Project HOPE is an international NGO of more than 500 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world’s most pressing global health challenges. 

Project HOPE strives to achieve a higher level of engagement by the community whereby members develop influence and take ownership in the decision-making processes that can improve their own health status. This relies on a multifaceted approach to strengthened NSA local capacity, ensure social accountability and integration gender and social inclusion all the activities to respond to the health need of the individual, families, and community as per the agreed standard                     

Code of Conduct 

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together, we can reinforce a culture of respect, integrity, accountability, and transparency.

INTRODUCTION

The Health Security Activity (HSA) is a five-year USAID-funded initiative implemented by Project HOPE Ethiopia and consortium members. Covering the Amhara, Afar, and Tigray regions, HSA aims to reduce the impact of infectious disease outbreaks by building resilient One Health surveillance, diagnostics, and workforce development capacities. The Regional Manager plays a crucial role in overseeing the implementation of all project activities within the Tigray Regional State, ensuring alignment with project objectives and Intermediate Results (IRs), and strengthening effective collaboration with regional public and animal health bureaus and local stakeholders.

JOB SUMMARY

Project HOPE seeks an experienced finance and administration officer at the regional and area office level to support the implementation of the USID HSA activity at the regional or cluster level. S/he will provide financial and administrative support to the USAID- HSA regional and Area offices including but not limited to the following functions: office administration, logistic management, property and store administration, accounting and file record keeping, payment for consultants, hall rent,  refreshment and vendor, event management, financial and reporting and reconciliation, participant payment, Petty cash management, financial settlement documentation, staff travel and advance administration, weekly budget forecasting,  with holding and tax receipts management,  support the regional technical team in area of finance and administration management. This role ensures Finance and operation support functions of the USAID HAS activity are well coordinated and aligned with the technical implementation and contribute the success of the project at regional/ area office and district level. S/he will work under the supervision of the Regional Manager. He/she will plan, implement, and monitor Finance, Administration, logistic, procurement related activities throughout the life Health Security Activity. She/ he also supervise driver and logistic assistance and office assistance with in the regional/ area offices.

Duties and Responsibilities

The Regional Finance and Administration Officer is a full-time staff of Project HOPE, under the USAID Health  Security  Activity and the job holder will be in-charge of providing financial and administrative support  that cover the following scop; office administration, logistic/ fleet management, property and store administration, accounting and file record keeping, payment for consultants, hall rent,  refreshment and vendor, event management, financial and reporting and reconciliation, participant payment, Petty cash management, financial settlement documentation, staff travel and advance administration, weekly budget forecasting,  with holding and tax receipts management. He/she will plan, implement, and monitor Finance, Administration, logistic, procurement related activities. She/ he also supervise driver and logistic assistance and office assistance with in the regional/ area offices.

SPECIFIC RESPONSIBILITIES 

• Coordinate and manage the regional level staffs travels in discussion with the Regional Manager and Central Operations Coordinator for efficient logistic management.

• Supervise the Driver and Logistic Assistatnts to ensure the proper management logistic and fleet management and verify fuel consumption and log sheet maintenance.  

• Facilitating travel arrangements (transport and hotel booking) for staff and visitors to the region.

• Facilitating procurement in collaboration with the Central Office.

• Provide the overall management of office operation including office facility, stores, meeting hall, toilet, kitchen and parking space, office cleanness and provide clear supervision and guidance to the office assistance to manage these tasks.

• Ensure office utilities including electricity, water line, internet, and telephone are well manged well. 

• Management office supplies (stationary items, cleaning supplies, printing materials, medical supplies, electronic equipment) efficiently and monitor the receipt, storage and dispatch of goods in store. Maintains and updates Office Equipment’s records. Attach Asset Tag number to all Equipment. And keep up to date inventory recording and participate in inventory management with the regional management.

• Manage the office security and cleanliness in collaboration with the regional managers.

• Oversee over all financial, logistic, procurement and administrative filing, records, documentation and archiving with the regional/ area office.

• Review payment requests for accuracy, completeness, compliance, level of authorization and clarity on the invoices.

• Manage regional events and collaborate with the program staff to ensure participant registration and attendance are completed, invitation letter and transportation receipts are collected and ensure proper payments, documentation, reporting and settlement of expenses are made.

• Make sure all the transactions are reconciled and reported monthly, this includes (withholding taxes, long overdue advances, etc)

• Ensure the Implementation of the internal control system in the regional office as per the financial procedures manual of the organization and ensures that all financial and accounting related files and records reflect high professional standards.

• Review petty cash payment requests before the office assistance or the petty cash custodian present it for approval to the regional manager.

• Coordinate the Project HOPE central office on replenishing petty cash of the regional office before it reaches below the minimum level set in Project HOPE policy.

• 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.

• Verify payment requests (Travel/wok advance, Employees expense claim, supplier’s invoice, hotel/utilities bills) for accuracy & completeness.

• Verify all expense meet USAID costing principle (Allowable, Allocable and Reasonable), project agreement, project HOPE Global Policy and in country regulations.

• Review all advances requests have been approved and supported by the necessary backups and make sure that double advance requests are not treated and Monitor cashflow and request top-ups from central office.

• Undertake additional relevant tasks within the scope of his/her expertise as assigned by the supervisor or central office leadership team.

Job Requirements

• BA in Accounting, Finance, Management and related fields  

• At least 6+ years relevant work experience and experience in supervision skills in relevant.

• Proven Experience of using Accounting Software, Advanced Excel, Pivot Table, Data base.

• Previous working experience with USAID Projects and INGO’s desired

• Ability to work in local context with complex environments, and the ability to work with different stakeholders, 

• Experience working and maintaining good relationship with internal and external stakeholders.

• Excellent record of successful teamwork, interpersonal and communication skills, including oral and written fluency in local language and English.

How To Apply

Application Instructions: 

• In the subject line of your cover letter, specify the location you want to apply for. Applications that don’t clearly indicate the duty station/location will not be considered. 

• Submit your cover letter and resume in one PDF or Word document.

• Apply using THIS LINK