OVERALL OBJECTIVE OF THE POSITION

The aim of the role is ensuring exact placement and proper condition of files which encompasses proper labelling for easy access and keeping safe of financial documents from harm and unauthorized access. This will include labelling of document files, keeping track of document movement, enable easy access to files during audit, planning of file storage, receiving of monthly finance files from field, keeping track of completeness of financial documents such as contracts, DIK files and payment documents, etc..

MAIN DUTIES AND RESPONSIBILITIES

• Maintain a robust archiving and documentation system for all financial documents as per Concern Worldwide and Donor requirements.
• Record the flow of documents to and from finance department.
• Receive financial documents both from Head office and Field finance staff at month-end, such as the monthly cash book documents, beneficiary distributions and Donation-In-Kind (DIK) documents and do proper labelling.
• Maintain and update suppliers' contract databases both in soft and hardcopies. For hard copy filing, keep a separate Contracts box file with all necessary attachments.
• Support the finance team in donor grant filing both in soft and hardcopies. 
• Check completeness of financial documents for such as GIDs, invoices, and receipts, etc, and for documents accepted by finance department for processing payments having missing paperwork/s, update the 'Missing paperwork tracker' excel worksheet and make a follow up weekly with the respective staff copying the CFC and Senior Compliance officer in addition to his/her line manager. For documents returned by finance department, communicate timely the issues raised by the finance staff to respective department personnel copying his/her line manager, the budget holder/s for that document and the CFC.
• Assist the finance team on checking stock and Fixed Asset records in liaising with the logistics team and inform any anomalies to the respective finance team.
• Collect bank statements from Concern’s banks and deliver bank transfer instructions to the banks.
• Payment of monthly taxes before their due dates as per their payment calendar.
• Perform scanning, photocopying and printing work of the finance department.                                                       
• Assist in proper filing of beneficiary documentation and reconciliations.
• Advise on file storage and space management including destroying old documents in line with organizational and external policies.
• Actively participate in providing documents for internal/external audits.
• Open month-end box-file on the 1st working day of every month and start filing bank reconciliations, journals, and management reports including schedules in an orderly manner.
• Maintain a central organizational file both in soft and hard copies for documents which are frequently asked by different stakeholders such as donors, governmental units, Concern HQ. This includes registration documents, licenses, tax certificate, exemptions, etc.
• Ensure Concern WWE’s safeguarding, anti-fraud and whistleblowing policies are adhered to all the times.
• Any other duties as required.

Emergency Response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Equality

•  Demonstrate understanding and support for the implementation of Concern Ethiopia’s Gender Equality Strategy
• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect
• Ensure gender equality mainstreaming is implemented in all programme related tasks carried out.

Job Requirements

Requirement

• Degree in accounting or related field
• 0 – 1 year experience
• Computer Literate
• Fluent spoken & written English
• Ability to work as part of a team
• Ability to take direction and work independently