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Ethiopia: Finance and Admin Officer Job Vacancy in Ethiopia

Organization: Islamic Relief
Country: Ethiopia
Closing date: 14 May 2018

Post Title: Finance and Admin Officer

Duty Station: Oromia Regional State, Chiro

Required: One

Duration: Six months with possible extension

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Hargelle, Elkere, Bare, Dekasuftu, Jigjiga, Afar Regional State; Ewa & Gulina and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us.

Job Purpose

The post holder will be responsible for accounting of all incoming and outgoing financial transactions in IR field office. Manage overall administrative activities.

Key Accountability

Financial Activities

  1. Facilitate Fund transfer: Review project financial activities against financial plan, prepare Transfer Request Form, Collect fund transfer request from Program Department, Ensure timely transfer letter authorization and delivery to the Bank.

  2. Budget Preparation: Collect budget information from different units of the Organization, Review and correct the draft budget, Prepare and compile draft budget for Country Office (Core Admin), Collect draft budgets of the projects, Advice Program Dept in preparing the Budget, Review the draft project budgets, Communicate findings and agree on final version.

  3. Payroll preparation: Check Employment Contract file for new recruits and termination of contract, Check temporary employee file for new recruit and renewal of contract, Check status of staff Provident Fund - PF entitlement after probation period, Present Payroll for checking and approval, Prepare letter for salary payment/ transfer to savings accounts/letter to banks for CPO for Income tax & withholding taxes and sent to the Bank after payment authorization, Submit copy of letter initialed by the Bank to field Office, Retain copy of letter and collect bank advice for JV preparation, Distribute payroll slip to staff members, Prepare payroll summary for JV and File payroll copy for future reference.

  4. Ensure cheques/authorization letters are signed, Ensure cheques are timely collected/CPOs purchased from the Bank are sent to payee, Verify and ensure expense are within budget, Check and verify against previous payments, and report to Finance Manager,

  5. Controlling: Ensure all payments are carried out in accordance with PDP BASES Consortium Financial Manual, IRW, & Tax regulations. Return any incomplete documents by specifying missing documents, Present for checking and initial

  6. Bank Reconciliation: Collect monthly Bank Statement, Collect Bank Account General Leger for the respective month, Reconcile and identify outstanding cheques, payments and deductions, Prepare Bank Reconciliation, Present for checking and approval, Follow up clearance of outstanding items of bank reconciliation

  7. Documentation: Ensure payrolls/JVs., PVs. are signed and filed, Ascertain payment vouchers supporting documents are complete, Ensure timely printing/availability of financial documents, Ensure copies of contracts (employment/purchases/services) are available in the department, Ensure Revenue Stamps are affixed to contracts, where applicable, Ensure all documents are filled on daily basis

  8. Policy & Procedure: To ensure that that IRE is compliant with the donor Financial regulations. This requires that the person fully internalizes the requirements, orient other employees and follow up compliance, implement financial regulations and tax laws to jobs.

  9. Advice: To provide professional financial management advice to the budget holders and programme officers to ensure compliance with donor requirements. This requires that he/she does close monitoring of the budget utilization. The financial management advice should be provided in a structured way after the production and distribution of reports. This should be done at least on monthly basis involving the primary budget holders.

  10. Monitoring: To put in place a system of grant monitoring system which includes robust fund transfer trucking system; follow up budget amendments with the donors; Monitor each and every income and expense of the organization, check whether there is formal, reliable and convenient accounting system and procedures, if not so propose better way of accounting procedures for country office as well as project offices.

  11. Report: To prepare monthly bank reconciliations on QuickBooks system, prepare monthly financial and budget statements and submit to respective departments, prepare donor financial reports-monthly, quarterly and final- according to donors’ guidelines & within the time frame, prepare budget versus actual statement for budget authorization purpose.

  12. Recording: Check the accuracy of recording of source documents, journalize code and post accounting data, integrating new donors budget code to QuickBooks system

  13. Audit: Assist external/Internal auditors to facilitate their work on auditing, take the necessary audit recommendation/adjustments to be incorporated in the following accounting period.

  14. Follow-up: Follow up timely submission of financial documents from field/partners, give professional assistance to field staff, review & examine take corrective action, orient & train field staff.

HR/Admin Activities

  1. HR Policies and procedures: working closely with departments in CO, assists field office staffs to understand and implement policies and procedures; on issues such as finance, working conditions, performance management, equal opportunities, disciplinary procedures and absence management; interpreting and advising on employment legislation.

  2. Recruitment: in close direction of Senior HR Officer in CO, S/he supports the development of job descriptions, selects, orients and deploys staff in the area;

  3. Performance Management: Facilitates the compilation of work performance reports in the project area. Analyzing training needs in conjunction with Senior HR officer in CO. Coordinates staff development activities in the project area.

  4. Employee Enquiries: listening to grievances of employees, facilitate and follow-up of employee requests and implementing disciplinary procedures;

  5. Maintenance/Repair: Responsible for keeping the organizations office premises, furniture and fixtures working smoothly and efficiently.

  6. Admin Documentation: responsible for maintaining staff and administrative records. Maintains the proper usage of personnel forms, confirmation letter, employment contracts, job description, and any personnel documentation required at recruitment/termination.

  7. Reports: preparation of monthly HR/Admin reports to the CO.

Person Specification

  • Bachelor’s degree in Accounting or Diploma with 3 and 6 years of proven service respectively preferably in Humanitarian organization
  • Proven skills and knowledge in AX system
  • Excellent interpersonal skills – builds good relationships with internal and external stakeholders
  • Good verbal and written communication skills in English
  • Good organizing and planning skills
  • Ability to manage a complex and demanding workload with flexible behavior
  • Commitment to humanitarian principles and action
  • Willing to travel to the field offices to provide support to the field team in their compliance with donor regulations

How to apply:

Application Procedures
Interested candidates shall provide a non-returnable application dossier contains the followings:

  1. Application letter stating clearly the Job Title you are applying for and Duty Station; and also write the position title in your subject line for your email.
  2. Up-to-date CV with (Salary history; Daytime telephone number and or an e-mail address)
  3. Names and addresses (email and telephone) of three referee persons, at least one of them should be from the recent employer
  4. Photocopies of all credentials, testimonials and supporting documents;
  5. Closing date for application is May 14, 2018.
  6. Only shortlisted candidates will be contacted.

Please send all application through one of the following address:

· In person to Addis Ababa, Country Office around the round about which is found on the way from Wollo Sefer to Wongelawit Building, Tel: 0114700973/66, Head Office



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Ethiopia: Cashier Job Vacancy in Ethiopia

Organization: Islamic Relief
Country: Ethiopia
Closing date: 14 May 2018

Post Title: Cashier

Duty Station: Oromia Regional State, Chiro

Required: One

Duration: Six months with possible extension

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Hargelle, Elkere, Bare, Dekasuftu, Jigjiga, Afar Regional State; Ewa & Gulina and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us.

Job Purpose

The primary responsibility of the person should be handling finance matters related in the project area office. The main duties of the persons would include:

1. Follow-up:

· Process purchase or service requisition form from requesting Department/Unit,

· Authenticate and properly scrutinize the Payment Request form and supporting documents,

· Present payment request to Finance Officer for review and to Manager for approval,

· Prepare Payment Vouchers and Cheque, Present cheque with the check stub and payment vouchers to Finance Officer/Financial manage for verification and PV approval,

· Ensure no cheque is prepared without ascertaining the exact cash balance available in the accounts

· Control bank balances by writing cash balance on the check stab.

· Maintain check register file on an excel sheet (soft Copy) and update for every check payment and reconcile this balance with the balance on the check stab. Print excel sheet monthly cheque register and attach with the final version bank reconciliation print out.

· According to the balances shown on the register book and cheque stab , ensure timely transfer of cash from NR account to Bole Branch, and to field offices as per the request of the program department

· Ensure timely replenishment of petty cash

· Present cheque with cheque stabs to signatories for approval,

· Ensure timely disbursement of cheques,

· Ensure payment Vouchers are signed by payees/delegates (cahiers) and receipts are collected,

· Ensue that Logistician/assigned person/ signed the cheques register books for collecting cheques

· Collect, keep and file receipts and pertinent financial supporting documents from recipient of the cheque, and by adjusting the stamp date and writing the cheque number on every settled document , use “PAID” stamp

· Report to Finance Officer on documents outstanding for more than 4 working days after collecting cheques

2. Settlement:

· Receive services request for water, electricity and telephone bills,

· Receive Payment requests, review completeness of the request form, follow up & collect receipts, ensure the genuineness of those receipts,

· Critically review telephone bills, check whether the receipt includes private calls, Communicate/report your findings on private telephone call to Finance Officer/Admin ass. Or OSM,

· Allocate telephone expenses to the respective budget holders,

· Notify significant deviations/variance to the concerned Department,

· Stamp for documentation and attachments to Payment Voucher/PCPVs/JVs

· Compile and handover the receipt to Finance Officer for Journal Voucher preparation and proper coding.

3. Payments:

Maintain and keep proper file for documents related to Various Cheques and Petty cash payments:-

· Check & verify Purchase/service request forms for authorization, budget and the cost center to be charged

· Check if budget availability is signed by responsible person

· Prepare bank payment Voucher/PCPV as the case may be

· Reconcile and count cash at safe on daily basis

· Write the correct budget/accounting title, code /project name/code, on PVs/PCPVs etc. which must be similar with QB chart of Accounts

4. Petty Cash:

Maintain Petty Cash/Safe fund, Prepare petty cash/Payment voucher, Effecting payments from petty cash follow up clearance of suspense’s, Ensure timely and monthly replenishment of petty cash, Preparing Petty Cash Report and Advance Request, Effect Payment to all disbursements of project activity at the project sites, to trainings conducted at the training sites, daily laborer payments, Collecting cash/refunds from customers, Collecting bank statements and advices from Banks, Collect & file receipts, invoices from suppliers, Maintain and keep proper file for documents related to Petty cash payments

5. JV Documentation :

· Ensure advance clearance forms and supporting documents are authorized by the supervisor,

· Authenticate receipts upon collection,

· Issue document clearance letter for staff debtors who settle their advances

· Sort various financial documents in chronological order,

· Attach bank advices/CPO receipts with the respective letters,

· Attach pertinent supporting documents, Stamp and complete document numbers,

· Before posting to the QB system, Present for checking and initial and approval,

· File & hand over documents in sequential order and present to finance officer for recording/posting.

· Ensure documents are properly coded, checked and approved before filing

· Ensue monthly collection of bank statements, Financial Documents from Project Office, Review the completeness and acceptability of these documents and file & hand over to FO for further review & final approval for posting

· Ensure existence/renewal of contracts before effecting payments,

· File financial documents on sequential and daily basis,

6. Reports:

Preparation of reports; monthly and whenever requested, to CO and his/her supervisor.

7. General Job requirements:

· Be honest , ethical and committed

· Be pleasant with others on the job and displaying a good-natured, cooperative attitude.

· Be reliable, responsible, and dependable and fulfilling obligations

· Maintain composure, keep emotion in check, controlling anger, and avoiding aggressive behaviour even in a very difficult situation.

· Give attention to details in completing assigned tasks.

· Be sensitive to others’ needs & feelings and being understanding and helpful on the job

· Be social oriented, resolve customers’ complaints.

Qualification/Experiences and Skills Requirements

  • Bachelor’s degree or Diploma in Accounting with 2 or 3 years of experiences respectively
  • Proven experience in cash management preferably in development organizations.
  • Ability to work with financial software. Knowledge of AX dynamics ERP system is an advantage.
  • Excellent IT skills, MS Office applications.

· Well-developed interpersonal and team skills and proven ability to be flexible in demeaning situations.

· Good written and spoken English and local language (Oromiffa) is preferable.

· Good communication, public and interpersonal relations, sympathy with the aims and objectives of Islamic Relief. Commitment to the humanitarian principles and action and trustworthy.


How to apply:

Application Procedures
Interested candidates shall provide a non-returnable application dossier contains the followings:

  1. Application letter stating clearly the Job Title you are applying for and Duty Station; and also write the position title in your subject line for your email.
  2. Up-to-date CV with (Salary history; Daytime telephone number and or an e-mail address)
  3. Names and addresses (email and telephone) of three referee persons, at least one of them should be from the recent employer
  4. Photocopies of all credentials, testimonials and supporting documents;
  5. Closing date for application is May 14, 2018.
  6. Only shortlisted candidates will be contacted.

Please send all application through one of the following address:

· In person to Addis Ababa, Country Office around the round about which is found on the way from Wollo Sefer to Wongelawit Building, Tel: 0114700973/66, Head Office



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Ethiopia: Inclusive Peace and Security Advisor- Pan Africa Program Job Vacancy in Ethiopia

Organization: Oxfam
Country: Ethiopia
Closing date: 11 May 2018

Interviews: w/c 14th May 2018 Location: Addis Ababa – Ethiopia Contract: Fixed Term Contract to 31st March 2019 Salary: £22,374 gross per annum (negotiable subject to experience) Relocation support may be provided in line with policy.

Successful applicants may be subject to background screening.

One person in three in the world lives in poverty. Oxfam is determined to change that world by mobilizing the power of people against poverty.

Around the world, Oxfam works to find practical, innovative ways for people to lift themselves out of poverty and thrive. We save lives and help rebuild livelihoods when crisis strikes. And we campaign so that the voices of the poor influence the local and global decisions that affect them. In all we do, Oxfam works with partner organizations and alongside vulnerable women and men to end the injustices that cause poverty.

Oxfam is an international confederation of 20 organizations networked together in more than 90 countries, as part of a global movement for change, to build a future free from the injustice of poverty. The Oxfam International Secretariat is currently headquartered in Nairobi, with offices in Oxford, Washington DC, New York, Brussels, Geneva, and a liaison office with the Africa Union in Addis Ababa. This post will be part of the OI Secretariat Pan-Africa Program team.

The Role

Oxfam International is looking for an Inclusive Peace and Security Advisor to lead strategic engagements to improve the peacebuilding efforts and support the efforts for sustaining peace and ensuring security for all in Africa. The Inclusive Peace and Security Advisor will be working specifically on both women, youth, and inclusive peace and security at a continental/AU policy level, that could drive Oxfam’s global campaign to deliver high level advocacy, and at the same time effectively work with and connect our programming in-country to regional and global capitals.

Fluency in English is required and competence in French is desirable.


How to apply:

To view the job description and for information on how to apply please go to the Oxfam International Website, found at: https://recruitment.oxfam.org/



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Ethiopia: Driver - (ETHIOPIANS ONLY) Job Vacancy in Ethiopia

Organization: International Rescue Committee
Country: Ethiopia
Closing date: 07 May 2018

The IRC is a non-governmental organization operating in 26 countries in the world. IRC started operation in Ethiopia in year 2000, currently working in five regions in providing relief services to refugees, victims of drought, and war affected populations.

WE WORK WITH THE BEST

WORK FOR IRC

PROGRAM BACKGROUND:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

IRC has been working in Ethiopia since 1999 and is implementing integrated, community-managed programs aimed at improving the quality of lives and recover of livelihood of disaster-affected population’s through promoting individual participation, strengthening institutions and emergency response. Currently IRC is operating in the Benishangule, Tigray, SNNPR, Oromia, Gambella and Somali regions on Emergency Response, refugees’ assistance and livelihood projects.

POSITION OVERVIEW:**

Under the direct supervision of the Supply Chain Officer, the driver is responsible to provide transport services for IRC business with IRC vehicle in Adama and in areas of IRC operations and also assist in the management of IRC vehicles in accordance with IRC vehicles management policies and procedures.

Key Roles Responsibilities:

§ Drives IRC vehicles as per IRC’s vehicle procedure.

§ Maintain updated vehicle log sheet by filling in all required information properly and accurately.

§ Documents all fuel and other expenditure regularly and properly.

§ Undertake maintenance/repair of vehicles as scheduled.

§ Coordinates with staff on their travel requirements.

§ Reports promptly to the Supply Chain officer losses, malfunctions or accidents in writing immediately events occur.

§ Keeps vehicles clean and in a very good condition. Cleaning of vehicles is the responsibility of driver.

§ Follow up the periodic service of the vehicle and full fill the necessary condition for processing the maintenance on time.

§ Provides some mechanical services to the vehicles as required.

§ Takes deliver of goods, supplies, etc on behalf of IRC as required.

§ Assists staff in translation.

§ Fill daily checklist and waiver if any

§ Runs errands and performs other duties as required.

§ Adhere to IRC vehicles policy and safety procedure.

§ Carry out other activities as assigned to.

Job Requirements

REQUIREMENTS:**

§ Diploma/ TVET, Certificate/TVET or High School Graduate.

§ 3rd Grade Valid Driving License. Other mechanical trainings are considered as an asset.

§ 3 years of related work experience.

§ NGO experience is a plus.

Skills

§ Plus basic computer knowledge (word, excel)

§ Basic English spoken and writing. Knowledge of local languages is an asset.§ Good communication and interpersonal skills.


How to apply:

Please follow this link to apply: http://www.ethiojobs.net/display-job/165050/Driver.html



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Ethiopia: HR/Administration Assistant (Re-posted) ETHIOPIANS ONLY Job Vacancy in Ethiopia

Organization: International Rescue Committee
Country: Ethiopia
Closing date: 11 May 2018

Position Overview

Under the supervision of the HR/Admin Officer the HR/Admin Assistant will handle all routine activities of the HR/Admin Departments. He/she should deliver his/her duties and responsibilities in an efficient and professional manner. The position holder carry out administrative tasks related to filling and other HR/Admin related tasks.

Responsibilities

Essential Job Functions:

Ø Arrange flight bookings for staff traveling for official duties, leave and other purposes.

Ø Prepare work contracts, timesheets, reports and other pertaining documents for temporary incentives and other workers as required

Ø Maintains up-to-date records (both in hard copy and softcopy format) of all staffs by making sure all the necessary work related documents are placed in each personnel files.

Ø Ensures that the office and guest house facilities and equipments/furniture is always in good conditions

Ø Responsible for arrangement of accommodation for visitors on official duties.

Ø Ensures office supplies are available in the office and make sure timely replenishments and distribution of materials. Keep track of material movements.

Ø Update internal and external contact sheet;

Ø Assists in organizing orientation at camp level for new, temporary and other staffs.

Ø Assists in interview and selection of staff at camp level.

Ø Assist in Preparing Employment Contract for of incentive workers, temporary, and definite period employees.

Ø Manage inclusion and exclusion from insurance list.

Ø Timely reimbursement of medical payments and keeping track of medical receipts from the field.

Ø Collection of time sheets and monthly tracking of leave balances

Ø Supervise cooks and cleaners

Ø Performs other related tasks as required

Requirements

· Diploma or Degree in Management, Human Resource/ Personnel Administration, Public administration with at least 2 years’ experience for diploma holders and Zero year experience for Degree holders.

· Conversant with MS – Word and MS – Excel is a must

· Ability to communicate well in English

· Strong communication, organizational and interpersonal skills

· Knowledge of current trends in Human resource / Administration is a plus

· Able to organize multiple tasks , prioritize tasks and work under pressure

· NGO experience is a plus


How to apply:

How to apply:

· Please send your CV, application letter and copies of credentials to the following address:

IRC P.O.BOX: 107 Code 1110, Addis Ababa**.** IRC Melkadida field office HR/Admin Department:

· Please include 3 references from current and former employers.

· Applications will not be returned. IRC discourages phone calls or personal visits.

· Only applicants meeting the minimum qualification will be short listed and contacted.

Your application letter/cover letter must include the following information.

· Name of the position you have applied for

· Date of application

· Summary of your qualifications and experience

· Motivation/objective of why you have applied for the job

· Permanent Address and present address (if different form permanent) and telephone number

· Disclose any family relationships with existing IRC employees.

Are any of your relatives employed by International Rescue committee (IRC)?

If answer is “yes”, give the following information:

YES NO

NAME

Relationship

Position

Office/field office

IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.



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