JOB OPPORTUNITY

Internal/ External/ Reference No:  REC / 013/ 22

Job title: Senior Administration and Finance officer

Location: Somali Region_ Dollo Zone (Warder)

Reports to: Regional Programme Manager

Number of Posts 1 (One)

Closing date: January 30,2022

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 across all the region of the country 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.

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 are Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

ABOUT THE POSITION:

The senior Finance & Administration Officer will be responsible for the overall 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 Finance & Administration Officer will have a functional line with HO Finance & HR 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:

1.      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 payable
• Assist HO finance team in government interim and annual government financial reports.

2.      Budget Preparation and monitoring

• Participate in annual budget preparation process and any subsequent budget revisions
• Participate in grant management meetings whenever possible.
• Follow and plan for grant closing activities.

3.      Recruitment and Placement

• Ensuring the type of employment is in line with the type of work, GOAL Ethiopia HR manual and /or the country law.
• Induction – to provide and facilitate Induction for staff based at your area of responsibility. 

4.       Benefits Administration

4.1.  Pay Roll

• Provide all documents related to payroll to HOHR in advance.
• 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.

4.2  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.
• Track the contribution of the monthly pension payment.

5.      Leave Administration:

5.1.  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.

5.2 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.
• 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.

6. 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.
• Communicate timely to HOHR and his/her immediate supervisor for any gaps or outstanding performance.

7.     Employee relation

• Conduct a regular or surprise field visit and submit the field visit report to HOHR.
•  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.

8. Administration

8.1 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.

8.2      Personnel Records Management

• Ensure that document issued to the staff are signed by the employee him/herself and submitted to HOHR.

8.3    Timesheet Administration

•  Receive the correct and final donor allocation from HO HR by the 11^th day of the following month.
• Received field timesheet from HR representative and review the timesheet before submitting it to HOHR.
• Upon departure check availability of timesheet documents with correct allocation and sign on clearance paper confirming the same.

9. 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.
• 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 have got the message on time and posted as required and follow up on inquires on notices and communicate to HR manager.

10. 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.
• 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.
• 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.

11. 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 & Finance has contributed significantly in the operation and all the required staff need are in place including what is expected from HR & Fiance touch the ground.
• On a regular seek from the region different work-related polices such as hardship, tax directives, transportation and the like polices, directives etc
• Gives positive practical support to staff especially those who my feel vulnerable, victimized or unfairly treated.

12. 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 &Finance related communications through email, telephone & fax.
• On monthly based report to HOHR & Fiance 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 & Fiance in person to submit the monthly report and other related assignments.

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 degree in accounting or related field with a minimum of 4 years’ experience in Finance in an NGO environment.
• Knowledge and application of advanced excel/Access/Data management tools
• Good communication, facilitation and negotiation skills
• Good computer skills with ability to use Microsoft Word, Excel, Power Point and Outlooks

Desirable qualities, Skills and Competences

• Experience and knowledge of USAID/OFDA, ECHO/EU, UN agencies, Irish Aid, etc. fund management.
• Very good application of SAG
• Qualified and experienced candidates who is very good understanding of the local Language & culture.

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 PROCEDURE:

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.

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