Reference No:  REC/065/21

Job title:  Field Admin and Finance Supervisor

Location: Afar_Asayita

Reports to: Regional Program Manager

Number of Posts 01 /One/

Closing date:    5/08/2021

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years, towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses programs by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS. Currently, we work with pastoralist, agropastoral, pastoral dropouts, rural small holder farmers, rural/urban youth and street children to respond to humanitarian crises and build resilience in Ethiopia working closely with local communities, local government, donors and other key actors. GOAL E Humanitarian Response is centered on nutrition, WASH, livelihoods, multipurpose cash, NFIs and protection interventions in country wide while the recovery and development focus on livelihoods, economic opportunities, health, health and nutrition system strengthening and WASH with solid emphasis on integrated programming and community-based approach in Oromiya regional state. The Street Children program is implemented with local partners in Addis Ababa and Hawassa.

We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

About the position

The Field Admin and Finance supervisor is responsible for the overall Financial & Human resource Management of the Regional Program. He/She also has a responsibility to provide technical supporting and following up role of the HR / Finance representatives of the region.

KEY AREAS OF ACCOUNTABILITY/DUTIES

Financial Management

• Ensure that GOAL Ireland’s and GOAL Ethiopia’s financial, procurement and personnel procedures and policies are adhered to at all times. 
• Ensuring all expenditures is in line with Donor Budget, Donor Guidelines, and GOAL procurement and financial procedures.
• Ensuring that all internal financial formats/templates are used and that month end procedures e.g. monthly checklist are followed.
• Prepare, review and compile monthly Fund requests of field offices under the region. Liaison with Senior CMAM project Officers, Logistics for timely submission to HO finance.
• Maintain cash books daily and review and compile other field office cash books in the region.
• Ensure all expenses are coded properly in line with approved project budget line.
• Ensure the necessary supporting documents are checked and attached to payment vouchers before any payments are effected.

Budget Monitoring

• Review all expenditures at all times in line with monthly fund requests ensuring all costs where possible and in accordance with donor guidelines are charged to donor funded projects.

Other Tasks

• Maintain float register in daily bases.
• Ensure that the assignment of daily laborers are in line with the country law and Maintain daily laborers tracking sheets for income tax purpose and ensure compile in month end documents.
• Prepare monthly bank reconciliation and ensure timely collection of bank advices.
• Ensure Telephone, Water and Electric bills are paid in time.
• Perform cash count on weekly bases and ensure that physical cash corresponds to the cash book balance.
• Ensure timely remittance of taxes to Inland Revenue.
• Take sample spot-check of stock items and fixed assets monthly.
• Maintain backup of financial documents.
• Supervise the respective subordinates, if any. 
• Perform any other related duties assigned by Immediate Supervisor and Finance Team.

Administration and Human Resources Management

The admin and Finance supervisor has a responsibility to implement the activities listed below and also to monitor, supervisor the task of the HR representative in the region.

Recruitment and Placement

• Ensuring that every recruitment have approved JR and revised JD is submitted with the JR.
• Ensuring that each vacancy is posted at the sites and selected areas and appropriate media.
• Processing and handling the recruitment and selection of position on grade 4 and below.
• Assisting the HOHR in the process of recruitment and selection of position on grade 5 and above as instructed.
• Ensuring the placement is as per the Job Request and contract is in line with the grant period / as per the request.
• Ensuring the placement is upon fulling the required documentation as per the personnel file checklist. 
• Tracking and submitting recruitment updates to HOHR timely.
• Induction – to provide and facilitate Induction for staff based at your area of responsibility. 

Benefits Administration

Payroll:

• Provide all documents related to payroll to HOHR in advance.
• Follow-up the payment of staff salary is done timely.
• Ensuing ghost employees are not included in payroll and the payroll is free from any wrong doing.

Pension

• Ensuring the pension process in the region/ are of responsibility is in line with the country’s law.
• Ensuring employees who are hired from July 8, 2011 fill in pension profile form along with supporting document.
• Follow-up any missing pension profile forma and related supporting document.
• Submitting the pension profile form with the supporting document to the appropriate private organization employee’s social security agency.
• Making sure to get confirmation from the agency when submitting the pension profile. Record and send the confirmation to HOHR.
• Following with the agency to receive employees’ pension ID and after getting the employees signature on the copy of the ID, issue the ID.
• Track the contribution of the monthly pension payment.

Leave Administration.

Annual leave

Submit the hardcopy of the leave format together with the leave tracker to HOHR.

Other leave.

• Ensuring that other leaves such as Sick, Emergency, maternity, leave without pay and other leaves are implemented according to HR Manual and country law.
• Ensuring that the leave format is completed properly, recorded in timesheet as well as leave tracker.
• Timely submit leave document to be included in payroll; such as sick leave, leave without pay, etc.

Performance Management

• Arrange and provide periodical induction and orientations to staff members as well as supervisors on the employees Performance management.
• Follow up on the implementation of the continuous performance appraisals process.
• Ensuring that probation period performance is completed before an employment contract is extended.
• Forward to HO HR to file all documents of the continuous performance appraisal to file in the Personnel File.
• Communicate timely to HOHR and his/her immediate supervisor for any gaps or outstanding performance.
• Contribute in the PA of LAF officers/ Field HR representative.

Training and Development.

• Assess and recommend training plan in line with GOAL capacity.
• Facilitating LINGO training as per the requirement/ need.

Employee relation

• Conduct a regular or surprise field visit and submit the field visit report to HOHR.
• Initiates activities that builds team sprit among staff at you are of responsibility and in liaison with HOHR implement the activities.
• Handle Disciplinary issues as per GE HR manual or instructed.
• Report immediately cases related to absenteeism, fraud, sexual harassment or serious offences to HOHR
• Take initiatives to be proactive to resolve any grievance or complaint the staff raise by discussing with the relevant department.

Administration

Data Management:

• Regular update any HR related tracking sheet or data base as per the need.
• Ensure confidentiality of any staff or HR related information.

Personnel Records Management

• Keep personnel file record and follow up the completion of personnel file as per the checklist.
• Submit monthly the required personnel file document to HOHR.
• Ensure that document issued to the staff are signed by the employee him/her self and submitted to HOHR.

Timesheet Administration

• Prepare timesheet according to the allocation figure and circulate for signature among staff members.
• Received field timesheet from HR representative and review the timesheet before submitting it to HOHR.
• Submit signed timesheet documents to HO every month along with the supporting document.

Organogram

• On a monthly bases send your areas of responsibilities line of reporting / organogram.
• Make sure that the timesheet, contract and payroll is in line with the organogram.

Office and canteen Management

• Review existing office management system and canteen. Recommend ways of improvement and follow up.
• Supervising and coaching the activities of the HR representative in the following major office management areas.
• Ensure that copies of all outgoing letters are properly registered and maintained within a master file (for letters, memos & fax)
• Maintain an efficient filing system for documents, books and references.
• Keep track of adverts, notices and memos issued from HR to be posted in notice board in HO and field offices. Ensure that all offices has got the message on time and posted as required and follow up on inquires on notices and communicate to HR manager.

Staff Termination

• Track employment contract end date and ensure that proper notice of termination letters or extension (if required) are issued to staff members as necessary after consulting with HOHR.
• Collect resignation letter from staff members and notify Admin and HR officers responsible for payroll, leave and benefit administration. Making sure that it is captured in payroll.
• Ensure the departing staff member utilized any outstanding leave before last date of employment.
• Track the exit interview and provide analyses /report as per the schedule.
• Liaise with appropriate departments at field office to fill in clearance form as per their area of responsibility and clearance paper is submitted to HOHR for approval.
• Ensure that clearance and termination payment are collected within 6 month after termination of contract.
• Ensuring that the required document is issued to the staff and to HOHR for filling purpose.

Others

Supervision and additional role:

• Making sure to supervise staff under your line of reporting. 
• Perform any other related duties assigned by Immediate Supervisor and HR Team.
• Making sure to engage in the performance appraisal of your functional subordinates.
• During opening of a new sites play a coordination role to make sure that HR has contributed significantly in the operation and all the required staff need are in place including what is expected from HR touch the ground.
• Take part in special assignment and committee works as and when required.
• Perform any other relevant duties as requested by the supervisor.
• On induction, brief to new staff on Goal’s anti-harassment, Child Protection and HIV/AIDS as work place polices, ethics and compliance and other polices.
• Actively promote staff sensitivity and awareness to Gender, HIV/AIDS and Child Protection, accountability, etc issues.

Communication and Reporting

• Handling necessary HR related communications through email, telephone & fax.
• Conduct periodic visit to Program Sites as per area of assignment in support of HR activities and to do system audit – mainly fulfilment of documents in personnel files and adherence to conditions of HRM and donor compliance. Prepare reports of field visits conducted on major areas of activities carried-out, recommendation for improvement and action required from the Department and follow-up its implementation.
• Handle all staff related issues and correspondences in accordance to the HR manual and the Labour Law.
• On monthly based report to HOHR as per the reporting format together with the necessary supporting documents.
• Provide monthly report to the HAHR on activities carried out during the month as per the format, within three days after end of the month.

Job Requirements

JOIN US

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement? Then join us if you have:

• BA or Diploma in Accounting, Business Management or related field with 2/4 years’ experience in Finance in an NGO environment
• Very good knowledge and application of MS-Office, especially Excel
• Good English communication skill (written and spoken)
• High level of accuracy, attention to details and commitment to confidentiality
• Ability to deliver task on deadline.
• Understanding of the NGO nature and willing to travel and live in field site, with frequent transfer from site to site
• High commitment to maintain an up-to-date and efficient HR information and record keeping system.
• Adherence to the requirements set by the HR Manual and donor guidelines
• Experience in handling Financial and HR activities, general management/administration skills
• Very good human relation skills, ability to explain
• Team oriented, flexible and creative approach; keen to take initiative where appropriate
• Accountability & responsiveness within areas of responsibilities
• Knowledge and application of advanced excel/Access/Data management tools
• Strong knowledge in interpretation and application of Ethiopian Labor Law and legislations relevant to HR

Desirable qualities, Skills and Competences:

• Experience and knowledge of USAID/OFDA, ECHO, EHAF, Irish Aid, etc. fund management
• Very good application of SAGE
• Having Training on any HR related areas.

Note: This description is not an exhaustive list of the skill, effort, duties and responsibilities associated with the position.

REMUNERATION and BENEFITS:

• GOAL will pay a competitive basic salary based on the salary grading with addition benefits.
• A chance to develop tangible experience.
• Being part of a team who continue to make a real difference to the lives of the most vulnerable people. 

Commitments:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safe guarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization. GOAL is strongly committed not to harm the people under its care.

How to Apply

APPLICATION PROCEEDURE:

Interested and qualified applicants need to submit ONLY once their non - returnable CV & Application Letter for one vacancy. The vacancy reference number along with the position title and Duty Station need to be written in the application letter and/or subject of the email. Applicants can Only apply using the following option.

• Applicants who have access to the internet can directly apply and send their application to goaljobs@et.goal.ie 
• Applicants who don’t have access to the internet can directly submit to GOAL Ethiopia Field Office in Asayita Goal Office

GOAL strongly encourages female candidates to apply!

Only short-listed candidates will be contacted for an interview and exam.

Shortlisted candidates will need to submit other supporting documents upon request at later stage.

GOAL is not able to contribute towards any costs incurred by candidates during the recruitment process.