GOAL: is an Irish international humanitarian organization founded in 1977 and currently operational in 13countries[1]; in both protracted crisis & long-term development contexts. GOAL has four programmatic foci: people survive crisis; people have resilient health; people have food and nutrition security; and people have sustainable livelihoods. 

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 programmes 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 programme 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.

General Description of the Role:

The Senior Administration & Finance Officer will be responsible for the overall Administration & Financial Management of the Regional Programme Office including but not limited to management & monitoring of monthly expenditure against budget, ensure monthly balance sheet figure are normal for all project site under his/her direct supervision, direct support to LAFs, If any, and consolidating monthly cash books of the region and submit it to HO on time. He/she will be responsible to support, manage and control the finance functions of all grants under the jurisdiction of the regional office. 

 The Senior Administration & Finance Officer will have a functional line with HO HR & Finance team as the regional Programme Office focal person for all financial matters. The incumbent will have a similar functional, provide technical supporting and following up role to the LAF Officers jointly with the regional admin & HR officer. However, the incumbent still will be under the direct management of the regional programme manager.

 KEY AREAS OF ACCOUNTABILITY/DUTIES:

The Senior Administration & Finance Officer will be responsible to implement the following key functions;

Financial Management 

• Ensure that GOAL Ireland’s and GOAL Ethiopia’s financial, procurement and personnel procedures and policies are always adhered to. 
• 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.
• Oversee and manage daily program-wide accounting and finance functions including timely recording of transactions, cash management, banking, payroll, inventory, receivables, and payables
• Plan and implement systems for financial operations in program offices area in accordance with the GOAL Finance Manual and donor regulations, including systems for cash flow management, budgeting, consolidation of accounting information, internal controls, financial reporting, financial record-keeping.
• Review all procurement actions, including procurements under grants, to ensure full and open competition to the greatest extent possible,
• Strong internal controls with appropriate segregation of duties, adequate documentation to support solicitation, selection and best-value decisions, and full compliance with donor regulations
• Review and finalize the Grant Monitoring Tool (GMT) each month and review monthly with the Programme manager to update forecasts - check coding and budget vs expenditure variances monthly, highlighting potential under/overspends and identifying any need for budget realignment
• Prepare Government Financial Reports in the correct format on quarterly bases.
• 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 as per the Chart of accounts coded in the finance form.
• Ensure the necessary supporting documents are checked and attached to payment vouchers before any payments are affected.
• Ensure proper adherence of the function to the project to financial, purchase and audit manuals
• Supervise and control the custody of the region`s financial documents which will be permanently archive at regional level.
• Coordinate finance team under your region to provide effective financial services
• Ensure effective and efficient resource utilization
• Provide on job financial training to finance staff under his/her supervision in topics related GE`s financial management and related tasks.
• Apply the organization’s financial and accounting policies in the region.
• Assist HO finance team in government interim and annual government financial reports.

Budget Preparation and monitoring

• Review plan & forecast according to GOAL expenditure monthly in line with annual budget ensuring all costs where possible and in accordance with donor guidelines are charged to donor funded projects
• Participate in annual budget preparation process and any subsequent budget revisions
• Always review all expenditures in line with monthly fund requests ensuring all costs where possible and in accordance with donor guidelines are charged to donor funded projects.
• Participate in grant management meetings whenever possible.
• Assist HO team in government budget preparation.
• Follow and plan for grant closing activities.

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 type of employment is in line with the type of work, GOAL Ethiopia HR manual and /or the country law.
• 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.
• Recruitment racking sheet – making sure that recruitment is done in line with the checklist, the HR manual and the country law.
• 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.
• Prepare payroll for the region and submit to HOHR for review as per the payroll time table.
• Ensure that payment of employee’s salary is through selected bank.
• Follow-up the payment of staff salary is done timely.
• Submitting monthly the signed payroll (by the staff) to HOHR.
• Properly recording payroll information in both hard and soft copy.
• 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 organisation 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

• Liaise with field level HR focal person/line managers and ensure that all supervisors submit leave plan at the beginning of a fiscal year or at the beginning of contract.
• Send out reminders for supervisors regarding status of annual leave in liaising with the HR focal person in the mid of the fiscal year or contract period.
• Keep custody of the Annual Leave Plan and Annual Leave Request forms.
• Ensuring that the leave format is completed properly, recorded in timesheet as well as leave tracker.
• Monthly 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.
• Every month collect a status update from HR focal person to ensure that similar information is maintained in HOHR and at field site. Making sure appropriate documents are presented for Sick Leave, Marriage, Emergency, Maternity, Paternity, Special, Exam leave, etc. on time.
• 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.
• Compile and submit with completed information the hard and soft copy leave forms together with any supporting documents monthly along with timesheet to the HOHR.

Performance Management

• Arrange and provide periodical induction and orientations to staff members as well as supervisors on the employees Performance management.
• Send notifications and reminders to immediate managers to conduct performance appraisals for their subordinates as per the HR manual/ performance guideline.
• 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.

• As per the annual HR training plan or as instructed execute and facilitate training.
• 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

• Familiarize self to the Timesheet Administration System and follow up with strict compliance with standard and deadline.
• Receive the correct and final donor allocation from HO HR by the 11th day of the following month.
• 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.
• Follow-up on the timesheets which requires correction.
• Upon departure check availability of timesheet documents with correct allocation and sign on clearance paper confirming the same.

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.
• In advance start the exit process upon receiving resignation of staff or project closure or contract end date.
• Ensure the departing staff member utilized any outstanding leave before last date of employment.
• Make sure exit interviews are conducted in a productive way by explaining that the feedback is valuable input for the betterment of the organization and encouraging staff members to be genuine while filling the form.
• 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.
• Ensure that termination payment is collected by ex-employee within seven days after completion of clearance.
• Ensuring that the required document is issued to the staff and to HOHR for filling purpose.

Supervision and additional role.

• Making sure to supervise staff under your line of reporting. 
• 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. .
• Participate in collective leadership of the HR department. 
• Take part in special assignment and committee works as and when required.
• Perform any other relevant duties as requested by the supervisor.
• On a regular seek from the region different work-related polices such as hardship, tax directives, transportation and the like polices, directives etc.
• 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.
• Gives positive practical support to staff especially those who my feel vulnerable, victimized or unfairly treated.
• Act as a role model and provide feedback to encourage others in supporting employment equity and diversity principals, and the accommodation of other differences in the workplace. Models the flexibility required for working in a diverse environment

Communication and Reporting

• Maintain good internal communications and relationship with departments and Field Sites and provide relevant information on time, as and when requested.
• 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 Labor 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.
• When requested Report to HO in person to submit the monthly report and other related assignments.

   Other Tasks

• Ensure the correct completion and daily maintenance of the float request register. Perform cash count on weekly basis and ensure that physical cash corresponds to the cash book.
• Ensure timely payment of taxes to Inland Revenue.
• Ensure the correct completion of Asset Registers, including the recording of additions/deletions over the year in liaison with logs. Oversee physical control of assets of the project.
• Assist Head Office Finance Team in the preparation of the quarterly rolling budgets prior to submission to GOAL Dublin. As part of this process to track expenditure of head office admin, vehicle and staff costs on a monthly basis.
• Assist Head Office Finance Team in the review of financial procedures and implementation of improved financial procedures.
• Ensure that GOAL Ireland’s and GOAL Ethiopia’s financial, procurement and personnel procedures and policies are adhered to at all times. Ensure Donor guidelines are followed at all times.
• Maintain hard and soft copy/backup of financial reports.
• Familiarize self to the organizations Gender and Child Protection issues and apply as per area of responsibility.
• Undertake any other duties be requested by immediate supervisor.

Upon clear instruction and induction from HO (HR and Finance department) & also when the time deemed necessary the Admin and HR officer may have a responsibility to assist Finance related works

Job Requirements

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 degree in Accounting or related field with a minimum of 4 years’ experience in Admin & Finance in an NGO environment.

Desirable Requirements:

• Experience and knowledge of USAID/OFDA, ECHO/EU, UN agencies, Irish Aid, etc. fund management.
• High level of accuracy, attention to details and commitment to confidentiality
• A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
• An impeccable professional standard of finance and procurement ethics as well as the willingness and ability to enforce compliance with GOAL and donor policies and procedures is essential.  
• Ability to manage grants if multiple donors
• Understanding of the program nature and willing to travel and live in field site, with frequent traveling  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 knowledge and application of MS-Office, especially Excel.
• Good English communication skill (written and spoken).
• 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

 Women candidates are strongly encouraged to apply

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

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 safeguarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other policy, rules and regulation of the organization.

How to Apply

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

 Applicants can directly apply online using CLICK HERE or goaljobs@et.goal.ie GOAL strongly encourages female candidates to apply!

Note: 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.