Organizational description
Job Summary
The Finance and administrative Assistant will drive the financial and administration processes to conduct the office administration and to generate reliable, transparent & timely financial and administrative information needed by the Association to manage its resources and the funds entrusted to it by its donors & partners, thereby generating ongoing confidence. The finance and administrative assistant will also support to ensure efficient operation of the office.
Key Role and Responsibility: under the supervision of the Finance manager, the finance and administrative Assistant responsibilities will be as follows:
- Assist the head of the field office, in administration and finance matters to ensure an effective management of the financial resources according to the EHEPA procedures.
- Ensure the compliance of administration, finance and policies and procedures
- Ensure payables are managed smoothly and efficiently in accordance with EHEPA procedures and with accuracy and completeness. Ensures that all payments are done in a timely manner
- Ensure that transactions are processed daily in the system and that they are accurate and complete.
Administration management
Program audits
- Provide support role in audits (internal and external) including preparation of documents internal, external and donor audits together with the finance manager
- Liaise with internal and external auditors on audit related issues
- Facilitate auditors in performing on-site visits
- Assist in providing management responses to audit reports and timely implements the recommendations with finance manager
- Review field budget activities to ensure cost efficiency
- Ensure all transactions are processed and ready in time for month end and quarter end close as per agreed timetable with finance manager
- Review payment vouchers, bank & petty cash control sheets
- Verify travel expense reports
- Ensure all procurements comply with competitive 3 quotes bidding
- Issue, track and reconcile approved travel advances to field office staff; review advance reconciliation and claims for completeness and accuracy
- Manage filing/archiving of all documents and admin files (including invoices, payment vouchers, and expense reports.
JOB REQUIREMENT
A. Qualification: BA Degree in Accounting & Finance, Human resource management, Business Administration, and social science related fields from recognized higher education institution
B. Relevant Experience: minimum of 2-years’ experience in the area of human resource development and finance.
Skills
• Advanced skill of the Microsoft office
• Excellent English written and verbal communication skills
• Excellent organizational and time management skills with the ability to multitask and to work well under pressure as well as prioritize tasks effectively
• Strong interpersonal and communication skills, with the ability to work collaboratively in a team environment
• Attention to detail, accuracy, and commitment
• Ability to work independently and as part of a team
• Availability to travel to regions
Personality
• Supportive and ethical in approach
• Always maintains a pleasant and polite attitude
• Ability to work effectively as part of a multicultural and multidisciplinary team
• Excellent communicator at all levels
• Capable of working with minimal supervision and handling pressure effectively
Salary: Negotiable
Duty Station: Addis Ababa
Job Type: 6 months Contractual with possible extension
JOB APPLICATION PROCEDURE
Interested applicants shall submit their Cover letter, Curriculum vitae and all their credentials (Including educational and work experience related documents) only through Email address: ehepaehepa@gmail.com
Deadline for Application: Applications must be submitted within ten days following the publication of this announcement.
Female applicants are highly encouraged!
Ethiopian Health Education and Promotion Professional Association (EHEPA) has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct that enshrines principles of PSEA, always (both during work hours and outside work hours). Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training. All staff must ensure that they understand and act in accordance with this clause.