Finance and Administration Assistant, Ethiopia | African Wildlife Foundation
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Finance and Administration Assistant, Ethiopia

  • Posted on Friday, November 28, 2014
  • Debark, Ethiopia

AWF is seeking a motivated and high performing individual  to provide administrative, driving, logistical and financial support to AWF’s new Project in Ethiopia. This position will ensure strict adherence to internal controls, donor guidelines, mandated laws, proper record keeping and efficient administration.

Responsibilities

  • Ensure accurate compilation of the Projects financial activity for daily posting into the financial system.
  • File statutory returns and coordinate with the treasury team on payment of vendors.
  • Manage petty cash; oversee costs and advances relating to employee travel and workshops.
  • Work with the grants, budgets and accounting teams in the interpretation and implementation of financial policies and budget plans.
  • Ensure proper upkeep of office, equipment, vehicles and other facilities.
  • Provide day to day financial, administrative, driving and logistical support to the Project.
  • Ensure that vehicle fleet is well-maintained and ready for use in program operations.
  • With the support of procurement team make ensure that local vendors contact information is up to date in financial system (Serenic) .
  • Work with the procurement team to conduct annual prequalification process for regular vendors and perform higher value purchases with local vendors.
  • Ensure that program procurements are initiated by staff timely via the accounting web portal.
  • Work with AWF’s Budget and Grants Team to ensure that work plans accurately time-phase budgets on an accrual basis.
  • Ensure all administrative responsibilities of staff (timesheets, credit card reconciliations, alternate approvers, created, etc) are completed in advance of travel so as not to disrupt organizational processes such as the monthly accounting close.
  • Conduct daily, real time entry of project accounting data in Serenic, ensuring monthly closing deadlines are adhered to. Participate with GL team with organizational, host-country, and grant specific audits.
  • With the support of the treasury team work towards managing the Project cash position. Ensure that the project does not run out of cash by maintaining up-to-date accounts payable balances, and requesting cash whenever needed and well in advance of required payment dates. Ensure that Treasury team is aware of upcoming large payments.
  • Review expense reports critically against travel calendar to ensure that costs are legitimate and compliant with AWF and donor travel rules.
  • Ensure that staff advances are provided timely and closed by staff upon return. Collect receipts/supporting documentation from staff, scan and attach to staff-generated expense reports in Serenic.
  • Provide driving services to project team or to other assigned executives/staff/partners.
  • Ensure that the vehicle is always clean and has enough fuel for the next activity.
  • Ensure that the vehicle is serviced on schedule, licenses, and others are valid.
  • Ensure that the vehicle has logbooks and that the same are regularly filled and approved and submitted for accounting in time.
  • Ensure that your supervisor and other officers on field trips receive the necessary logistics to make their trips successful.
  • Assist with data collection i.e. mapping- through the use of a GPS, Socio-economics survey, biological assessments and taking pictures and video.
  • Provide support to the supervisor by following up on some activities as requested.
  • Carry out any other duties assigned by the supervisor.

Qualifications

  • Bachelor’s degree in Business Administration, Accounting, Finance or equivalent
  • Minimum of 5 years’ experience in a similar or above position (preferably in an international NGO set-up or busy working environment) NGO experience
  • Knowledge of accounting packages
  • Knowledge of government regulations such as taxation requirements; statutory and regulatory related matters
  • Valid driving license with at least 2 year experience driving four wheel vehicle
  • Book keeping experience
  • Fluency in written and spoken English/ Amhari
  • Demonstrated interest and understanding of key administrative functions ranging from insurance management, tenancy agreements, procurement and cross border logistics
  • Proactive nature of problem solving
  • Computer literacy – proficiency in Microsoft Office
  • Ability to work as part of a team in a multicultural environment
  • Ability to manage multiple tasks and prioritization
  • Willingness to travel to remote locations

CLOSING DATE : DECEMBER 19, 2014

Apply now