Administration and Finance Manager

The vacancy is open until the position is filled. 

MWECS Profile 

Mathiwos Wondu-YeEthiopia Cancer Society/MWECS/ is a local civil society organization established in 2004 and working on Non-Communicable Diseases (NCDs) and their risk factors. MWECS is collaboratively working with Ministry of Health (MoH) and Regional Health Bureaus (RHBs) to curtail the growing NCDs burden in Ethiopia. More information is available at https://www.mathiwos.org/.

Position Overview 

Under general supervision of the Operation Director, Administration and Finance Manager plan, organize, direct, and control all Finance and Administration activities of the society. Coordinates available funds, supervises  complex and diverse multi-funding requirements, and specialized tracking and reporting methodologies. 50% level of effort will be devoted to Human Resource Management and Finance Management of  the Society, 30% of time  for procurement and material management and the rest level effort will be dedicated to compliance of the project agreement and  sites directly managed by MWECS and as well as by sub grantees.  The Admin and Finance Manager may also travel to any part of the country and the project site.

Financial Duties and Responsibilities

• Checks all payment documents, vouchers check, CPOs and for budget and other related issues prior to the General Manager and project manager’s approval.
• Obtains monthly bank statement from the bank and reconcile with the book record.
• Registers bank transactions by their account, cost job, program and fund categories.
• Checks that all cash receipt for local collections are deposited on time.
• Prepares journal vouchers for cash payment transactions.
• Prepares payroll and code the transactions.
• Prepares monthly journal summaries for the project and submit to the Head Office on time.
• Prepares monthly, quarterly, bi-annual and annual project financial reports as needed.
• Checks inventory and fixed asset records of the project monthly.

• Ensures (in consultation with the Project Manager) that staffs of the project get transportation service properly.

• Supervises all cleaning, security, and office management activities.

• In consultation with the immediate supervisor, schedules staff annual leaves, keep and update personnel files.

• Makes sure accurate stock record is in place and reconciles on a monthly basis as appropriate.

• Checks all commodity movement reports for project manager approval.

• Assists the Project Manager in financial and administrative matters.

• Evaluate performance of subordinates.

• Makes sure the internal control system of the organization is in place and is observed by all staff members of the project.

Human Resources Duties and Responsibilities 

• Ensure the proper implementation of MWECS Human Resources Policy Manual and the Labor Code of Ethiopia.
• Ascertain the proper human resources management and development of the society.
• Prepare Human Resources Planning to ensure sustainable supply of the right personnel.
• Organize recruitment programs, participate in recruitment and selection of team members as required in consultation with Human Resources team.
• Ensure the timely renewal/ termination of staff contracts and Liaise with all units in the Office 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, timesheets, in their personal files and ensure that leave is taken as per the plan of the organization.
• Update and keep files of team members’ history and prepare monthly HR statistical report and liaise the report with Office.

Procurement and Property Administration Duties and responsibilities

• Manage procurement activities of the society.
• Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment based on MWECS regulations and procedures with the highest possible expected quality and price.
• Raise purchase requisitions and orders for purchases at the field office.
• Leads the office procurement committee.
• Ensure that purchases are made in the best interest of MWECS's considering best value for money.
• Maintain suppliers and price lists of the major goods and supplies and services of the society.
• Record purchase price information on both open market and contract purchases and revises these as conditions change; opens contracts for re-bidding when needed.
• Establish and administer contracts and purchase orders to ensure compliance with bid specifications and requirements such as quality of materials and services, payment scheduling, vendor performance.
• Establish efficient and cost-effective procurement system for the office based on - procurement regulations and procedures.
• Prepares Procurement Plan for the office and centers operating at the field Office
• Files all procurement documents in an orderly manner for control and reference purposes.
• Regularly make visits to MWECS’s building facilities at the field office to assess their status/condition and make recommendation for any renovation, maintenance or modification that may be needed.
• Maintain fixed asset register and keep a custodian sheet signed by users for property under their custody.
• Record newly received fixed assets and updates the record regularly.
• Assist in the proposal and disposal process of damaged, obsolete, expired materials.
• Check completeness and accuracy of vehicle logbooks and put signature every day.
• Check the timely fueling, maintenance and servicing of vehicles.
• Make sure daily and monthly vehicle related checklists and reports are used and submitted on time.
• Develop and implement efficient vehicle booking and planning systems in consultation with user units.
• In consultation with the General Manager, assigns vehicles and ensures that MWECS’s vehicle management and driving policies are adhered. 

Reports to                            :     Operation Director 

Date of Announcement        :    August 12,2024

The vacancy is open until the position is filled. 

Qualification and Experience Requirements

• MA or MBA, In Accounting and Finance, Human Resources, Development  Management or related fields.
• At least 7 years progressively responsible professional leadership level experience of which at least 3 years working experience as Administration or Finance Manager. NGO work experience preferable, we may consider NGOs work experience as appropriate usage of QuickBooks software in the application of the whole process of accounting recording to reporting.
• Ability to give sound decision, provide high quality report, communicate effectively, and promote a team approach to enhance staff commitment to successfully implement MWECS’s activities based on the budget plan.
• Demonstrated technical and creativity ability, excellent alignment in budgeting, ability to interact and work effectively with others at all levels.
• Knowledge (QB) and general reporting of IFRS and individual project reports, based on donor’s formats.
• Excellent communication, interpersonal, organizational, teamwork, and presentational skills.
• Attention to detail and active in learning the new environment.
• Experience on command of Microsoft Office Tools.
• Peachtree and other software like quick book skill.

How To Apply

The applicants who meet the above requirements invited to fill a form and submit their non-returnable

 CV with application documents on the following link. or our Website: https://mathiwos.org/jobs/  

  Or  in person via link to our office: 

https://maps.app.goo.gl/WsU85PyWsUSr8NCDA?g_st=iwor 

MWECS Head Office 

Kebena/Bel Air, Beside Kebele 15 Mini Stadium

Queen Elizabeth II Street, 

Beside Nigatu and Family Building on 1st Floor.

+251- 118 - 12 2838

P.o.Box :     80571  

Addis Ababa Ethiopia

Apply here: https://forms.office.com/r/ZrUkSHD2ae

Or:  https://mathiwos.org/jobs/