Background

HelpAge International(www.helpage.org)  is the secretariat to the HelpAge Global Network, which brings together a wide range of organisations and individuals working to promote the rights and meet the needs of older women and men, nationally and/or internationally. At the core of this network, are civil society members, a group of civil society organisations working with older people around the world. These organisations share a vision of a world in which all older people are valued, and lead dignified, healthy and secure lives. HelpAge has been operating in Ethiopia since 1992 and has been involved on thematic sectors including social protection, health and wellbeing, emergency response, capacity building of partners and advocacy efforts.

Since 2014, HelpAge International has been responding to the needs of south Sudanese refugees’ influx with a special focus on the specific needs of older people and PWDs in the Gambella region. These humanitarian response project will be implemented with full engagement of older people and other persons with specific needs and in close consultation and coordination with ARRA, UNHCR and other humanitarian actors involved in various sectors of refugee responses.

We are looking for motivated and self-driven individuals for the positions in Gambella. Read the below cross-cutting points applicable for all positions.

Our Values: Everyone who works at HelpAge share our values and are committed to behaviors that demonstrate and support them.

Inclusive: We respect people, value diversity and are committed to equality

Impact: We value and recognize the contribution of our staff and network members, as we put older people at the center of everything we do

Partners: We work alongside network members and others to increase reach, influence and impact. We are committed to a culture of collaboration and building positive relationships

Learning: We are passionate about learning, accountable, and work together to find creative solutions.

Equal Opportunities:

HelpAge International is committed to creating an inclusive working environment, promoting, and providing equal opportunities, and respecting diversity in employment. We welcome applications from all suitably qualified individuals regardless of their age, disability, gender reassignment, marriage, and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. We encourage and facilitate a flexible working environment.

Safeguarding:

Everyone has a role in creating and sustaining a safe and respectful working environment, where no one comes to any harm or is maltreated. At HelpAge, we take our responsibilities very seriously and will take action against wrongdoing. We will do everything we can to ensure that we do not engage people that pose a safeguarding risk and will undertake criminal record checks as required.

Relations with Others: Reports and is accountable to Program Coordinator, liaison and close working relationships with other Finance and Program staffs.

Background

HelpAge International helps older people claim their rights, challenge discrimination and overcome poverty, so that they can lead dignified, secure, active and healthy lives. Our work in over 75 countries is strengthened through our global network of like-minded organisations - the only one of its kind in the world.

Job purpose: Finance, HR and Admin Officer, working closely with the project staffs, Finance, HR and Support Services staff at country office, is responsible for  managing HelpAge International's financial, human resource and administrative systems;  assist on financial monitoring and reporting; verify  sub-contracting, consultant contracts and procurement contract procedures; verify financial documents/payment for completeness, accuracy and compliances; follow up on staff advances, reconciliations and timely settlement; and updates fixed asset registration on a timely manner.

Finance, HR and Admin Officer, the incumbent will collaborate with the project team in the field and head office staffs and provide a comprehensive and effective financial, human resource, administrative service to the Ethiopia field office. The Finance, HR and Admin Officer will assist the project office and Head office team in ensuring that Ethiopia office is provided and well supported in all areas of Finance, HR & administration, contributing to the work efficiency of the organization. She/he will provide technical support and play a leading role in promoting and representing HelpAge’s humanitarian programme and principles to key internal and external audiences.

Specific Responsibilities                                                         

Finance

• Ensure proper coding of the project expenses and ensure that payment documents are complete, correct and sufficiently supported with the supporting documents.

• Make sure that vouchers are checked and approved by authorized person;

• Keep the documentation in a safe place.

• Prepare monthly bank and cash reconciliations and take appropriate timely follow-up actions on outstanding issues

• Review the cashbook and submit a monthly reconciled account to Head office in Addis on time

• Prepare cash flow forecasts and requests from Help Age Addis office by 23rd of the month for the following months.

• Monitor actual expense against budget and prompt programme staff to draw up timely contingency plans for potential budget over and under spends

• Manage advances taken by staff and settle on time; Ensure that Internal control of the organization and donors’ regulations are applied and complied.

• Ensure that petty cash, cheque pads and other properties are kept in a safe place.

• Ensure proper tax dedication (income tax, withholding tax), pension/Provident fund and timely settlement to required government office.

HR and Administration

• Facilitate local recruitment process; follow up and update HQ HR officer on all field office staff contract end period.

• Arrange all field office staff annual leave, R&R, medical insurance settlement, etc.   

• Organise the provision of efficient administrative support to  staff and teams

• Organise the efficient, cost-effective and reliable provision of IT services

• Be responsible for processing the documents required for legal compliance in Ethiopia

• Overall responsibility for the central/main filing systems, both paper and electronic, for Administration in Help Age.

• Ensure that store items are kept safely, and stock cards updated on time. Check the movement of stock items and timely monthly report to head office; Other responsibility given by line manager.

Grade: D

Department:  Programme - support

Location: Gambella field office

Responsible To: Program Coordinator

Job Requirements

Essential

• University degree in accounting with at least 3 years of experience or 5 years’ experience for holding Diploma.

• HR and Admin experience in an office setting

• Extensive experience in administrative activities in a busy office environment, report writing and compiling monthly information.

• Excellent communication skills in both written and oral English, Amharic, and local language

• Ability to manage filing systems quickly and systematically

• Use of excel, word processing, and email is a requirement

Desirable

• Experience in Non-governmental organizations (NGOs) in Ethiopia is an advantage.

• Knowledge of relief, rehabilitation and development issues.

How to Apply

A cover letter outlining your suitability for the role, including your expected salary.

An updated curriculum vitae (CV) of not more than 4 pages, with a minimum of two referees, including your most recent line manager.

Send your application by email to hr.eth@helpage.org before the closing date. Indicate the vacancy reference No. and the post you are applying in the subject line of your mail.  Use Applicant form: Applicants Form for HelpAge International.xlsx

Important Message:

Please do not email any of your personal details (such as date of birth, marital status, and religion, or other characteristics).

Females are encouraged to apply.