Mahibere Hiwot for Social Development (MSD) is a non-governmental and non-profit making organization founded in October 1999. Since its establishment, MSD has been implementing different programs in collaboration with partners on providing broad range of HIV prevention, care and treatment services and Sexual and Reproductive health (SRH), Migration & Trafficking, Good Governance, Education and Child Development in different parts of the country.

MSD is a child safe organization and all successful applicants will be required to sign the Safeguarding Code of Conduct. The safety and wellbeing of children and at-risk adults are priorities of MSD. The organization provides a safe environment in all its programs and activities. It has strong recruitment procedures to make sure the safest and most suitable people work with the children in its programmes.

JOB SUMMARY

Under the supervision of the Executive Director, the Finance & Administration Manager is responsible for planning, directing and coordinating the efficient utilization of financial, human and material resources of MSD with a view of ensuring the smooth and cost-effective delivery of the organization’s operations. She/he ensures that MSD’s administration strategies, policies, procedures and guidelines are implemented and regularly updated and also sees to it that standard Ethiopian laws are complied with. She/he also advises and supports the Executive Director in strategic financial and human resource management.

SPECIFIC DUTIES AND RESPONSIBILITIES

Job Responsibility #1: Planning and Implementation:

• Plans, organizes, directs, coordinates and controls the activities of the Department;
• Formulates policies, guidelines, strategies, methodologies and action plans related to finance and administration activities;
• In collaboration with departments and services, prepares annual and quarterly budgets;
• Reviews the annual budget of MSD; exercises budgetary control; and analyzes variance in the budget;
• Participates in all grant agreement negotiations and all budgets of new grant proposals.

Job Responsibility #2: Financial Management:

• Ensures accounts policies and procedures are implemented and regularly updated;
• Ensures that financial systems and documents are in compliance with laws, policies, standards and regulations and with international accounting principles and practices;
• Designs and uses sound internal control system to safe guard assets, records and documents of the organization;
• Provides advice and information to Executive Director about finance and management issues, labour law and regulations;
• Reviews the annual budget of the organization, exercises budgetary control, and analyzes variance in the budget;
• Ensures proper and timely supply of finance, human and material resources and other utilities to all work units of the organization, and monitors proper utilization of same;
• Develops mechanisms to ensure that operations of the programs are implemented in cost effective manner;
• Follows up the preparation of vouchers for all payments, authorizes petty cash payments, and ensures that transactions are recorded in appropriate books of accounts; as per limit of authority;
• Check and authorize periodic financial reports to donors, government and other entities in respect to both contractual and legal requirements;
• Ensures collections are properly recorded and deposited to the organization’s account;
• Ensures that accounts are closed, financial reports are prepared and audited on time;
• Prepares quarterly, biannual and annual financial reports to be submitted to the Executive Director and donors for monitoring, follow up and decision-making purposes.

Job responsibility # 3 Grant and Compliance

• Provide regular support and supervision to staff under direct line management;
• Administer the full range of grants management activities in fulfillment of program objectives with the review and approval process
• Ensure the compliance of grants with MSD’s organizational policies and procedures and donor agreements
• Ensure that projects supported by MSD are executed in a timely manner and in accordance with the sub-agreement
• Develop and manage sub-contracts needed to fulfill the program requirements and ensure that a filing/documentation system for all project proposals made by sub-recipients are established and maintained
• Ensure that the grant matrix is maintained for the proper tracking of Grant related budgets
• Ensure the compilation of data for analysis and reporting requirements
  Attend relevant government and partners’ meetings to further develop collaboration and obtain new methods and ideas in the area of responsibility
• Liaise with all stakeholders and represent MSD in policy forums and workshops on grant issues
• Keep abreast of developments in the sector, including best practice examples within the country and internationally, and ensure ongoing personal development and learning
• Participate in the documentation and dissemination of lessons learned and best practice
• Participate in the formulation of strategic and policy decisions related to the design, development, implementation and evaluation of all grant activities
• Monitor the appropriateness of the existing grant administration and/ or approaches and propose changes for improvement
• Produce grant status report monthly and communicate to relevant staff
  Provide information in response to ad hoc internal and external requests
• Provide feedback on monitoring findings and follow up its execution.
• Produce periodic, progress and final reports and submit to the supervisor;
• Perform other incidental duties as assigned by the supervisor.

Job Responsibility #4: Human Resource Management:

• Ensures that policies, procedures and guidelines relating to HR issues are adhered to;
• Co-ordinates capacity and training need assessment of MSD staff and ensures that such needs are incorporated in the overall human resource development plan of the organization;
• Ensures computerized database on human, financial and material resources of the organization;
• Ensures that gender responsiveness is adequately treated in recruitment, promotion, transfer and other human resource developments;
• Ensures that contract of employees is renewed or discontinued timely;
• Handles employee grievances, disciplinary issues and other administrative problems according to MSD’s policies and procedures;
• Monitors that staff performance appraisal is conducted on time for all staff of the organization.

Job Responsibility #5: Materials Management:

• Prepares and updates procurement schedules for materials and services requested by the various departments, services, offices and units of the organization;
• Places procurement orders, follows shipment, forwarding and clearance and ascertain availability of transport for delivery to users;
• Ensures that tendering procedures governing the purchase of professional services and procurement of stock and property are adhered to;
• Ensures that the all supplies purchased/donated are received by Goods
• Receiving Note, are properly handled, and issued by Store Issue Voucher upon requests;
• Ensures timely delivery of supplies and equipment to field offices within the limits of budgetary provisions and approved work program;
• Ensures that comprehensive annual inventory is carried out and appropriate action is taken as per the result of the inventory taken;
• Ensures vehicle utilization as per MSD policies and procedures and pursues timely vehicle repair and maintenance;
• Prepares regular reports on fuel consumption and other related expenses pertaining to the project vehicle.

Job Responsibility #6: Staff Management:

• Supervises, leads, guides and supports staff reporting to her/him;
• Recommends or initiates personnel actions such as promotions; transfers, terminations, and disciplinary actions including performance improvement plans;
• Completes all performance management activities including: performance planning, monitoring, and annual performance appraisals.

Job Responsibility #7: Others: Undertakes any other activities as assigned by the Executive Director.

Reports to: Executive Director

Sex: Female/male

Duration of contract: one year with possible extension based on performance & fund availability

Job Requirements

EDUCATION/TRAINING : MBA/MSc Degree in accounting and finance, or related field.
ACCA certified is a plus

EXPERIENCE: 6/8 years direct work experience out of which 3 years in a senior position.

TECHNICAL AND OTHER SKILLS

• Demonstrated leadership ability to inspire and empower others;
• Integrated knowledge and understanding of human resources concepts, practices, systems, and procedures;
• Excellent planning, organizational, analytical and decision-making skills;
• Excellent financial and grant management skill
• Work under pressure
• IPSAS certified
• Computer proficiency.