ADMIN AND FINANCE OFFICER

 Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. 

PUI works in 10 areas of intervention and distinguishes itself by the implementation of an integrated approach in its response. This method aims to identify and understand the needs of all those affected by a crisis. Our teams come together to bring a rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. 

PUI in Ethiopia: 

Although PUI has not been operational particularly in Ethiopia, the organization has long-time presence in the East African region, mainly in Sudan and South Sudan. 

PUI has been registered with FDRE Authority for Civil Society Organization (ACSO) since June 22, 2022 to enable the organization to operate legally in the country. PUI is currently implementing its project in Afar and Benishangul Gumuze region where the consequences of the recent conflict and the ongoing drought has significantly affected the population of the region. 

PUI is also actively looking for more partners to respond to more humanitarian needs in other regions of the country which were affected by conflict and natural disasters.   

General Assignments / Scope of the Role: 

The Admin. And Finance Officer will supports both the Administration and Finance activity of the base office. S/He will be responsible for the overall finance and cash management of the Base Office. Other responsibilities comprise management & monitoring of monthly expenditure against budget, and liaison with logistics to ensure proper completion and management of PUI resources. 

The Administration and Finance officer also responsible for assisting & implementing in the overall Human resource Management of the Base Office including but not limited to management & monitoring, following up the implementation of human resource procedures, rules and regulation starting from recruitment till termination of employment. Facilitate the information, handling Reception and Personnel Administration activities of the Base office. 

Summary of Task and Responsibilities: 

Financial Management 

1. Treasury & cash follow up 

• To do daily physical inventory of the safe and the petty cash, and report any discrepancies to superior 

• To manage the petty cash 

• To regularly go to the bank to withdraw money, in order to insure availability of cash at base level to prepare and follow up the pay-outs and advances, within established guidelines 

• To prepare and validate any checks done at base level 

• To translate all invoices into English 

• To monitor due dates for payments of contracts 

• To guarantee security of the cash and confidentiality of information 

2. Cash card management: 

• To check the MoUs received from the program team and ensure the availability of all needed documents 

• To Register the information of the beneficiaries in the cash card database before sending any card issuance request to Coordination 

• To Register the information of the beneficiaries in the cash card database before sending any payment request to the coordination 

• To archive all MoUs related to the beneficiaries in a proper way. 

• To be responsible of receiving the cash cards from the bank and delivering them to the project manager, and to make sure all supporting documents are signed. 

3. Finance & Accounting management 

• To check, before recording any entry, that the invoices are compliant with PU-AMI regulations and procedures 

• To record all expenses in the excel book on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code etc…) 

• To participate in the consolidation of budget follow ups and cash forecasts at base level. 

• To participate with the Admin Manager in preparation of new proposals. 

• To prepare the weekly financial forecast of the base, compile it, and send it to the Admin Manager for validation

• To be in charge of the monthly closing, revision and accounts for the base. 

• To issue vouchers, and to properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations. 

• To collect all invoices included VAT and to issue a quarterly report 

• To prepare the bank reconciliation at the end of each month 

• To prepare the checks payment   

• To check and to be responsible for following up the program payments if applicable (cash for rent, cash for work and minor rehabilitation payments, etc.) 

• To be responsible of the preparation of the annual closing documents for the base 

• To scan and send accounting documents to the coordination office on monthly basis

Human Resource and Administration  

Recruitment and Integration of Personnel: 

• Ensure that the recruitment policy and guidelines are being implemented and respected;

  • Support in publishing job vacancies at the base level; 

  • Support, if needed, in receiving, filing and archiving the resumes received on the recruitment email address and transfer them to recruiters; 

  • Take part in recruitment processes whenever requested (i.e. shortlisting, communication with candidates, interviewing, reference check, preparing recruitment analysis table, and sharing recruitment files for valdiation); 

  • Support the line manager in providing HR briefings to newly recruited personnel when needed; 

  • Support, if needed, in the preparation, follow up and finalization of tool(s) of the induction plan with the recruiting manager and concerned staff as well as availability of administrative equipment. 

Employment Contractual Documents: 

• Prepare contracts, amendments and agreements of local personnel, and ensure that the latter is aware of contract/agreement terms & conditions

• Support, if needed, in ensuring that HR files are complete and updated with all necessary contractual documents

• Follow up on the contract/agreement ending dates and notify line manager ahead of time

• Support in preparing documents related to end of employment contract as per HR guidelines. 

 Administrative Management & Follow Up 

• Support, if needed, in following up on personnel’s monthly attendance with line managers; 

• Support, if needed, in preparing and following up on relevant tool(s) (i.e. attendance sheets, leave requests, order of missions, etc.); 

• Support, if needed, in keeping track of the personnel leaves and update concerned tools and system(s) accordingly; - Support, if needed, in collecting, conforming and archiving timesheets (signed PDF, excel). 

• Support, if needed, in maintaining and ensuring the completion and archival of all supporting documents/tools of the recruitment processes as per Recruitment Guidelines; 

• Support, if needed, in organizing and ensuring availability of all required personal and contractual documents in concerned files. 

 Preparation of HR Payments 

• Create and update personal and contractual data of employees on the relevant tools & systems; 

• Prepare salary advance(s), monthly salaries, end of accounts, perdiems and any exceptional payment(s) for local staff when applicable on the relevant tools and systems; 

• Support in the calculation and payment of Pension and income taxes to the concerned  revenu Authority as well as all other annual declarations. 

• Review and transfer files and request(s) of personnel to relevant parties. 

 Duties Applicable to all HR Personnel 

• Respect and comply with the organization’s Policies, Code of Conduct and Charter; 

• Maintain confidentiality of HR information; 

• Respect and comply with the HR Policy and use of Guidelines; 

• Support line manager in the implementation and respect of HR Policy and Guidelines among personnel; 

Availability: As Soon As Possible 

Salary Scale:As per the organization Scale. 

Contract Duration: 6 months with the possibility of extension 

Required Qualifications and Professional Experience 

• BA Degree on Accounting and Finance or Business Administration 

• Minimum of 4 years’ experience out of Which 2 years in INGO experience with Similar activities.

Required Skills & Competencies 

•  Strong commitment in humanitarian principles 

• Ability to work independently while taking initiatives and showing a sense of responsibility

• Ability to withstand pressure 

• Ability to organize and manage priorities, to prioritize a heavy workload and to delegate accordingly 

• Good analytical skills, rationality and logic 

• Problem solving and excellent communication skill 

How To Apply

If you are interested, please submit your application composed of nonreturnable CV and Covering Letter ONLY with “Admin. & Finance Officer –BGRS – Metekel Zone” 

written in the subject line, and three references, applicants to the following addresses: 

Through www.ethiojobs.net ADMIN AND FINANCE OFFICER | Ethiojobs

Deadline: Sunday, September 15 2024

NB: Only shortlisted applicants will be, communicated on and the selection process includes a technical test and an interview.