Admin and Finance Manager 40 views

Job Summary

Under the general direction and guidance of branch head, the Admin and Finance Manager plans, organizes, directs, coordinates and controls the financial and administrative activities of  the branch, manages the cash inflow and outflow of the branch, supervises the recording, analysis and financial statement preparation activities of the core cost and projects in accordance with the Society’s policies and procedures in place, ensures that financial documents, ledgers, journal vouchers and supporting documents are maintained and organized in accordance with the accounting system of the Society, ensures that cash or collected money is registered and deposited timely; ascertains that bank accounts and cash at hand are properly registered, and statement of bank reconciliation made in due course, ensures the timely preparation and submission of monthly, quarterly, biannual and annual consolidated reports of the branch, follows up on the consolidation, approval and proper execution of regular budget estimates of the different work units; ascertains that closings of books of accounts are carried out in due course. Administers the project funds of the Society in accordance with the commitments made with donors; ensures that the branch’s books of accounts are reconciled with bank statements, ensures proper and consistent enforcement of the financial policies and procedures of the Society.

KEY PERFORMANCE AREAS

• Plans, coordinates and supervises activities of customer service management, human resource management, general service, general accounts and property administration activities of the region in accordance with the policy of the Society;
• Supervises the recording, analysis and financial statement preparation activities of core cost and projects in accordance with the Society’s policies and procedures in place;
• Identifies and assesses the need for additional human resource and looks for ways of filling vacant positions; Verifies or approves correctness of statement of accounts for receivable and payable accounts as well as bank reconciliation;  Ensures that all transactions of disbursements and receivables are journalized and posted into respective ledgers timely;
• Prepares monthly, quarterly, bi-annually and annual consolidated financial reports of the core cost; Assesses competent employees to fill vacant jobs by way of promotion on competitive basis as per level of delegation;
• Follows up on the collection of receivables in due course and reports on over dues for immediate action; Gives orientations/inductions to new employees transferred,  or promoted or recruited to fill the  post;
• Ensures that fixed assets of the regional, zonal and woreda branches are properly registered, classified and codified or tagged for ease of tracing and identification;
• Checks and verifies as to payment orders and purchasing transactions are duly approved by authorized personnel; Ensures that cash and check payments are prepared and effected in due course;
• Counter signs payments verifying correctness and completeness of supporting documents; Checks receiving vouchers and payment vouchers are posted to general ledgers and respective subsidiary ledgers;
• Ensures that legal and authorized deductions are made from employee’s salary income during payroll preparation; Make sure that there is no uncollected amount at the end of the year or there is no receivable shown in the annual financial report of the branch;
• Ensures that all the deduction from employees are timely paid to the concerned bodies; Consolidate the accounts of the regional branch (regional and zonal branch balance sheet and statement of income and expenditure) quarterly, semiannually and yearly;
• Make sure that the zonal branches are properly undertaking the administration and financial activities of their respective zone as per the rules and regulations of the national society; Ensures that the necessary supports are provided to zonal and woreda branches in the areas of human resource, finance and property administration;
• Works to promote and enable a working environment that nurtures “a learning-together” attitude and practice; Ensures proper administration and utilization  of resources at regional, zonal and woreda branches including telephone and stationery items;
• Ensures that the zonal branches are timely sending their financial reports (balance sheet, income and expenditure statement, bank reconciliation statement of each bank account and the necessary schedules) to the region;
• Ensures that the financial reports of the zonal branches are complete and prepared according to the financial rules and account closing and report preparation directive of the national society;
• Ascertains that fixed assets are properly registered and periodic inventory taking is done; Ensures that the property of the region, zonal and woreda branches are properly used and administered by the property administration rule of the national society;
•  Ensures that the financial transactions of the region are recorded and data entries thereof processed, accounts timely closed, interim and end-of-period financial reports produced in accordance with the overall financial system in place;
• Provide consolidated quarter and annual financial reports along with the necessary schedules and monthly bank reconciliation statement of each back account to HQ timely; Make sure that the log books are established and kept functional for all the vehicles of the regional and zonal branches;
• Conducts performance appraisal of subordinates, recommends appropriate trainings and coaches them to fill the gaps; Appraises the performance of subordinates in accordance with the performance appraisal system in place; Reports on the performance of the work unit to the head of the region for humanitarian Services;

Work Unit : ERCS- Addis Ababa, Regional Branch Office

Reports to:- ERCS- Addis Ababa ,Regional Branch Head

Terms of employment:  Permanent after probation period

• Second/First Degree in Accounting/ Accounting & Finance/ Management
• 8/10 years relevant experience and out of this 4/6 years in managerial position. Knowledge of accounting software is mandatory