Humanity & Inclusion (new brand name of Handicap International) HELASIA Finance/Admin Manager Jobs in Ethiopia
Humanity & Inclusion (new brand name of Handicap International) HELASIA Finance/Admin Manager Jobs in Ethiopia
Objectives of the PositionUnder the direct line management of the HELASIA Project Manager, the HELASIA Finance/Admin Manager is part of the regional coordination team based in Addis Ababa for the “HELASIA” project implemented in 3 countries.
The position holder has overall responsibility on the finance management
budget and financial planning, close monitoring (of the regional component and each of the 3 countries) and reporting (in coordination with in-country teams).
S/he also ensures respect and dissemination of donor guidelines at field level and is in charge of the administrative management of the regional component of the project.
While the position is located in Addis Ababa (Ethiopia), it might require missions to each of the 2 additional countries where the project is implemented.
Responsibility 1
Ensure a sound financial management in line with HI internal procedures and donor’s rules
Budget and Financial Controller
With the HELASIA Project Manager and the HELASIA Technical Advisor, draw up the coordination's annual budget based on the annual plan of activities
Ensure the implementation of expenditure commitment procedures, and control the allocation of expenses; ensure that each budget holder has received adequate training for managing their budget and codifying expenditure correctly
Ensure coordination with the program teams for drawing up and monitoring of the donor budget and for compliance with the donor requirements
Monitor progress on the project financial execution and ensure it corresponds to the programme's financial and budget monitoring (reporting and alert role)
Analyse variances between the forecast and the realized annual HI budget on a quarterly basis; propose relevant adjustments and, where necessary, prepare the modification request for submission to the donor
Design/update the budget set-up in Navision (software)
Design the required internal monitoring boards/reports
Support countries and Regional Project Manager to draw up a cofunding strategy for the grant and actively help countries finding cofunding opportunities.
Reporting
Oversee respect of internal and donor deadlines for financial reports
Control and compile the financial reports for the donor both at the coordination component level and at the project level and prepare the final report
Prepare and submit a report to the Agency for Civil Society Organizations about the Regional Office’s implementation of the signed MoU or financial reports as required
Treasury
Forecast the annual treasury plan for the coordination activities performed in the 3 implementing countries
Prepare the monthly treasury forecast for the regional office and share it to the Ethiopa Finance Manager
Responsibility 2
Ensure administration of the regional component of the project
Coordination
Ensure close coordination with the aim to maintain accurate and updated information for the 3 HELASIA HI countries and the Regional office of HELASIA in link with HQ Focal Points;
Relay all issues faced by HI regarding financial matters to the consortium leader: be proactive for suggesting solutions and/or negotiating alternatives;
Share the necessary information with the line manager and HQ technical advisor
Manage implementation of coordination activities on the administrative and logistic aspects in coordination with Support Services teams in the countries of intervention
Organizing regional/international travels for the regional team with the other concerned countries
Support the in-country meetings and conferences activities (in particular the procurement process, travel allowances, participant lists)
Liaise and follow up privilages issued to the regional office (duty free privilages, import, disposal of goods imported free of duty etc.)
Follow up on the regional office license with Ethiopian authorities
Follow up the bank account for the Regional Office (if decided to have one at some point).
Guarantee proper archiving of the organisation's documents (compile and organize archives of operational
and financial data for the regional component)
HR
Organize the arrival and departure of the regional office staff
Ensure the administrative management of the regional office staff
Process the different permits (work, residence, driving license, etc.) of the regional office staff
Prepare the monthly per diem forms for HELASIA coordination expatriate staff
Prepare the monthly attendance sheet and also time sheets for the regional office staff
Submit the monthly HR reports due on the 20th of each month to HQ
Logistics
Establish Procurement Purchase and Service Requests (PSR), Travel and Reimbursement of Expenses Forms (TAR), Sworn statements and Commitment of Expenditures Authorization Forms (CA) for the Regional Team
Follow up of procurements of the regional office with the country Logistics team
Prepare the monthly transportation plan of the Regional Team and communicate it to Logistics
Responsibility 3 – Compliance
Ensure compliance of the project on the above listed aspects with donor rules
Ensure compliance with legal requirements (HR, log, administrative, financial, etc.), calling on local expertise if required (lawyers, etc.)
Ensure the monitoring of partnership contracts and their compliance with internal rules and donor obligations
Follow up on internal control procedures for the accounts, cash-flow, finance and logistics
Ensure control of partners' financial, adminstrative and logistics management
Write and disseminate memos when necessary to ease the understanding
Responsibility 4 – Support / Capacity building
Be the focal point for each country of implementation in the aim to share all necessary information and adress all issues;
Support to financial teams in countries of implementation and to local partners on the program’s administrative and finance management, organization of trainings when necessary
Make field visit upon request
Job Requirements
Essential
Preferable
Qualification(s)
Advanced degree in Finance and related field
Fluency in French (oral and written) is mandatory
Business administration, Economics,
Experience (type and length of experience)
Minimum 3 years of experience overseas in finance management and in managerial positions corresponding to the needs of the position
Strong experience in budget monitoring, financial planning, internal procedures controls, financial risks assessment, financial reporting
Proven experience on coordination/ regional position;
Experience in management of multi-country program
Previous experience with Handicap International would be appreciated;
Competencies (knowledge, skills required for the job, (see skills repository)
English and French mandatory (oral and written)
Demonstrated knowledge of budget construction, financial monitoring and reporting, financial analysis; Accountancy management; Staff administration
Strong utilization of Excel
Pedagogical skills
Knowledge of the software Navision would be an asset
Personal qualities
Strong communication skills
Strong organizational skills
Autonomous, reactive and able to deal with priorities
Extremely rigorous and precise, attention to details
Diplomat, able to work collaboratively in a team
Strong interpersonal and intercultural skills
Practical and problems solving
Ability to deal with complexity at different level
How to Apply
Interested applicants who meet the above criteria should fill in the attached application form Job application form updated.docx and submit it with a 1 page motivation letter through ethiojobs or email it at recruitment@ethiopia.hi.org on or before the above mentioned deadline.
Please clearly state the position you apply in the subject of your email.
Only short listed candidates will be contacted for exam/interview no phone calls please.
We’re committed to safeguarding and promoting child protection and expect all staff and volunteers to share this commitment.
This position involves working with beneficiaries and is subject to strict safer recruitment checks.
The successful candidate will be required to complete a police check and sign self-declaration form to help us verify your suitability to work with children including checks with past employers.
Humanity & Inclusion is an equal opportunity employer and particularly welcomes women and persons with disabilities to apply
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