Field Senior Administration and Finance Officer 53 views0 applications

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years, towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS. Currently, we work with pastoralist, agro-pastoral, pastoral dropouts, rural small holder farmers, rural/urban youth and street children to respond to humanitarian crises and build resilience in Ethiopia working closely with local communities, local government, donors and other key actors.

We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

About the position

The Field Senior Admin and Finance Officer will be responsible for the overall Financial & Human resource Management of the Regional Programme Office including but not limited to management & monitoring of monthly expenditure against budget, following up the implementation of human resource procedures, rules and regulation starting from recruitment till termination of employment in liaison with HO HR and Finance unit. Coordinate the Admin and Finance responsibility of the subordinate and facilitate the information flow and leadership in liaison with HO finance and HR team. However, the incumbent still will be under the direct management of the regional programme manager.

KEY AREAS OF ACCOUNTABILITY/DUTIES – Finance

Financial Management

·         Ensure that GOAL Ireland’s and GOAL Ethiopia’s financial, procurement and personnel procedures and policies are always adhered to.

·         Ensuring all expenditures is in line with Donor Budget, Donor Guidelines, and GOAL procurement and financial procedures.

·         Ensuring that all internal financial formats/templates are used, and that month end procedures e.g. monthly checklist are followed.

·         Prepare, review and compile monthly Fund requests of field offices under the region. Liaison with Senior CMAM project Officers, Logistics for timely submission to HO finance.

·         Maintain cash books daily and review and compile other field office cash books in the region.

·         Ensure all expenses are coded properly in line with approved project budget line as per the Chart of accounts coded in the finance form.

·         Ensure the necessary supporting documents are checked and attached to payment vouchers before any payments are effected.

·         Ensure proper adherence of the function to the project to financial, purchase and audit manuals

·         Supervise and control the custody of the region`s financial documents which will be permanently archive at regional level.

·         Coordinate finance team under your region to provide effective financial services

·         Ensure effective and efficient resource utilization

·         Provide on job financial training to finance staff under his/her supervision in topics related GE`s  financial management and related tasks.

·         Apply the organization’s financial and accounting policies in the region.

·         Assist HO finance team in government interim and annual government financial reports.

Budget Preparation and monitoring

·         Participate in annual budget preparation process and any subsequent budget revisions

·         Always review all expenditures in line with monthly fund requests ensuring all costs where possible and in accordance with donor guidelines are charged to donor funded projects.

·         Participate in grant management meetings whenever possible.

·         Assist HO team in government budget preparation.

·         Follow and plan for grant closing activities.

KEY AREAS OF ACCOUNTABILITY/DUTIES – Administration and Human Resources

Implement the below listed Admin and HR responsibilities or Ensure the appropriate Admin and HR procedures has been in place up on your technical supporting and following up role of the Admin & Finance officer in the region, the major role being:

Recruitment and Selection

·         Ensure that staffing requests are made according to the proper procedures; is based on the approved Job Requisition formats ,staffing plan (if any), JD is in accordance with HR organogram and salary scale and grade, open and competitive recruitment process unless specified otherwise.

·         Participate in recruitment and selection processes for the region as required.

·         Keep track of announcements; receive applications (both on hard and soft copies), shortlist based on the set requirements and in consultation with the hiring managers for the posts that you are assigned at.

·         In liaison with relevant teams and HOHR facilitate and participate on interview/exams and whole recruitment processes as appropriate.

·         For successful candidates/existing staff as appropriate: Follow up the personnel file check list and facilitate/work on the next round screening processes and collect the necessary documentation including  verbal and written reference checks, Anti terrorist check, guarantee documentation (as per the post need), etc.

·         Arrange induction programme to new staff in with relevant work units in consultation with immediate supervisor and deliver induction deputizing your department.

·         Ensure that staff have taken the necessary induction, took training and signed different GOAL policies.

·         Follow up on staff contract management and staff performance during probation period.

Personnel Records Management

·         Liaise with HOHR and your team in the region if any document is required to be submitted to the teams or to HOHR.

·         Ensure confidentiality of any information regarding issues related to staff; unless permission is given by employee in question plus the approval of HR manager and/or Country Director as appropriate.

Leave Administration

·         Assist, regularly advise and follow up for proper and timely implementation of leaves at the regional level and maintain appropriate leave documents in your specific site.

·         Ensure that all supervisors submit leave plan of their staff annually/at the beginning of staff contract period and regularly (Quarterly/semi annually, or depending on project period, send out reminders for supervisors regarding status of annual leave and submit the compiled and finalised leave plan to HOHR timely.

·         Every month collect a status update and ensure that similar information is maintained in HOHR and at the regional level, make sure appropriate documents are presented for Sick Leave, Marriage, Emergency, Maternity, Paternity leave, etc. as appropriate to HOHR team on time.

·         Maintain up-to-date records of field staff leave entitlement, utilization both on hard and electronic database in your respective region.

·         Track sick leave documents and update the spread sheet accordingly and inform to HOHR if a staff member presents a sick leave document.

·         Keep custody of the Annual Leave Plan and Annual Leave Request forms box file appropriately.

·         Compile and submit with completed information the hard and soft copy leave forms together with any supporting documents monthly along with timesheet to the HOHR

Payroll

·         Provide all documents necessary for payroll preparation to HO HR focal in charge of payroll per to payroll schedule to ensure new information are included in payroll for that month.

·         Review monthly payroll for your respective place of assignment.

Pension scheme

·         Responsible for staff pension scheme inclusion processes, inform relevant staff, collect, maintain and update track of documentations in this regard.

Cost Sharing/graduate tax

·         Responsible for staff cost sharing/graduate tax processes, inform relevant staff, collect, maintain and update track of documentation/activity progress in this regard.

Time Sheet Administration

·         Familiarize self to the Timesheet Administration System and follow up with strict compliance with standard and deadline.

·         Receive the correct and final donor allocation from HO HR by the 11th day of the following month.

·         Prepare timesheet according to the allocation figure and circulate for signature among staff members.

·         Submit signed timesheet documents to HO every month while coming to HO for reporting.

·         If errors are identified the whole document double checking and verify if additional information is needed and correct it.

·         Upon departure check availability of timesheet documents with correct allocation and sign on clearance paper confirming the same.

Continuous Performance Appraisal

·         Send out notifications and reminders to immediate managers to conduct performance appraisals for their subordinates as per the HR manual.

·         Arrange and provide periodical induction and orientations to staff members as well as supervisors on the Continuous Performance Process.

·         Follow up on the implementation of the continuous performance appraisals process

Training and Development.

·         As per the annual HR training plan or as instructed execute and facilitate training.

·         Facilitating LINGO training as per the requirement/ need.

Office and canteen Management

·         Review existing office management system and canteen. Recommend ways of improvement and follow up.

·         Supervising and coaching the activities of the HR representative in following major office management  areas.

·         Ensure that copies of all outgoing letters are properly registered and maintained within a master file (for letters, memos & fax)

Employee relation and disciplinary issues

·         Initiates activities that builds team sprit among staff at your responsibility and in liaison with HOHR implement the activities.

·         Take part in special assignment and committee works as and when required

·         Handle Disciplinary issues as per GE HR manual or instructed.

·         Report immediately cases related to absenteeism, fraud, sexual harassment or serious offences to HOHR

·         Take initiatives to be proactive to resolve any grievance or complaint the staff raise by discussing with the relevant department

  Staff Termination

·         Track expiry dates of contract of employments and ensure that proper notice of termination letters are issued to staff members as necessary, give special attention to those recruited on short term contract.

·         Collect resignation letter from staff members and notify Head office Admin and HR team  responsible for payroll, leave and benefit administration to take note and follow up.

·         Make sure exit interviews are conducted in a productive way by explaining that the feedback is valuable input for the betterment of the organization and encouraging staff members to be genuine while filling the form.

·         Ensure that termination payment (if any) is collected by ex-employee within seven days after completion of clearance.

·         Upon collection of terminal payments liaise with HO HR to issue certificate of work.

Compliance

·         Ensure GOAL Ethiopia projects comply with statutory and regulatory requirements.

·         Ensure timely resolution of audit findings and implementation of recommendations.

·         Liaison with the HO Compliance team in providing communication and relevance of external statutory and regulatory requirements to projects.

·         Assist HO HR and finance team in addressing and responding to any internal and external audit queries

·         Ensure timely remittance payroll and withholding taxes to Inland Revenue.

Other Tasks

·         Maintain float register in daily bases.

·         Maintain daily labourers tracking sheets for income tax purpose and ensure compile in month end documents.

·         Prepare monthly bank reconciliation and ensure timely collection of bank advices.

·         Ensure Telephone, Water and Electric bills are paid in time.

·         Perform cash count on weekly bases and ensure that physical cash corresponds to the cash book balance.

·         Take sample spot-check of stock items and fixed assets monthly.

·         Maintain backup of financial and HR related documents.

·         On a regular seek from the region different work-related polices such as hardship, tax directives, transportation and the like polices, directives etc.

·         Participate in collective leadership of the HR department.

·         Supervise the respective subordinates, if any.

·         Maintain incentive workers data and ensure that their recruitment and payment process is made according to the appropriate regulation.

Perform any other related duties assigned by Immediate Supervisor, HO HR and Finance Team

JOIN US

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement?  Then join us if you have:

·         BA in Accounting, Business Management or related field having 4 or more years of experience in Administration/ Human resources and Financial activities in an NGO environment.

Desirable qualities, Skills and Competences:

·         Experience and knowledge of USAID/OFDA, ECHO, EHAF, Irish Aid, etc. fund management.

·         High level of accuracy, attention to details and commitment to confidentiality

·         Ability to deliver task on deadline.

·          Understanding of the programme nature and willing to travel and live in different field sites

·          High commitment to maintain an up-to-date and efficient HR information and record keeping system.

·          Adherence to the requirements set by the HR Manual and donor guidelines.

·         Experience in handling Financial and HR activities, general management/administration skills.

·         Very good knowledge and application of MS-Office, especially Excel.

·          Good English communication skill (written and spoken).

·          Very good human relation skills, ability to explain

·         Team oriented, flexible and creative approach; keen to take initiative where appropriate.

·         Accountability & responsiveness within areas of responsibilities,

·         Knowledge and application of advanced excel/Access/Data management tools

·         Very good application of SAGE

·         Knowledge of local langue is advantageous.

Note: This description is not an exhaustive list of the skill, effort, duties and responsibilities associated with the position.

REMUNERATION and BENEFITS:

• GOAL will pay a competitive basic salary based on the salary grading with addition benefits.
• A chance to develop tangible experience.
• Being part of a team who continue to make a real difference to the lives of the most vulnerable people.

 Commitments:

 GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safe guarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization. GOAL is strongly committed not to harm the people under its care.