POSITION TITLE:                            Accountant

REPORTS TO:                                  Project Coordinator

DUTY STATION:                             Gudetu Kondala Woreda, West Wollega Zone, Oromia Region.

PROGRAM:                                     Integrated multi-sectoral response (Health, Nutrition, and Protection) to support conflict affected IDP Returnees in Gudetu Kondala Woreda, West Wollega Zone, Oromia Region.

MINIMUM HOURS OF WORK:                                      40 Hours per Week

SUPERVISEES:                                None

 PROGRAM BACKGROUND:

Project HOPE Ethiopia has secured funding from Ethiopian Humanitarian Fund (EHF) to implement Integrated multi-sectoral response (Health, Nutrition, and Protection) to support conflict affected IDP Returnees in Gudetu Kondala Woreda, West Wollega Zone, Oromia Region. This project, jointly implemented with Fayyaa Integrated Development Organization (FIDO), will provide integrated life-saving emergency and essential Primary Health Care (PHC), Nutrition, and Protection services to conflict affected returnees. It will also restore relevant service delivery systems through static and outreach/mobile modality, facility rehabilitation and strengthening capacity of targeted sectors.

 The core interventions of this humanitarian response project are to delivery of vaccination services, Sexual and Reproductive (SRH) services, treatment of sick children and adults, outbreak disease control including Cholera, Malaria and Measles case management, improved provision of maternal and newborn health, mental health services to returnees; prevention and treatment of acute malnutrition together with Maternal and Infant & Young Feeding in Emergencies (MIYCF-E) counselling for improved practices. Moreover, the project will deliver protection services to vulnerable groups of returnees and supports protection systems. The project will also enhance community engagement, establish accountability systems and also rehabilitate damaged health infrastructure to benefit both the returnees and the broader community.

JOB SUMMARY:

The Accountant (ACCT) is mainly responsible for all payment processing, voucher preparation and maintaining proper accounting files & records. S/he prepares check or wire transfer for all approved vouchers. Make field cash disbursement during workshop and trainings. Furthermore, s/he will be responsible for managing Sub awardees monthly financial report and cash request reviews, review of cost share reports on quarterly basis and periodic financial monitoring to Sub awardees.   

The Accountant works under direct supervision of Finance Office (FO). S/he will closely work with Finance, HR, Logistics, and Operation team of Project HOPE Ethiopia. S/he will have a functional relationship with the Capacity Development and Operations Directors for the Grants management.  

SPECIFIC RESPONSIBILITIES 

Specific responsibilities include but are not limited to:

Payment Verification

• Verify payment requests (Travel/wok advance, Employees expense claim, supplier’s invoice, hotel/utilities bills & LIPs Expense,) for accuracy & completeness.

• Verify all expense meet USAID costing principle (Allowable, Allocable and Reasonable), project agreement, project HOPE Global Policy and in country regulations.

• Verify adequate supporting documents are attached with all payment request as per Project HOPE documentation checklist.

• Verify proper authorization and approval all payment request. Review by FO/FM. Authorized by designated task manager.  Approved by COP/CR or Home Office.

• Verify proper categorization and correct coding of all costs (project code, expenditure type, and activity number).

•  Track if big payment request has been in the work plan and monthly fund request.

• Calculate and prepare summary of expenditure settlement regional and/or other credit suppliers

Payment Processing

• Keep safe custody of the company’s check books, Fuel Cards/coupons etc. in lockable safe box.

• Regularly update check register to track issued checks, wire transfers, CPOs and deposits

• Contact bank to get incoming and outgoing letters, bank debit and credit advice, and check book. Etc.

• Prepare check and wire transfer as per approved payment voucher  

• Ensures payments are made to the right employee or vendor name in the invoice or their legal representatives.

• Call employees or vendors to collect check when it’s signed. Send Email notification to LIPs for all wire transfer made to their bank account. Handle queries for payment status. 

• Retain copy of check/wire transfer letter with payment voucher.

•  Get confirmation of payment from vendors (VAT Invoice, Physical receipt with invoice attachment, Credit sales Invoice with receipt, name and signature of individual who collect check, Bank transfer advice).

•  Strictly follow up of withholding tax deduction as per the government tax proclamation.

• Responsible for preparing and issuing withholding tax to vendors at spot and documenting it with the payment. 

• Handle and manage per diem payments in trainings  and workshops as a Cashier

• Handle monthly remitance of Emploment Income Tax, Pension Fund and Withholding tax to Ministry of Revenues Eastern Addis Ababa Small Tax Payers Branch Office

2)           Grant Management 

•         Collect monthly financial reports and cash requests from LIPs and conduct review of the invoices along with the supportive documents presented. Follow up with LIPs for any missing documents or if the reports need to be revised/corrected.

•         Collect cost share reports presented along with the supportive documents on quarterly basis and review it thoroughly to ensure they meet cost principles and other cost share requirements.   

•         Conduct periodic financial monitoring visits (at least bi-annually) to all LIPs to ensure all compliance requirements are met. Depending on risk levels, previous financial monitoring findings, recommendations from program department and the level of transactions (amount of cash advanced), more frequent visits might be recommended. S/he is expected to utilize the ‘subaward monitoring checklist’ and produce report (with findings and recommendations) for the CD&OD to review and communicate to LIPs for management response and action.

•         Prepare budget vs spending analysis of LIPs on monthly basis and provide updates to the CD&OD with any specific actions to be taken.   

•         Work closely with the Capacity Development and Operations Director (CD&OD) for effective and efficient management of the Subaward with local implementing partners

OTHER FUNCTIONS

·        Performs any other related duties that may be assigned by immediate supervisor  

Disclaimer: This job description summarizes the responsibilities assigned to the position; however, it does not contain an all-inclusive list.

Key Working Relationships

Internal- reporting to

-                      Project Coordinator and Finance manager at AA

External

-                      Work with woreda Health Office experts and Health facilities

Job Requirements

EDUCATION/TRAINING፡

o   Bachelor’s degree in accounting or finance related fields from recognized University

o    A minimum of 5 years of related practical experience in the area of Accounting & Finance.

o   Experience of community engagement and mentorship and health facility support

o   NGO and humanitarian experience is an advantage.

TECHNICAL SKILLS:

o   2+ years’ experience as disbursement accountant & strong knowledge of local tax rules

o   Experience in grants (subaward) management

o   Proven Experience of using Quicken/QuickBooks SW, Excel, data base, etc

o   Fluent in English and Affaan Oromo languages

o   Good personal organizational skills

o   Ability to work within a multicultural setting.

o   Willing to travel extensively within and outside the region.

COMPETENCIES:

·        Respect, accountability, courage, excellence, adaptability, building commitment, coaching, planning and organizing, pro-active problem solving.

How to Apply

Interested applicants can send their CV and cover letter through THIS LINK ONLY on or before January 14, 2024, by 5:00 PM.

 Due to the urgency of the position, Project HOPE has the right to recruit a candidate who matches the required profile before the above deadline.

Qualified female applicants are highly encouraged to apply.

Due to the large number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.

However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.

Thank you very much for your interest in Project HOPE.

EEO Statement

Project HOPE provides equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, handicap, disability, or status as a veteran. Project HOPE complies with all applicable laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, leaves of absence, compensation, and training.

Project HOPE expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, handicap, disability, or status as a veteran. Improper interference with the ability of Project HOPE employees to perform their expected job duties is not tolerated.