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