CIAI, Italian Association for Aid to Children (CIAI) is an Italian NGO established in Italy in 1968. It has been recognized as non-profit organization in 1981 (by Decree of the President of the Italian Republic N. 899), and as Italian NGO on August 2nd 2000 (by Decree of the Italian Ministry of Foreign Affairs n. 2000/337/0035875). In Ethiopia CIAI has been first registered in 2003, and has been re-registered under the Agency for CSOs n°1123 of May 14th 2019 (Civil Society Organizations Proclamation n°1113/2019). Since its recognition in Ethiopia, CIAI has been closely working with governmental and non-governmental partners in order to upgrade their capacities to foster the wellbeing of vulnerable and disadvantaged children. In its projects CIAI strives to guarantee the access to quality education and protection services through direct support to children, families, communities and local authorities. CIAI always works in close relation with communities and local authorities to foster ownership and create a sustainable safe and conducive environment for children in the Country. CIAI is currently working in Addis Ababa, Tigray Regional State, Oromia Regional State and Southern Nations, Nationalities and Peoples’ Regional State.
CIAI is a Child safe organization and is committed to the safeguarding and protection of children. The selected candidate will be asked to adhere to CIAI standards and principles, and sign the CIAI Child Safeguarding, the Protection Policy and related documents, providing in advance also his/her job references, letter of interest, updated CV and criminal record. Level of Contact with Children: Low-Medium (Potential contact with children and young people when carrying out research and testing). The candidate will be expected to: plan, coordinate and execute the finance & administration functions of CIAI; be in charge of designing and leading the Financial and Human Resource Management plans and system of CIAI in Ethiopia; efficiently & effectively manages all human resources development, assists the Project Field Teams in designing and executing the project financial plans, their reporting and filing of all pertinent documents; ensures the dynamic and effective liaison with all Government Bodies and Structures, directly or indirectly involved with CIAI’s action in the Country, ensures all the projects’ funding processes, activities, reporting & documents, including the design of the fund raising components, are up to-date and properly managed to the maximum satisfaction of CIAI Ethiopia Office, CIAI Head Office in Italy-Milan, Government stakeholders & its donors.
JOB SUMMARY
CIAI, Italian Association for Aid to Children (CIAI) is an Italian NGO established in Italy in 1968. It has been recognized as non-profit organization in 1981 (by Decree of the President of the Italian Republic N. 899), and as Italian NGO on August 2nd 2000 (by Decree of the Italian Ministry of Foreign Affairs n. 2000/337/0035875). In Ethiopia CIAI has been first registered in 2003, and has been re-registered under the Agency for CSOs n°1123 of May 14th 2019 (Civil Society Organizations Proclamation n°1113/2019). Since its recognition in Ethiopia, CIAI has been closely working with governmental and non-governmental partners in order to upgrade their capacities to foster the wellbeing of vulnerable and disadvantaged children. In its projects CIAI strives to guarantee the access to quality education and protection services through direct support to children, families, communities and local authorities. CIAI always works in close relation with communities and local authorities to foster ownership and create a sustainable safe and conducive environment for children in the Country. CIAI is currently working in Addis Ababa, Tigray Regional State, Oromia Regional State and Southern Nations, Nationalities and Peoples’ Regional State.
CIAI is a Child safe organization and is committed to the safeguarding and protection of children. The selected candidate will be asked to adhere to CIAI standards and principles, and sign the CIAI Child Safeguarding, the Protection Policy and related documents, providing in advance also his/her job references, letter of interest, updated CV and criminal record. Level of Contact with Children: Low-Medium (Potential contact with children and young people when carrying out research and testing). The candidate will be expected to: plan, coordinate and execute the finance & administration functions of CIAI; be in charge of designing and leading the Financial and Human Resource Management plans and system of CIAI in Ethiopia; efficiently & effectively manages all human resources development, assists the Project Field Teams in designing and executing the project financial plans, their reporting and filing of all pertinent documents; ensures the dynamic and effective liaison with all Government Bodies and Structures, directly or indirectly involved with CIAI’s action in the Country, ensures all the projects’ funding processes, activities, reporting & documents, including the design of the fund raising components, are up to-date and properly managed to the maximum satisfaction of CIAI Ethiopia Office, CIAI Head Office in Italy-Milan, Government stakeholders & its donors.
DUTIES AND RESPONSIBILITIES
Coordination
- Organizes, plans, directs, coordinates and supervises the operations of the Financial, Administrative and Human Resource Management Services of CIAI in Ethiopia as per the guidelines, policies and procedures, taking into account the current national laws and regulations, the advices and suggestions submitted by the auditors, and the need of the CIAI’s Headquarter;
- Coordinate and supervise the works of secretary, field accountants, cashier, purchaser, driver, store keeper, security guards, cleaner, and messenger.
Human Resource Management
- Exercises Human Resource Management responsibilities on the basis of individual merit and without discriminating among staff members.
- Makes sure that all types of HRM activities including staff personal records are properly managed.
- Maintain and update all staff files and make sure that all essential documents such as vacancy announcement, accepting, screening, examination, review, selection, clear requirement, job description, and credentials of education, experience and others are properly recorded and documented.
- Ensure the respect of CIAI’s Safeguarding Standards in all recruiting and HR management processes.
- Prepare employees contractual agreement, periodically review & update the agreement extension and termination time and ensure its proper recording.
- Administer, follow up and update staff benefits such as annual leave, provident fund, pension contributions, transportation allowance, Insurance/Health and Life/ and others.
- Make sure every staff has made official clearance before approving/authorizing and issuing termination letter and required benefits.
- Facilitate the human resource development activities with the aim of enriching the skills of employees.
- Provides training in his/her area of specialization to relevant staff members.
- Coach and evaluate the performance of staff under his/her supervision.
Logistics
- Makes sure that all CIAI properties such as vehicles, building, equipment are duly insured, furniture and supplies are properly handled, their use well documented.
- Controlling and insuring whether properties/resources of the organization are used according to the CIAI guidelines and the “3E principles” (effective, efficient, economical) by the employees of the organization.
- Controlling and making sure that all procurements are performed according to the procurement guidelines and standard practices, both from the CIAI’S, donors’ and the country’s authorities perspective.
- Control and take part in the procurement processes of goods and services that shall be supported by Performa, price quotations, invoices or bids.
- Make sure that inventory of the organization found in A.A and project offices are performed, coded & updated periodically.
- Ensure the discard of all assets devoid of economic and/or use value and their removal from the inventory list according to laws and regulations applied at the Country level.
Financial/Accounting
- Controlling each and every single receipts received and registered on the journal and ledger by secretary/cashier as per the appropriate accounting system used by the organization.
- Controlling expenditure against budget and assistance of the project Teams in the design and update of the projects’ the cash flow plan.
- Controlling the registration of all charts of accounts/codes according to their budget classification on the appropriate accounting recording system used by the organization.
- Controlling the cash in banks, cash on hands and cash in safe of the organization.
- Filling all financial documents such as bank statements, deposit slips, bank advices, cheque payment vouchers and other relevant documents of the organization.
- Prepare monthly payrolls sheets by incorporating monthly salaries, benefits, bonus, holiday pay, overtime
- Prepare bank reconciliations.
- Prepare monthly financial reports to the Head Quarter in Milan.
- Produce quarter, semiannual and annual financial reports to donors or partner organizations whenever required.
- Ensure that all fund transferred to the project offices are properly Managed, Implemented and Reported according to CIAI policy and procedures.
- Make random cash counts at the A.A. & the project offices, to ensure control of expenditures, cash on hand, etc as per the policy and procedures of CIAI.
- Manages journalizing, postings, documentation and processing of accounting transactions.
- Ensures proper accounts posting & computation is performed daily & uses the CIAI accounting software to produce monthly financial statements.
- Compiles and analyzes financial information to prepare entries to accounts, such as general ledger accounts, documenting business transactions.
- Ensures that all payments, which are due to the government (such as employment income tax, withholding tax, pension contribution) are submitted within the time limit.
- Ensures that all the financial operations and accounting systems are in the standard forms and practices.
- Approves all expenditure documents of CIAI Addis Ababa Office.
- Prepares regular reports to the Country Representative on the financial status and HR management of CIAI.
- Control and supervise whether staff benefits such as provident fund, medical insurance and other benefits are timely prepared and payments are effected.
- Makes sure that the funds of approved projects are released on time, necessary supporting documents are in place & that approvals are duly obtained before payment is affected.
- Makes sure that payroll is prepared on time and that all deductions are made as per the financial policy and procedures of CIAI.
Audit
- Undertake internal audit.
- Prepare and update all necessary documents for internal and external audits.
- Strictly follows up & ensure that the appointed auditors duly audit the financial operations.
- Performs other duties as assigned by his immediate supervisor.
Contract: 12 months (renewable), 45 days probation period
Staff under supervision: Cashier, Project Field Accountants, Guards, Cleaners, Logistic Officer, Driver
Job Requirements
POSITION REQUIREMENTS
Academic Qualification
- BA/MA Degree in relevant field of study
Work Experience
- 8 years of proven relevant experience with Bsc or 3 With Ma/Msc
Desirable Trainings
- Leadership, Team Building, Performance Management, Interpersonal Relationship are advantageous, Computer literate
Required Skills
- Leadership & managerial skills, Supervisory &Coordination skills
Language Proficiency Minimum Standards
English Language
Reading: proficient
Writing: proficient
Speaking: proficient
Listening: proficient
Amharic Language
Reading: fluent
Writing: fluent
Speaking: fluent
Listening: fluent
Italian Language: the basic knowledge, or the conversant level skills of Italian language is an additional but non-compulsory standard required for the position.
How to Apply
Interested applicants are required to send their applications including detailed CV (max. 3 pages); motivation letter (max 1 page); names and contact information of minimum 3 referees knowledgeable about applicant’s professional qualifications and work experience only. All the documentation must be sent in English to [email protected] and [email protected] within 10 consecutive days from the date of this announcement
More Information
- Job City Addis Ababa
