsoft Office, especially use of MS Excel.

• Collaboration skills, being driven to work with others and able to build strong working relationship.

• Analytical thinking

• Problem analysis, solving and consolidate financial information.

• Ability to manage and prioritise a varied workload and work to deadlines.

• Good command of English and ability to prepare well written reports.

Personal Attributes

• Strong and charismatic individual with solid pedigree and experience of working for and leading the HR function in significant organisations.

• Superb management skills: able to manage and motivate a wide variety of employees from diverse backgrounds in a professional and compelling manner.

• Problem solving and creative thinking skills: the ability to get results in unstructured environments, solid track record for growing businesses and implementing best practice policies and processes.

• Self-assured, internally motivated, and passionate individual with outstanding communication skills driven to succeed and make a difference.

• Must possess high levels of integrity, resilience, accountability, commitment, and determination.

• Data-driven and at the same time people oriented in decision-making.

• Respect and understand the local culture and values and yet embrace and can work within international work ethics and standards.

 How to Apply

Application Procedure: 

Review of applications will begin as soon as they are received, and only complete applications will be reviewed. In the event that an outstanding applicant is identified early on in the search process, we reserve the right to appoint before the deadline. For this reason, we encourage interested and suitably qualified candidates to apply at the earliest possible opportunity.

1. A detailed CV and Covering Letter. In your cover letter, please state where you heard about this position or saw it advertised e.g. through our website, jobs board, etc. 

2. An essay of no more than 500 words outlining:   

1. What specific experience do you possess in finance, accounting, and administration that sets you apart as the most qualified candidate for this role?

1. A one-page list of five references with current addresses, phone numbers, and email contacts.  Click Here to apply