Finance and Administration Officer 36 views

Job Description 

Finnish Refugee Council (FRC) (www.refugeecouncil.fi) is an international non-governmental organisation with Head Office in Helsinki.

FRC advocates for the rights of refugees, displaced populations and migrants, and supports their new beginnings. By reinforcing equality and creating opportunities for everyone to lead a good life, FRC promotes the establishment of stable and peaceful societies.

Education forms the foundation of an equal society, and FRC´s activities in Ethiopia place emphasis on capacity building for the most vulnerable members of societies and supports their active participation within respective communities. At the core of FRC’s work is inclusion of vulnerable groups and therefore, special emphasis is placed on the protection of persons with disabilities, women and youth in all activities.

FRC was registered in Ethiopia and accorded legal status through Registry Number 4184 on 11th of June 2019 as a Foreign Organisation.

Position Summary: 

To ensure all financial and Administration procedures adhere to FRC policies and procedures; ensure FRC Country  Office financial/Admin/personnel procedures and policies are known and always adhered. Ensure Field Offices and CO management get timely and quality financial information and technical support that will help decision making, budget monitoring and financial control.

Specific Duties and Responsibilities

Accounting / Finance

• Manage daily accounting and finance functions including the timely recording of transactions, cash management, banking, receivables, payables, and timely submission of bank reconciliation and month end accounting closure tasks (as per FRC guidelines and timelines).
• Coordinate with Finance and Admin.field offices to organize & submit Finance supporting documents (Scanned and hard copies) in relevant archives (Share point) according to FRC HQ requirements.
• Ensure compliance with relevant country statutory and other financial obligations such as taxes, rates, and statutory returns
• Collecting all cash forecasts and requesting funds for the field office in a timely manner
• Maintain a continuous overview of funding levels and pay particular attention to shared support costs, including staff salaries
• Ensure all required documentation for financial audits in cooperation with Finance and Admin Manager and Program Staffs.

Human Resources Related Activities

• Assists in administering team members’ entitlements, allowances, benefits, and incentives.
• Prepare monthly payroll for all FRC staff as per guideline.

Procurement and Administration

• Manage procurement activities at the country office level;
• Prepares and reviews specifications and other necessary documents related to local purchasing of materials, supplies, and equipment based on FRC’s regulations and procedures with the highest possible expected quality;
• Ensures that purchases are made in the best interest of FRC considering best value for money;
• Ensure that proper safety and security mechanisms are in place;
• Maintains fixed asset register and keep a custodian sheet signed by users for property under their custody on regular basis;
• Check the timely fueling, of FRC vehicles and rental vehicle for the country office.
• Check and sign weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all the vehicles in the country office.
• Ensure the appropriate use of utilities, internet, and their bill settlements.
• Ensure the office facilities are in place and their timely repair and maintenance of Furniture, equipment repairs and other utensils.
• Arrange travels, flights, reservations and hotel arrangements for staffs and guests coming to the country office.
• Handles the country office lease and contract agreements and ensures their timely renewal
• Perform any other related duties as assigned by the Finance & Admin.  Manager.

Duration 

• One year contract with possible extension