JOB VacancyJOB DESCRIPTION
POSITION TITLE: Manager, Finance & Administration
DEPARTMENT: Finance and Administration
REPORTS TO : Executive Director
I. JOB SUMMARY:
The Manager, Finance & Administration Department, is responsible for the overall management and provision of key support services within the area of finance and administration. The post holder provides direct management support to finance, budget and program compliance, and administrative staff under her/his management and will ensure that all projects managed by NEP+ are implemented as per contractual agreements and that technical quality is of the highest standards. She/he ensures that NEP+’s administration strategies, policies, procedures and guidelines are implemented and regularly updated and also sees to it that standard Ethiopian laws are complied with.
II. RESPONSIBILITIES AND TASKS:
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 the Program Department prepares annual and quarterly budgets;
⦁ Reviews the annual budget of the Organization, exercises budgetary control, and analyzes variance in the budget;
⦁ Participates in all grant agreement negotiations and all budgets of new grant proposals.
Job Responsibility #1: Financial Management:
⦁ Ensures Accounts Policies and Procedures of NEP+ are implemented and regularly updated;
⦁ Ensures that financial systems and documents are in compliance with laws, policies, standards and regulations and with generally accepted accounting principles and practices;
⦁ Designs and uses sound internal control system to safe guard assets, records and documents of the Organization;
⦁ Ensures that transactions are coded, analyzed and recorded in appropriate books of accounts;
⦁ Ensures that all staff are informed of financial policies and systems in place;
⦁ Provides advice and information to the Executive Director on financial, administrative and management issue, labour laws and regulations;
⦁ Ensures proper and timely supply of finance, human and material resource and other utilities to all work units of NEP+, and monitors proper utilization of same;
⦁ Ensures timely transfer of funds to members and controls the proper utilization of the 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 payments as per limit of authority;
⦁ Ensures collections are properly recorded and deposited to NEP+’s account;
⦁ Ensures that accounts are closed, financial reports are prepared and audited on time;
⦁ Prepares checklist for follow-up of members financial report status and chases members to submit their reports in order to meet the deadlines set;
⦁ Makes periodic visit to member networks to monitor partner’s ability to properly account for the use of NEP+ funds and where necessary provides support for partner organisations to develop accounting procedures and financial controls.
Job Responsibility #2: Personnel Management:
⦁ Co-ordinates capacity and training need assessment of NEP+ staff and ensures that such needs are incorporated in the overall human resource development plan of NEP+;
⦁ 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 NEP+’s policies and procedures;
⦁ Monitors that staff performance appraisal is conducted on time for all staff of the Organization.
Job Responsibility #3: Materials Management:
⦁ Prepares and up dates procurement schedules for materials and services requested by the various units of the Organization;
⦁ Ensures that tendering procedures governing the purchase of professional services and procurement of supplies and property are adhered to;
⦁ Ensures that all supplies purchased/donated are received by Goods Receiving Note, are properly handled, and issued by Store Issue Voucher upon requests;
⦁ 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 NEP+ policies and procedures and pursues timely vehicle repair and maintenance.
Job Responsibility #4: Staff Management:
⦁ Supervises, leads, guides and supports staff responsible to her/him;
⦁ Completes all performance management activities including: performance planning, monitoring, and annual performance appraisals;
⦁ Assesses staff development needs and provides/recommends training, coaching and mentoring or other activities to increase technical and professional skills;
⦁ Ensures the realization of team spirit, participatory decision-making process, gender sensitivity, cost effectiveness staff motivation and spirit of dedication at all levels.
Job Responsibility #5: Reporting:
⦁ Prepares quarterly, bi-annual and annual financial report to be submitted to the Executive Director and donors for monitoring, follow up and decision making purposes;
⦁ Produces monthly, quarterly, bi-annual and annual performance report and submits to the Executive Director.
Job Responsibility #6: Other
⦁ Undertakes any other activities as assigned by the Executive Director.
⦁ MBA/BA Degree in Accounting, Management or related field.
⦁ 8/10 years of relevant work experience out of which 4 years in a senior position. NGO experience is desired.
C) TECHNICAL AND OTHER SKILLS
⦁ Integrated knowledge and understanding of human resources concepts, practices, systems, and procedures;
⦁ Ability to interact and deal with people;
⦁ Excellent planning, organizational, analytical and decision making skills;
⦁ Computer proficiency (knowledge accounting software is advantageous);
⦁ Good knowledge of written and spoken English.