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Finance & Administration Officer

  • Debark, Ethiopia
  • Posted on Monday, June 4, 2018
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The Finance & Administration Officer 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.
  • File the statutory returns and coordinate with the treasury team on payment of vendors.
  • Prepare financial reports, financial forecasts, and 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 Program Manager, make sure that local vendors' contact information is up-to-date in the financial system.
  • Conduct an annual prequalification process for regular vendors.
  • Ensure that program procurements are initiated by staff on time 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, 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 in 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 the 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 on time 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 ProgramManager 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 set-up or busy working environment).
  • Accounting certification.
  • Bachelor’s degree in Business Administration, Accounting, Finance or equivalent.
  • 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.
  • Excellent written and spoken English; 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.

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