Finance and Administration Assistant 140 views0 applications

Employment Type:  Full time

Fixed Term: One Year (with possible extension)

Availability:  Immediate

About us

Christian Aid (CA) was established in 1945 by the British and Irish churches. Currently, Christian Aid works in over 40 countries, with over 550 partners, worldwide. Christian Aid has worked in Ethiopia for more than 30 years, initially responding to emergencies, but gradually establishing a long-term development programme, to facilitate thriving, resilient and equitable communities. Christian Aid in Ethiopia has three strategic priority areas. These are climate justice, Economic justice, humanitarian/resilience and addressing Gender and social inclusion as a cross cutting priority.

Role Purpose

The Finance & Administration Assistant provides support to the Field Office on: financial management, reporting, and documentation of finance, HR and administrative issues and field office expenditure control. He/she also ensures the compliance with CA staff policy, internal financial control policies and procedures, donor requirements, and regulatory requirements at the field office level.

Role Context

Support the field office to have sound and prudent accounting and financial management, mange the human and material resources and provide capacity support to properly manage financial resources for sustainable use and management.

Key Outcomes

• Project budget properly controlled, timely and reasonable payments facilitated and made at the field office level;
• Cash requests that are based on the cash flow plan prepared and submitted to Country finance unit in timely manner;
• Regular financial reports produced and submitted to field office management/ PC, CO finance unit and other relevant stakeholders and all donor and Christian Aid requirements are met
• Periodic Budget Monitoring and revisions for Field office costs undertaken;
• Good working relationships maintained with Christian Aid Ethiopia Country team, the Field office project team, Country office Finance unit and HR and administration units;
• Regular review of financial and other relevant documents of field office are made for validity of the documents and proper filing of the same ensured;
• Field level non-finance staff are advised on technical financial issues.
• All compliances with relevant rules and procedures are ensured in connection with finance, Human resource, and administrative and regulatory issues at the field level;
• Accuracy and completeness of FO financial and administrative records are ensured;
• Monthly bank reconciliation is made in a timely manner to ensure the completeness of bank cash records;
• Field Office level Asset register is updated on regular basis to ensure the accuracy of the register information.

 Relationships

External: Liaise with local Government sector offices to facilitate administrative matters, Suppliers, consultants, service providers, tax office

Internal: Maintain sound relationship with Programme and Administration teams at Field office level Contact Finance, HR and administrative units of Country office.

Decision Making: Make decisions to assist in the smooth running of financial processing. Providing advice on financial policies and procedures to local Christian Aid staff. Support the maintenance of all financial records.

Analytical Skill: Ability to apply logical thinking and common sense to routine work in a specific area. Occasionally providing analysis or advice on financial matters.

Developing self & others: Will work to improve self and contribute to technically supporting others in accomplishing responsibilities.

Person Specification:

Job Requirements

Applied skills/Knowledge and Expertise

Essential

• BA in accounting, finance management, business management or other related disciplines.
• Verbal and written fluency in English & the local languages.
• Proven ability to address a small range of straightforward financial issues and a learning period of a year.
• Knowledge of working in the NGO sector

Desirable

• Knowledge of institutional donor requirements
• Knowledge of community partners/development.
• Advanced use of Excel.
• Experience of dealing with institutional donor fund accounting.
• Experience of using computerised financial reporting tools.

IT competency required

• Intermediate

 Competency Profile

LEVEL 1: You are expected to be able to:

 Build partnerships

• Work in a collaborative way that develops positive relationships and proactively provide help to others
•  Proactively participate in team work and contribute ideas, including those that may be beyond your own or your team’s role.
•  Keep others informed about what is going on in your own work area.
• Treat everyone with courteousness, dignity and respect, recognising that people are different and have different views.
• Act and behave consistently with what you say.
• Steward resources
• Be responsible for using resources economically, whether these are Christian Aid resources or wider environmental resources.
•  Recognise that time is a resource and take responsibility and proactive measures for managing your time effectively.

Deliver results

• Agree your work plan and priorities, keep track of your own progress and keep others informed.
• Check the quality of your own work and deliver to expectations.
• Seek clarification and support from your manager when needed, ensuring appropriate sign-off.
•  Respond promptly to the requests of others, handling competing priorities and seeking guidance on these where appropriate.
•  Consider the consequences of your actions, and take responsibility for the impact on your work, your colleagues and team objectives.
•  Be accountable for your actions.

 Desirable

• Knowledge of working in the NGO sector.
• Knowledge of institutional donor requirements.
• Knowledge of community partners/development.
• Advanced use of Excel.
• Experience of dealing with institutional donor fund accounting.
• Experience of using computerised financial reporting tools.