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Finance & Administration Expert

  • Debark, Ethiopia
  • Posted on Friday, February 2, 2018
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The Finance & Administration Expert will provide the administrative, logistical and financial support to African Wildlife Foundation’s project in the Simien Mountains Landscape. S/he will have experience in successfully running large donor-funded projects to their conclusion, with capacity in all necessary aspects of financial administration and reporting, procurement, logistics and financial support to ensure strict adherence to internal controls, donor guidelines, mandated laws, proper record keeping, and efficient administration.

Key Duties & Responsibilities

  • Ensure accurate compilation of the project’s financial activity for daily posting into the financial system.
  • Filling the statutory returns and coordination with the treasury team on payment of vendors.
  • Preparation of financial reports, financial forecasts, monthly/annual sets of accounts.
  • Manage petty cash; oversee costs and advances relating to employee travel and workshops.
  • Work with the Program Manager in the interpretation and implementation of financial policies and budget plans.
  • Provide day to day financial, administrative, and logistical support to the Simien Mountains Landscape Project.
  • With the support of the Program Manager, make sure that local vendors' contact information is up-to-date in the financial system.
  • Conduct annual prequalification process for regular vendors.
  • Ensure that program procurements are initiated by staff in a timely manner via the accounting web portal.
  • Work with the Program Manager 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 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 met.
  • Participate with organizational, host-country, and grant specific audits.
  • With the support of the Program Manager, work towards managing the Simien Mountains Landscape 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.
  • With the support of Program Manager, perform higher value purchases with local vendors.
  • Review expense reports critically against travel calendar to ensure that costs are legitimate and compliant with AWF and donor travel rules.
  • Ensure that the project 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.
  • Purchase office stationery, and maintain accurate and up-to-date records of the same.
  • Ensure that the vehicle has logbooks and that the same are regularly filled, approved, and submitted for accounting in time.
  • Work with the Program Manager in preparing annual trial balance for internal and external auditing.

Qualifications

  • Minimum of 5 years’ experience in a similar or above position (preferably in an international NGO setup).
  • Accounting certification.
  • Bachelor’s degree in Business Administration, Accounting, Finance or equivalent.
  • Experience in a busy office environment.
  • Proficiency in the use of computers and MS Office software including Word and Excel.
  • Familiarity with accounting packages and government regulations such as taxation requirements, statutory, and regulatory related matters.
  • Bookkeeping.
  • Fluency in speaking and excellent writing in English language; fluency in Amharic.
  • Demonstrated interest and understanding of key administrative functions ranging from insurance management, tenancy agreements, procurement, and cross-border logistics
  • Proactive nature of problem-solving.
  • Familiarization in dealing with government departments, revenue authorities, and immigration departments
  • Ability to manage multiple tasks and prioritization.
  • Excellent customer service and interpersonal skills.
  • Excellent verbal and written communication skills.
  • Quick learner with a high level of flexibility.
  • Ability to take initiative, work with minimal supervision, and a sense of urgency.
  • Excellent organizational aptitude and coordinating ability.
  • Ability to assess and react appropriately to changing circumstances.
  • Ability to work as part of a team in a multicultural environment.
  • Ability to proactively share information as needed.
  • Willingness to travel to remote parts of the landscape

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