The Brooke Hospital for Animals Finance and Administrative Officer Jobs in Ethiopia

The Brooke Hospital for Animals Finance and Administrative Officer Jobs in Ethiopia

Job Id: 221708

Category: Accounting and Finance, Admin, Secretarial and Clerical, Business and Administration

Location: Bule and Gedeb Woredas, SNNPR

Career Level: Mid Level ( 2+ - 5 years experience)

Employment Type: Full time

Salary: Negotiable

Job Description

Introduction

The Brooke is a leading UK equine welfare charity which has been working in Ethiopia since 2006 with a country office in Addis Ababa.

The Brooke aims to improve the welfare of working equines, together with the livelihoods of people dependant on these animals.

Brooke Ethiopia (B-Eth) is entering a new Strategic phase and by the year 2020, the Brooke Ethiopia will sustainably improve the equine welfare of some of the neediest rural and urban equines in Ethiopia. In order to achieve this, the role of Finance & Administration Assistant is crucial.

Job title:

Finance & Administration Officer

Work Place location:

SNNPR, Gedio Zone – Bule Woreda and Gedeb Woreda

Required No= 2

Reports to:

Project Team Leader

Staff managed by this post: None

Purpose of the Role

To provide financial and administrative support to the Woreda team including: processing payment and inputting transactions onto excel system, maintaining records, facilitating procurement of goods and services, assisting the Woreda team in administrative duties and being responsible for general housekeeping and maintaining office supplies.

Key Tasks and Responsibilities

The Finance and Administration Assistant will play a key role and be responsible for all financial, procurement, administration and human resources activities within the Field Office.

As well as undertaking general admin tasks under the guidance of the team leaders, the Finance and Administration Assistant has particular responsibility for four key areas: Finance Procurement, HR and General Administrations.

Finance Administration

Properly codes and records field office expenditure and any other related transactions.

Receives payment requests, checks supporting documents and coding for completeness and proper authorization; and prepares cheques and corresponding payment vouchers.

Handles and properly keeps chequebooks in safe custody

Effects payment of cheques against receipts/invoices and proper signature of the recipient

Ensures valid cash receipts/invoices are received for all cheques issued to Payees.

Follows-up and ensure working advances at the Field Offices are settled timely

Ensures that monthly stock count is carried out.

Records all transactions incurred in the field office are included in the excel based system (template to be uploaded to SUN) and send summary of monthly transactions with supporting documents to the Finance Officer within the set deadline.

Prepares monthly bank reconciliation for the Field Office

Ensure that government taxes and fees are timely paid

Perform review of long outstanding advances and follow up for settlement.

Checks all receipt, invoices and petty cash payments

Keeps up to date and orderly controlling records of receipts and issuance of goods

Participate in the annual physical count of stock and fixed assets

Ensure maintenance of memorandum records for long-term assets

Arrange files and financial records in easily retrievable manner

Assist the team leader and Field Office team in the preparation and revision of budgeting, forecast including following-up timely transfer of budget requests from Addis Ababa office.

Monitors the field office budget

Advise field office team on Brooke’s MFS, BE’S financial policies and procedures as well as procurement rules and regulations.

Maintain fixed asset register and Asset movement register and keep a custodian sheet signed by users for property under staff custody

Record newly received fixed assets and updates

the record regularly

Ensure that all financial and procurement transactions at the field offices are conducted per Brooke’s Minimum Financial Standard and Brooke Ethiopia financial policies and procedures and procurement regulations

Procurement Administration

Manage procurement activities at the field office level and lead the field office procurement committee.

Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment

Raise purchase requisitions and orders for purchases at the field office level

Ensure that purchases are made in the best interest of the Brooke taking into account best value for money

Establish and administer contracts and purchase orders to ensure compliance with specifications and requirements such as quality of materials and services, payment scheduling, vendor performance

Files all procurement documents in an orderly manner for control and reference purposes.

HR Administration

Ensure the timely renewal/termination of staff contracts and Liaise with Addis Ababa Office HR & Administration Coordinator to ensure proper follow up on HR issues.

Prepare annual leave plan and ensure that all team members have submitted their leave plan each year and follow up the implementation of the plan accordingly.

Update and maintain all records of team members leave, in their personal files and ensure that leave is taken as per the plan and reported to the Addis Ababa HR & Administration Coordinator Update and keep files of team members’ history and prepare monthly HR statistical report and liaise the report with Addis Ababa HR & Administration Coordinator Maintain personnel records at the field office level

General Administration

Ensure that proper safety and security mechanisms are in place at the Field Office

Makes sure that the office is always clean and avoids any risks of injury and damages.

Maintain records of stock movement and consumptions of supplies

Facilitate the stock/supplies replenishment process in consultation with relevant budget holders and team leader

Check completeness and accuracy of vehicle log books and sign off

Check and follow up the timely fueling, maintenance and servicing of vehicles

Implement efficient vehicle booking, planning and utilization systems in consultation with team leader

In consultation with the team leader, assigns vehicles and ensures that Brooke’s vehicle management and driving policies are adhered to

As requested to perform additional tasks from time to time by your line Manager.

Job Requirements

First degree in Accounting or Finance or Business Administration or Management with 2 years relevant experience, or

Diploma in Accounting or Finance or Business Administration or Management with 4 years relevant experience

Accounting and/or bookkeeping training or professional qualifications

Experience of accounting and/or bookkeeping

Good level of competence in Excel, Word and Outlook

Direct hands-on experience of finance, office administration and/or secretarial roles

Excellent communications skills, both written and verbal

Ability to work under pressure and keep to deadlines

Organised and able to manage various project simultaneously

Ability to work independently but also as part of a small team

Experience of similar work in a charity / voluntary sector setting

Experience of using SUN systems (or other accounting packages)

How to Apply

If you are interested in the job and fulfill the above requirements, Please send your CV, and Application letter to the following address: Human Resource and Administration Unit through recruit@thebrookeethiopia.org

Please include 3 references from current and former employers.

For further information or support, please call us on 0116-61-00-69 / 0912 05 54 59.

The Brooke Hospital for Animals Finance and Administrative Officer Jobs in Ethiopia