INTRODUCTION

Ayuda en Acción Foundation is an international non-government organization working in development and humanitarian works. Ayuda en Acción Ethiopia a branch of AeA and registered as foreign charity organization in Ethiopia and working in partnership with multiple development actors, government sectors, communities and their organizations to eradicate poverty. Our primary task is to promote improvements in the individual and collective capacities of the children, families and communities with whom we work.

•  TOR for Financial and administrative coordinator – AECID Convenio 18-CO1-1170 project

 Job purpose:

• AeAE is seeking experienced local candidates (not expatriate) for the position of Financial and administrative coordinator of AECID Convenio project who will be based in Addis Ababa/ AeAE National Office to provide explicit support, in coordination with the Project Manager in finance, accountancy, budgeting, grant, administration, procurement, ensuring budget allocation, utilization, documentation, justification, reporting and donor policy compliances for the AECID Convenio project, that is granted by Spanish Agency for International Cooperation and Development (AECID) and that is under implementation in three districts of Arsi Zone of Oromia National Regional State. The Convenio Project is designed and under implementation in an integration and synergy with the long term and humanitarian development approaches working in several sectors as Food Security, cooperatives, linkage between private sector and public, unemployment, education, children, youth and women empowerments, WASH, resilient livelihoods, etc. among others. The project is being implemented till January 31, 2023, with two other Ethiopian organizations.

Position Description:

• The successful candidate will report to the AECID Convenio Senior Project Manager at National Office and functionally reporting to Head of Finance and the international Project Manager of the project based in HQ Madrid, Spain. He/she will be responsible for the day-to-day support, management and administration of the finance, accounts, activities, procurement, asset management, budget allocation, utilization, grant monitoring, auditing, capacity building of project staffs and partners, documentation, justification, reporting and AECID donor policy compliances. In general, the post holder works within the framework of finance and administration policies, procedures, manuals set by AeA and the country Office, ensuring donor regulations, accounting standards, and other local laws at all times.

Specific Responsibilities include:

• Advises, guides, coordinates and supervises field financial coordinators/managers/officers in:
• Compliance with the budgetary management requirements, rules, procedures and practices established by AECID.
• Initial budget planning and adjustments during the project implementation phase.
• The preparation of financial reports, and/or follow-up forms for periodic reports under the consortium agreement.
• Dual accountability and Reporting responsibility to the Convenio Project manager, Head of Finance and to the International project manager of the Convenio Project;
• Carry out grant monitoring to the partners as per the plan and Budget, Budget transfer and agreement signed between partners and AeAE. Budget monitoring is crucial, including field trips;
• Support the senior project manager, head of Finance and the country management in the purchasing of assets and properties, reviewing Project performance and carry out records as per the procedures;
• Support and monitor the finance and administration works for the Project staffs and partners; Review financial documents of Convenio not only for AeAE but also for all the consortium members in quarterly bases. Make sure all the required formats and stamps are used as per AeAE and AECID rules;
• Prepare annual finance report by the proper reporting tool for the donor, prepare all the financial reports required by HQ, avail for annual project audit and closely work with project auditors;
• Participate in the re-formulation of the Budget if necessary;
• Follow up on the proper documentation of source of justification for those transaction which requires as well as publications, all visibility required for the project;
• Carry out pre auditing, documentation, and reporting. Based on the finding observed during the review of financial documents, prepare a proper feedback session and schedule and recommend corrective actions when it is needed. Provide support and proper capacity building to project technical and administrative staffs of the project office and partners, through coaching, mentoring, training, workshop, meetings, etc.,
• Collect financial report monthly from consortium members, consolidate, review, and share accurate report to the management team as well as HQ,
• Check procurement, administration, staff benefits management and asset records are periodically performed and reviewed for compliance, adequacy and completeness for discussions and approval,
• Follow up on the fixed assets purchased by the project and make sure a documentation of proper handovers certificates during the Project lifetime and at the end of the Project,
• Carry out the day-to-day financial transactions as per the accounting standards and financial procedures of AeAE and the AECID,
• Handle bank and petty cash payments, transfers, and payrolls within the national level and for some specific schedules in the Project area and meso levels like training, workshops, networks, research Works and the like,
• Understand, be familiar with any system security and safety procedures to support staff, to protect the completeness, accuracy and integrity of accounting data and information, asset management and reporting,
• Make sure all statutory liabilities/requirements like income tax, pension, withholding tax, etc. are settled on monthly basis,
• Carry out other duties given from the Senior Project Manager, NO and HQ,

Offer Terms

Job contract and remuneration: 

• Immediate incorporation with full working day for one year contract with possibility of extension and remuneration is as per the salary policy of Ayuda en Accion,

Job Requirements

Required Skills, Experience, and Behavior:

• The incumbent should hold minimum of bachelor’s degree in Accounting, Finance and Commerce or Financial Management, or business management with international cooperation projects, preferably international NGOs.
• Holding MA/MSC degree is preferable in the above fields. Desirable basic knowledge of project cycle management and Logical Framework.
• A minimum of 4 years work experience in mainstream finance, accounting and administration in a wider and reputable institution/s preferably in the International NGO sector of which 2 years should be in similar positions,
• Strong financial expertise, training and familiar with management and accounting practices, good understanding on teamwork, assets management and relationships,
• Be trained and conversant with financial Management systems and processing requirements with Microsoft operating systems, high expertise in Excel (spreadsheets, pivot tables, etc.) , Power point, and word, e-mail, internet, Skype, Microsoft Teams, etc are necessary.
• Knowledge, practical application, and implications of the former and newly introduced financial systems; GAAP, IPRS, SAP, IFRS are an advantage,
• Ability to carry out complex tasks and work independently and take initiative.
• Good communication, writing and reporting skills,
• Readiness to travel and to move to rural areas and support project staffs, partners, communities and their organizations.
• Good behavior and attitude.

Selection Requirements: 

• the job holder could be selected through head hunting, open advertisement through media and required to sit for written tests and interview among competitors. Hence, candidates are required to submit letter of application, CV with copies of testimonies and reference persons with proper addresses (email, tel.)

How to Apply

Interested and qualified candidates can apply through:  https://bit.ly/3bIQ9e6 “Apply manually”

The application is only for local employees