Reference number: Rec/001/21

Purpose of the position

The Field Office Finance Officer is responsible for the provision of Operational support to the regional office at Bahirdar in the areas of finance and administration, logistics and procurement functions.

Key Result Area

Procurement

Contributes to procurement process for office property, expendable supplies and services. Collects quotations and prepares evaluation comparative tables and submit for review. Prepares purchase orders (after getting necessary quotations and authorization) or draft contracts. Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts or Purchase Orders. Verifies the invoices received in relation with Purchase Orders or Contracts issued and compiles all required documents together with the invoice to be submitted to the Administration and Finance staff in charge of the accounts.

Asset Management

Supports the monitoring the maintenance of office equipment, ensuring timely repairs when required. Oversees and ensures proper maintenance and functioning of office equipment and furniture. Supports the follow up and updating of inventory list in case of purchase, transfer, donation and written off Inventory.

Fleet Management

Prepares the monthly vehicles report and logistics monthly report and submit to       Logistics and procurement officer. Coordinates the movements and activities of the drivers. Oversees and ensures proper maintenance and management of vehicles and drivers e.g., repair, maintenance, monthly mileage check, usage purposes as well as licenses and insurance coverage. Supports follow up of accidents/incidents with the police, informing insurance company, prepares and sends all relevant documents. Follows-up of the drivers list of duties, shift, logbook, etc.

Financial Management

Ensures all income taxes, withholding taxes, and other taxes are withheld and paid accordingly. Processes payments to vendors and beneficiaries in a timely manner. Keeps the office safe maintaining cash and other valuable assets in a secure manner. Receives authorized cash or bank payments and receipts. Passes completed transactions to the national office. Verifies backup documents of all expenditures are complete and have the standard  projects number,  account code and activity number.

Human Resources/Administration

Ensures that staffing requests are made according to the proper procedures, in liaison with HO Human resources team, follow up recruitments, personnel file documentations, leave administration, provide all documents to HOHR necessary for payroll preparation (staff resignation/termination, information about new joiners, etc.), for pension system ask employees to fill in pension profile form and collect supporting documents from staff and pension ID from respective pension agency, familiarize self to the timesheet administration System and follow up with respective team for strict compliance with standard and deadline, Prepare a continues performance appraisal for staff under your supervision timely and follow up team for the completion, update HOHR timely regarding staff disciplinary/grievance issue (if any), in liaison with HOHR track expiry dates of contract of employments and ensure that proper organizational/country low procedures are followed a head, ensure that termination payment is collected by ex-employee within seven days after completion of clearance.

General: Attend to other duties as directed and instructed by the line manager

 Job Requirements

1.     Degree in Accounting, Finance or related field;

2.     Minimum 3 years of relevant work experience in NGOs in the area of Finance, administration, procurement or logistics.

3.     Excellent skills and knowledge of logistics, financial administration and accounting processes;

4.     Good communication skills;

5.     Fluency in Amharic and English languages;

6.     Capable of working under pressure in a multitasking position;

7.     Ability to work in a multicultural environment; and

8.     Good experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Core Competencies:

1.     Maintain Integrity

2.     Team player

3.     Proven ability to prioritize tasks, meet deadlines and work with limited supervision.

4.     Strong organizational development skills

5.     Good negotiating skills

6.     Strong verbal and written communication skills

7.     Problem solving skills

8.     Conflict management skills

9.     Ability to coach subordinates