Finance and Administration Officer

Dolo Ado

Organization: DRC - Danish Refugee Council
Location: Dolo Ado
Grade: Mid level - Mid level
Occupational Groups:
- Operations and Administrations
- Banking and Finance
Closing Date: Closed

Title: Finance and Administration Officer

Location: Dolo Ado

Reports to: Area Manager

Grade-H2

Start of Contract & Duration: 12 Months

Posting date: March 18, 2019

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009. With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

Overall Purpose of the Role:

Under the supervision of the Area Manager, The Finance and Admin Officer handles all financial, administrative and HR responsibilities of DRC’s Dollo Ado Area Office.

Key Responsibilities:

Financial Management

Lead the finance activities in Dolo Ado, and provide strategic support for Senior Management Team in Dolo Ado;
Ensure that all DRC Dolo Ado financial procedures are in accordance with DRC, and donor rules and in compliance with acceptable finance customs and taxes law of Ethiopia;
Review all compliance concerns and ensure they are adhered to in accordance with DRC and donor requirements;
Ensure timely financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, ensuring production of accurate financial reports for internal and external purpose are required);
In coordination with the Country Office Finance team, provide timely cash counts, expenditure forecasts and other grant financial requirements.;
Lead monthly financial review meetings and share minutes with FO’s management team;
Prepare and distribute all expenditures reports as may be required on projects in coordination with all program managers.

Office and Guesthouse Management

Ensure timely payment of office rent and utilities;
Ensure all office utilities and infrastructures are appropriate, safe and functioning (i.e. generator, security system, health and safety, communication & internet, photocopiers etc.);
Oversee all aspects of maintaining the DRC Office in Dolo in collaboration with Deputy Area Manager;
Take lead while coordinating with Logistics Officer in ensuring all repairs and/or service as performed as required;
Manage the support staff (Office cleaners and Cooks);
Ensure all utilities and amenities are functioning at all times;
Make periodic visits to the guesthouse to check on status and address possible required improvements in consultation with the Deputy Area Manager;
Oversee the general administration of Dolo Ado Field Office;
Set up systems that will last beyond assignment;
Work in close collaboration with the Logistics Officer and arrange travel for all staff;
Ensure compliance with local rules and regulations.

Human Resources Management

Supervise the Human Resource Department;
Ensure implementation of HR policies and procedures;
Coordinate recruitment and staff orientation;
Assist the HR staff on objectives setting, annual performance reviews and staff exits;
Organize and prepare regular finance and admin meetings;
Maintain thorough knowledge of DRC HR policies and ensure employees adherence to them;
Act as focal point on all issues related to HR Policies and educate staff on policies through staff meetings in the FO;
Ensure personnel files are complete and accurate assuring adherence to highest level of confidentiality;
Maintain updated job description database;
Oversee leave management and maintain leave tracking tools for all staff, and ensure proper documentation for all staff movement;
Assist in the recruitment processes ensuring compliance to hiring procedures as outlined in the HR manual;
Maintain tracking system of the recruitment process and compile monthly report on recruitment;
Conduct timely orientation of new staff;
Ensure the performance management system is implemented and completed on time;
Process statutory payments and ensure monthly and annual returns are submitted on timely basis;
Timely enrolment of staff into insurance benefits package, assuring the staff list is current at all times;
Monitor expiry of staff employment contracts and advise on timely basis.

Other

Any other job as assigned by the Country Director or Head of Support services in DRC Addis ababa.

Reporting Arrangements

Monthly cash and bank reconciliations
Regular budget reviews (monthly, quarterly annually)
Daily actions points as agreed with line manager and Area Manager
Donor reports as per schedule and deadlines
Generate and / or maintain comprehensive price list for goods, services and equipment’s purchased by DRC
Submit monthly list of commitments to Area manager
Produce monthly purchase status reports for supply chain officer, Programs and Finance.

All DRC roles require the post-holder to master DRC’s core competencies:

Striving for excellence: Focusing on reaching results while ensuring efficient processes.

Collaborating: Involving relevant parties and encouraging feedback.

Taking the lead: Taking ownership and initiative while aiming for innovation.

Communicating: Listening and speaking effectively and honestly.

Demonstrating integrity: Acting in line with DRC's vision and values

Experience and technical competencies:

Personal Specifications

Essential:

Degree of Relevant qualifications in Finance or Business management another relevant field
Knowledge of generic procurement procedures and practices, NGO experience advantageous.
Familiarity with major donor and local regulations
Three years work experience in Finance Administration.
Strong sense of personal integrity
Competent use of PC especially spreadsheets.
Good level of written and spoken English

EDUCATION:

Minimum Diploma with 6 years of experience or Bachelor’s degree related and relevant field from a recognized institution.
Languages:
Excellent verbal and written proficiency in English and Somali.

TO APPLY

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.

We only accept applications sent via our online-application form on www.drc.dk under Vacancies.

Please forward the application and CV, in English through the stated website no later than March 31, 2019. “Application will be reviewed on rolling basis”

For general information about the Danish Refugee Council, please consult www.drc.dk.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status or other protected characteristics

We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.

This vacancy is now closed.
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