Finance and Administrative Assistant 114 views4 applications


Job Summary

The Finance and Administration Assistant 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.

How To Apply

Interested Candidates are asked to provide their current CV and Cover Letter, expressing her/his motivation in applying and relevant experience/expertise, to SIHA’s Human Resources Department [email protected] by 5th August  2021. Please enter “Application
Materials: Ethiopia Administration and Finance Assistant
” in the subject line. SIHA may, because of the immediate need of the recruitment, contact shortlisted candidates before 5th August 2021. Due to the anticipated volume of applications, please note that SIHA will contact only shortlisted candidates. We thank you for your interest in joining SIHA!

More Information

  • Job City Addis-Ababa
  • This job has expired!
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SIHA BackgroundThe Strategic Initiative for Women in the Horn of Africa (SIHA) is feminist women led network of civil society organizations from Sudan, South Sudan, Somalia, Somaliland, Ethiopia, Eritrea, Djibouti, and Uganda.SIHA’s core mandate focuses on the following:
  • Work to support women’s access to justice across the Horn of Africa in line with international and regional human rights mechanisms and to challenge the concepts and practices that promote violence against women through the application of militant religion and customary/traditional law;
  • Engage with women community leaders, activists and women rights defenders and provide direct support to them and contribute to their skills development and promotion of their roles inside their countries and communities;
  • Engage with women living in conflict situations, particularly in Sudan, South Sudan, and Somalia and provide support that contributes to the elimination of all forms of SGBV and other forms of violence directed against them and support their participation and voices in their country’s peace and security processes;
  • Recognize and support the human rights of women IDPs / migrants and racial / religious minorities through strengthening their self-reliance and access to services, enhancing their capacity for collective activism, reducing their vulnerability to violence, and promoting their social and economic well-being.
As a regional platform for activists on gender equality and women’s human rights in the Horn of Africa, we have a unique role of being one of the few indigenous networks run by Civil Society from across the region. At SIHA, we are very keen on further maintaining our work to support education on effective campaigning and lobbying to address regional and international platforms using collective and coordinated approaches to create both powerful and sustainable social change in the Horn of Africa.B)    OUR VALUES:Equality ,Solidarity , Ethical , Diligence,  Transparency , Humility , Resilience , Critical-thinking , disciplined , Courageous , Integral , Empathy , Collectiveness , determination , Rationality , Diversity , Innovation ,  Democracy , learning , Self-critical 
Connect with us
0 USD Addis-Ababa CF 3201 Abc road Part Time , 40 hours per week Startegic Initiative for women in the Horn of Africa (SIHA Network)

Job Summary

The Finance and Administration Assistant 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.

How To Apply

Interested Candidates are asked to provide their current CV and Cover Letter, expressing her/his motivation in applying and relevant experience/expertise, to SIHA’s Human Resources Department [email protected] by 5th August  2021. Please enter “Application Materials: Ethiopia Administration and Finance Assistant” in the subject line. SIHA may, because of the immediate need of the recruitment, contact shortlisted candidates before 5th August 2021. Due to the anticipated volume of applications, please note that SIHA will contact only shortlisted candidates. We thank you for your interest in joining SIHA!

2021-08-05

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