Finance and Administration Officer

Job Summary and Purpose

This is a junior level financial management position within a people focused NGO, which will place the successful applicant at the heart of a vibrant team that strives to ensure that economic and social development in Ethiopia, is based on the sustainable and equitable use of water in a rapidly changing environment.

We are seeking qualified individual with good skills and inspiration needed to support the delivery of programs in Ethiopia and support the UK Office. The post-holder will be supporting ensuring impact and value-for-money performance.

The Finance and Administration Officer is responsible for assisting all financial and administrative activities in the country office. She/he will directly work on implementation, monitoring and reporting of all financial activities including procurement. She/he is also responsible for maintaining accurate and complete records in accordance with Ethiopian government requirements and WWs Accounting, Financial Policies and Procedures.

We are looking for someone who has excellent organizational, administrative and communication skills, with the experience, energy and confidence to work independently.

Duties and responsibilities

With the supervision and support of the Regional Program Manager and the Business manager, the post holder will be responsible for:

FINANCE

• Assist financial management in alignment with internal policies, ensuring statutory compliance to fulfil all of WW obligations (taxes, and other government statutory payments);
• Facilitate preparing timely quarterly budget and remittance requests for submission to WWI Edinburgh;
• Assist tracking and monitoring country office income and expenditures, payments and transfers of funds;
• Prepare and track purchase requisitions.
• Prepare timely financial reports;
• Prepare monthly management accounts, financial statements, invoices, monthly bank reconciliation statement. Conduct monthly financial analysis to identify and resolve issues, gaps or variances;
• Support annual organizational and project specific audits in Ethiopia and UK
• Check and verify the accuracy and validity of invoices/documents submitted for payment; record invoice and arrange payments;
• Prepare and settle payment request in accordance with agreement and from appropriate fund, grant period, in line with budget line items;
• Facilitate monitoring all financial activities including payroll, petty cash and bank accounts, bank reconciliation statements, taking responsibility to ensure accuracy and timely action;
• Support designing and using sound internal financial control system, to safeguard assets, records and documents of the organization;
• Support project financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers, cash payments;
• prepare and process travel arrangements and reimbursements;
• Support developing, coordinating and maintaining record keeping systems for physical and electronic files and records;
• Work closely with other project staff to meet the needs of the project in a timely and accurate manner;
• Perform other duties as assigned.

ADMINISTRATION

• Assist in administrative management in alignment with internal policies, ensuring statutory compliance to fulfil all of WW obligations (e.g. NGO registration and reporting);
• Provide administrative support in accordance with WWI rules and regulations, including assisting in and preparing bookings, bidding procedures, contracts of experts/ external consultants and ensuring documentation of the procedures;
• Provide logistical support in line with project plans (workshops, training, scheduling and organizing meetings and organizing travel logistics for project staff etc.);
• Organize and maintain project files and databases in the organizational SharePoint. This includes all official correspondence with government, all compliance documents and key correspondence with partners;
• Monitor the availability of office supplies and carry out procurement in accordance with guidelines;
• Ensure team are all versant with internal policies and that WW Ethiopia demonstrates compliance with Health and Safety and Safeguarding Policies;
• Perform other duties as assigned.

Place of Work: Addis Ababa

The successful applicant will be able to demonstrate the following:

Experience and qualifications:

Essential

• BA degree in accounting or relevant fields.
• Preferably at least 3 years relevant experience.
• Experience in computer-based accounting system preferably quick books and knowledge of IPSAS and IFRS.
• Experience in e-Tax reporting and payment

Desirable

• Good understanding of working with private sector, government, and civil society stakeholders.
• Experience/knowledge of civil society regulations in Ethiopia.
• Excellent understanding and experience of the water, climate, or natural resource sectors, and in corporate engagement and standards for sustainable development.
• Good understanding of fundraising, institutional development, and advocacy.

Skills and attributes:

Essential

• Effective team worker.
• Able to plan, organize and work independently, as well as within a team environment.
• Excellent communicator, both as a speaker and author in English and local language.
• Excellent degree of competence in using IT tools, and working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office).
• Excellent attention to detail.
• Trustworthy in handling confidential data and information.