FINANCE AND ADMINISTRATION ASSISTANT 97 views2 applications

Job Summary

The ‘F&A’ will work in providing financial and administration support to the SIHA team in Ethiopia. He/She will work closely with and report to the SIHA Regional finance team and the team on ground and will ensure the financial guidelines indicated are followed as per donor and organisational requirements.

TASKS AND RESPONSIBILITIES:

Finance roles:

• Draft and prepare financial reports internally and externally alongside the head of finance
• Prepare projects financial statements and follow-up on projects transactions and balances
• Ensure that SIHA staff are following the financial regulation
• Work on the payroll, billing, receivables, payables, cash receipts, cash disbursements
• Document SIHA membership fee payment
• Produce monthly financial statements to be shared to the regional office
• Prepare weekly closing general ledger entries.
• Review reconciliations to ensure that they are prepared properly and follow-up on any unusual items.
• Revise bank statements and undertake regular financial updates , Reconcile bank statement accounts, and prepares related journal entries
• Carefully review projects agreements and ensure to fully understand all articles therein
• Work on filing of tax and social insurance forms when applicable
• Oversee, in conjunction with the finance team; preparation of annual audit.
• Ensure that invoices are acquired in line with the regulations in the Accounting Manual
• Perform other duties as assigned

Administrative roles

• Overlook the welfare of the office property as well as day to day activities and in addition ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories and evaluating new equipment;
• Carry out administrative duties such as typing, copying, binding, scanning, filing of documents in both soft and hard copy; carry out reception duties, answering phones;
• Coordinate office procedures, carry out external office work and liaise with service providers;
• Monitor office maintenance of equipment and ensure supplies are purchased on time working closely with the finance team in handling the logistics of office needs;
• Assist in organizing SIHA meetings and workshops in and outside the office; and taking of minutes;
• Responsible for timely flight and hotel bookings that is in line with the SIHA travel policy, ensure travel authorisation forms are received before any flight and hotel bookings are affected, Support in securing Visa and any travel related document as and when required
• Prepare correspondences (memos, letters and forms); Organise and schedule appointments
• Provide general support to visitors and provide information by answering questions and requests;
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories and evaluating new equipment;
• Maintain office supplies and overall inventory by periodically checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies and verifying them on receipt;
• Offer exceptional and proactive customer care and support to all SIHA guests, staff and other stake holders and ensure that they receive timely assistance and attention from time to time
• Maintain an updated service provider contact list on a monthly basis and display it on the notice board from time to time
• Receiving phone calls in a friendly and professional manner and offer assistance to all callers in a timely and proactive manner
• Display necessary notices and memos on the office notice board as requested

Profile

The candidate must have at least 3 years of experience in the field of administration, finance and procurement. Understanding of filing systems, strong computer and typing skills able to use excel application effectively. She /He must have strong organizational skills, strong training and background in office management.

Commitment to women’s rights and gender equality is essential, as is a strong sense of initiative, ability to learn rapidly, and flexibility in times of increased workload, deadlines, etc.

Qualifications Sought

• Strong academic background in the fields of finance and administration, with a Bachelor’s Degree in a relevant field
• A good understanding of the political and human rights dynamics in the Horn of Africa;
• Two to three year’s experience in the finance field added advantage working with a Non-Profit Organisation;
• Extensive knowledge and experience working with civil society organizations;
• Ability to effectively use computer software including Microsoft Outlook, Word, Excel and HR software
• Data-driven mind-set
• Good analysis and writing skills;
• Excellent command of English and excellent communication skills.
• Proven organizational skills, including the ability to manage priorities, work under pressure and meet tight deadlines;
• Strong sense of initiative and ability to work independently;
• Willingness to work extra hours when workloads are at peak.
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Strong organizational and planning skills

NB: *SIHA is committed to offer a fair remuneration based on qualifications and experience. Qualified females are encouraged to apply.*

About SIHA

The Strategic Initiative for Women in the Horn of Africa (SIHA) is a coalition of civil society organizations from Sudan, South Sudan, Uganda, Eritrea, Ethiopia, Djibouti, Somalia and Somaliland. SIHA was founded in 1995 by a collection of women’s groups with the view of strengthening the capacities of women organizations in the Horn of Africa countries. SIHA advocates for social change and gender equality for men and women in the Horn region and works specifically on: gender equality, women rights activism, women economic empowerment, eliminating violence against women and girls, promoting human rights, peace building and conflict transformation, enhancing women’s leadership and political participation and the production and dissemination of knowledge. More information about SIHA is available at www.sihanet.org.

Our Values:

Equality ,Solidarity , Ethical , Diligence, Transparency , Humility , Resilience , Critical-thinking , disciplined , Courageous , Integral , Empathy , Collectiveness , determination , Rationality , Diversity , Innovation , Democracy , learning , Self-critical