Management Sciences for Health (MSH) Vacancy Announcement April 2023

Position: Finance & Admin Associate

Job Time: Full-Time

Job Type: Permanent

Place of Work: Hawassa, Ethiopia

Application Deadline: April, 15/2023

POSITION DESCRIPTION

Position: Finance & Admin Associate [Internal Position Title: Finance Associate]

Band: E

Reports to: Regional Manager 

Locations: SNNP Regions      

OVERALL RESPONSIBILITIES

The Finance & Admin associate will support the regional project staff of USAID Eliminate Tuberculosis Project in the overall administration, operational, and financial management of the regional office. She/He will support ensuring all financial transactions follow MSH financial policies and procedures. Liaise with the operation team regarding all project needs related to administrative, procurement, and personnel issues as needed.

She/He will manage the scheduling of meetings, facilitate communications with external and internal stakeholders, and ensure proper documentation of program files and correspondence. 

SPECIFIC RESPONSIBILITIES

Keep records of all the necessary files and correspondence of the project. Prepare documents including forms, memos, letters, etc. as required.

Maintain supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipts; stocking items; delivering supplies to staff.

Ensure transactions have the necessary approval, prepare payment vouchers, cash receipts vouchers and journal vouchers in accordance with MSH policies and procedures and local government rules and regulations.

Coordinate with the regional and central teams in checking timesheet readiness.

Review vouchers, contracts, and any financial documents to ensure accurate calculation of expenses and related taxes, ensure completeness of documentation, proper coding, and compliance against donor, statutory, and MSH policies and procedures. 

Handle petty cash payments and replenishment requests to ensure they are in line with MSH Ethiopia petty cash policies. Conduct petty cash count, reconcile petty cash balances, and facilitate timely replenishment.

Effect workshop, training, or similar event payments as necessary in accordance with MSH Ethiopia workshop administration policy and procedures.

Acts as the center of communication in answering telephone calls, forwarding questions, arranging meetings for the supervisor, acting as office receptionist, and providing materials for staff.

Schedule, attend, and document project team meetings as required.

Develop and maintain project tracking sheets for ongoing activities and pending items.

In collaboration with the operation team, coordinate logistics for workshop activities in compliance with USAID and MSH regulations.

Provide support to the Regional Manager and team in overall project management functions.

Liaise with the IT team to ensure the network and phone system is always operational in the project offices.

Support the project on day-to-day administrative and office management issues.

Supervise drivers and office assistants assigned to the regional office.

Perform other duties which are in line with the scope of the position as assigned by his supervisor.

Job Requirements

QUALIFICATION AND EXPERIENCE

Bachelor’s degree in accounting, finance, business management, or a related field from a recognized university

A minimum of four years of experience in an international organization of a busy work environment.

Previous experience in USAID-funded projects of similar nature, and good knowledge of USAID rules and regulations.

Excellent interpersonal skills: demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.

Ability to work independently, take initiative and able to meet deadlines with attention to detail and quality.

English, and local language fluency including business terminology required.

Good computer skill in Microsoft office suite application, and familiar with quick books or similar accounting software.       

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. 

How to Apply

Register using the following LINK