Finance and Administration Manager
Contract Type and Duration: 1.5 years, then possible 1-year renewable
Interpeace is an international organization for peacebuilding that supports locally led peacebuilding initiatives around the world. Interpeace tailors its approach to each society and ensures that the work is locally driven. Together with local partners and local teams, Interpeace jointly develops peacebuilding programmes and helps establish processes of change that connect local communities, civil society, government and the international community.
Interpeace has been active in Ethiopia as of 2019. In 2020 Interpeace and the Ministry of Peace (MoP) signed a Memorandum of Understanding to have partnership in a range of areas but particularly on the implementation of the Ethiopian Police Doctrine and the Ethiopian Peace and Resilience Index. Interpeace is a registered organization in Ethiopia as of early 2021.
For more information about Interpeace, please visit www.interpeace.org
Position within the Organization
The Finance and Administration Manager is a member of the finance team of the Global Operations Unit. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world including in Bosnia, Côte d’Ivoire, Guatemala, Switzerland, Kenya, and Libya.
The Finance and Administration Manager manages the finance function for Ethiopia programmes in compliance with Interpeace’s policies, standards and procedures, internationally accepted financial reporting and accounting standards, donor requirements and government rules and regulations. In close collaboration with the Programme Manager and the Country Representative, the Finance and Administration Manager also responsible for the day-to-day administrative matters for the office in Addis Ababa.
Purpose and General Overview
The Finance and Administration Manager oversees and mentors the Finance and Administration team (to be hired as the programme expands) that support the various projects in Ethiopia. More specifically, the position is responsible for:
- The overall financial aspect of the project cycle for the different grants implemented in country. This implies donor contracts, compliance with internal and donor regulations, accounting, compliance with any legal aspect and reporting in Ethiopia, budget management and audits.
- Preparing and justifying internal reporting as well as external to donors and other local authorities
- Preparation and coordination of all audits in the region
- If working through partners or external actors, coordination and monitoring on the finance, HR and administration aspects of the work implemented by third parties.
- Preparing monthly the internal controls to prepare accounting data for monthly closing and reporting.
- Oversight of the Administration function and responsible for the day to day running of the office in Addis.
- Coordinate all HR administration matters with the HR Manager in Nairobi who will be in contact with the HR service provider in Ethiopia.
The Finance and Administration Manager works closely with the programme team in country as well as the regional office in Nairobi and Head Quarters in Geneva, to deliver coordinated, coherent and compliant financial management for Ethiopia. The position also interacts frequently with auditors, providing information and justification for financial management in the region. S/he also works closely with implementing partners to oversee, monitor and build their capacity for financial management.
- Accounting and financial software is up-to-date and in line with Interpeace systems requirements
- Ensuring understanding of all contractual obligations in country including grant agreements as well as internal policies, procedures, external donor guidelines and relevant local regulation
- Preparation of donor reports in timely manner, by setting up automated reports using Sunsystem tools (Q&A)
- Organization of financial preparatory workshop with implementing partners when new projects have been granted and in advance of their commencement
- Regular visits to partners office are conducted for internal control and capacity building
- Produce financial reports that are accurate and timely, and communicate appropriate financial information
Duties and responsibilities
Oversight of Finance
- Ensure timely submission of financial reports from the Ethiopian entities (including implementing partners), oversee the monthly review and monitor the resolution of issues arising from the reviews
- Train and coach Finance Officers on Interpeace Financial Rules and Procedures and specific contractual requirements imposed by donors. Monitor the Finance Officers’ compliance with internal and donor regulations
- Oversee the Addis Office accounting, including the monthly review of Balance Sheets accounts.
- Responsible for the full consolidated budget to any project implemented in Ethiopia as well as the operating office budget if own resources needed. Budgets must be done in coordination with programme team, Nairobi office and validated by Head Quarters.
- In collaboration with the HR Manager in Nairobi and the Global HR Manager in Geneva, analyse compensation packages, taxation requirements, and human resource policies to ensure that Interpeace has fully accounted for the full cost of local staff compensation and benefits and is compliant with local laws**.**
- Ensure that the approved donor budgets are coded in accordance with the Interpeace Chart of Accounts (CoA), to help facilitate subsequent donor reporting.
- Develop and analyse finance reports (budgeting and forecasting) within the framework of Interpeace financial reporting systems, in liaison with Programme colleagues and other Interpeace offices and partners.
Financial Management and Systems
- Approve expenses, in line with approved budgets, for the projects being implemented.
- Cash management – oversee management of the bank account in Ethiopia, and daily monitoring of cash balances.
- Oversee funds transfers to the Ethiopia Office and to Partners to make sure they are funded in a timely manner, in accordance with approved budgets and to ensure the smooth implementation of Interpeace’s programmes.
- Visit the Partners to perform capacity assessments and internal audits and reviews as required, to ensure compliance with Interpeace and donor requirements. Coordinate and supervise any subsequent training that is provided as a result of the capacity assessment with the finance team and Global Compliance Officer.
- For new programmes, monitor that the local Partners financial rules and procedures are harmonised with those of Interpeace and the current donors. Ensure training to new partners and staff on Quick Books, accounting procedures, record keeping, and reporting procedures.
Financial Reporting and Audit
- Oversee the production of accurate and timely financial management information (both succinct and comprehensive) to assist Finance and Programme manage the finances of the corresponding projects. This includes Actual v/s Budgeted spending at both the office and partner level and also at the consolidated programme level. Review and enhance reporting and also ensure there are built in checks to verify accuracy.
- Monitor the funding available to each programme (especially when this is impacted by exchange rate movements), both for the current financial year but also over the life of multi-year projects and advise Programme team when changes in income availability will require a budget revision.
- Provide summarised financial reporting to Nairobi office and HQ on a monthly basis.
- Ensure donor reports are submitted in accordance with donor requirements.
- Maintain an overview of the finances of each project and review this on a regular basis with Finance and Programme teams in country as well as to Nairobi office and HQ
- Provide financial training when needed.
- Supervise, coordinate, and support the administrative function, which includes travel and accommodation, logistics, facilities management, management of stationery and kitchen stocks
- Manage the office rental lease and office expenses incl. electricity, water, etc.
- Ensure that Interpeace maintains appropriate insurance coverage for the facilities and local insurance coverage for inventory in collaboration with the Global IT and HR leads.
- Responsible for liaison with national authorities and local partners and donors on matters related to finance, HR, IT and administration.
- Responsible for identifying areas of financial and operational risk within both Interpeace and Partners and taking a lead in mitigation measures e.g. identifying training needs and capacity building of staff, to increase knowledge and therefore reduce risks.
- Provide feedback on the Interpeace financial rules and procedures and help to enhance, refine and contextualize these when needed.
- Perform other duties related to finance and administration as called upon.
Management of Personnel and Resources
- Creates an enabling work environment that fosters learning and innovation, where staff members can achieve their potential, demonstrating gender-responsive and non-discriminatory behaviour and attitudes
- Mentors and coaches staff members, monitors, evaluates and documents the individual performance of direct reports through a staff development lens
- In collaboration with the Global Operations Unit, establishes and implements necessary measures that respond to the health, wellbeing and safety and security needs of the staff
- Subject to Ethiopia programmes growth and guided by and in close collaboration with the HR unit, recruits, motivates, develops, inspires and builds a high performance and cohesive finance team.
Candidates with relevant qualifications, experience, a tertiary degree, and fluent in English, are invited to apply. Preference will be given to those residing in Ethiopia.
Relevant experience and qualifications may include
- Tertiary degree and a professional qualification in finance such as Chartered Accountant, Certified Public Accountant, Master of Business Administration or equivalent.
- Understanding of and experience in financial management within the context of Non-Governmental Organizations (NGOs).
- Advanced knowledge of financial and fiduciary concepts, including an ability to develop and manage complex budgets; create and interpret financial statements and reports; and develop/manage cash flow projections.
- Advanced knowledge and understanding of management principles as they relate to multi-cultural and complex organizations
- Accounting knowledge and operating capacity for Sun Systems, QuickBooks, and other financial management systems
- Advanced written and oral communication skills in English and French
- Computer literacy in all MS Office applications.
- Ability to work within tight deadlines
- Commitment to supporting local peace building initiatives.
- Familiarity with Rwanda and Great Lakes Region would be an added advantage.
- Collaboration and Weaving
- Drive for results
- Adaptability and Continuous Learning
- Respect for Diversity
How to apply:
Qualified candidates are invited to submit their application to firstname.lastname@example.org no later than 18 April 2021. “**Finance and Administration Manager – Ethiopia**” MUST BE included in the subject line of the application email to be considered. The application must include:
- a complete curriculum vitae
- a letter of interest
an acknowledgement letter, answering the following questions:
Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
Have you ever been terminated or separated (e.g. contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation or sexual abuse?
Have you ever resigned while under investigation or during disciplinary proceedings?
Confirming the following declaration of understanding:
I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.
I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.
Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.
Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.