Type of Employment:  Indefinite 

Job Purpose

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;

• Set up 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 and Bank 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.
• When necessary, to 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
• Ensure Concern WWE’s fraud policies are adhered to all the time.
• 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 Program 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.
• Participate and contribute as necessary towards Concern’s Emergency response.
• Comply with Concern’s health, safety and security guidelines during emergencies.

Gender Equality

• Demonstrate understanding 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
• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Accountability

• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
• Work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 
• Work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behavior is disseminated among program participants and communities. 

Job Requirements

Person Specification;

• Essential:- Minimum BA Degree in Accounting and Finance or related fields (like Management and Business).

Competencies

Desirable:

• 1 year experience for BA Degree holder and 2 years for Diploma
• Computer Literate
• Fluent spoken & written English
• Ability to work as part of a team
• Ability to take direction and work independently
• Ability to recognize possible signs of child and adult abuse, harm and neglect 

What We Offer

• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks (paid) maternity leave, 18weeks (unpaid) parental leave

How to Apply

Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy, please note that no need to submit your supporting documents at this stage:   

Concern Ethiopia, via ethiojobs.net

Only short listed candidates will be contacted

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organizational Code of Conduct (CCoC) with three Associated Policies; the Program Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of program participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the program and partner organization, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.