Finance and Administration Officer (part-time) 118 views1 application

Water Witness leads action, research, and advocacy for a fair water future where all people can access the water needed to thrive, and are protected against floods, drought, pollution, ecosystem degradation and water conflict.

We stand with those at the sharp end of the global water crisis to shine a light on its impacts, to understand its root causes and to activate an effective response. We work with trusted local partners to trigger social justice and to ensure sustainable management and equitable use of water, the world’s most precious resource.

Over the past decade our team have been on the frontline: working to improve water security for over 1 million vulnerable people, driving improved policy, practice and investment, building new approaches and communities of practice, and holding duty bearers to account for improved performance on water.  Our hands-on field experience is backed up by cutting-edge research and global analyses, and this provides us with a clear understanding of the action needed to deliver on the water-related Sustainable Development Goals.

Our new 2030 strategy builds on our track record as a dynamic NGO which unlocks improved water resource governance and water security for vulnerable communities.  In the decade ahead we will work with our partners to focus on the following five imperatives:

• Accountable governance: to implement effective and equitable water policy and law
• Progressive financing: to unlock funding and financial incentives for water security
• Redefining corporate responsibility: to transform private sector behaviour for shared water security
• Confronting climate chaos: to prevent catastrophic water shocks and build resilience
• Activating people power: to trigger political, social, and economic change for water security

Having secured investment to deliver our strategy we are now seeking qualified individual to support our office in Addis Ababa with efficient financial management and administrative services. The Finance and Administration Officer will support the successful delivery of our Ethiopian programmes, and will contribute to successful delivery of our strategy and further establish Water Witness as an innovative, world-changing organization.

Travel: This post may require travel to field locations within Ethiopia

Term: Part-time (50%), 2-year contract, extension subject to performance and funding

Job Summary and Purpose

This is a part-time, financial and administrative support role within a people focused NGO, which will place the successful applicant at the heart of a vibrant team that strives to ensure that economic and social development in Ethiopia is based on the sustainable and equitable use of water in a rapidly changing environment.

The Finance and Administration Officer is responsible for ensuring transparent financial accounting and efficient office administration activities contributing to the achievements of Water Witness’s overall objectives.

S/he is responsible for planning, implementing, controlling, reporting on, and keeping track of programme, project, and office budgets. This includes administrating all processes related to procurement, salaries, banking, and financial reporting to the Government of Ethiopia, Water Witness UK, and our financiers and donors. S/he is also responsible for maintaining accurate and complete records in accordance with International Public Sector Accounting Standards (IPSAS) and WW’s Accounting, Financial Policies and Procedures.

• We are seeking a qualified individual with the skills and dynamism needed to support the
• delivery of complex multi-stakeholder water stewardship implementation and learning
• programmes in Ethiopia, whilst also providing financial and administration support to the
• Alliance for Water Stewardship across Africa. The post-holder will support value-for-money
• performance across these and other work streams. An ability to establish and maintain
• effective, reliable, and transparent financial management system is essential.
• The post holder will be based in Addis Ababa and may be required to travel to case study sites
• across Ethiopia to perform financial audits, trainings, and workshops. We are looking for someone
• who has excellent accounting, administrative, organisational and communication skills (including in
• English), with the energy, and confidence to work efficiently with minimal support. WATER WITNESS FINANCE AND ADMINISTRATION OFFICER | CANDIDATE PACK

Duties and responsibilities

The Finance and Administration Officer will be part of Water Witness Ethiopia team and will contribute to the efficient and high-quality delivery of our programmes, which are co-owned by partners and managed adaptively to maximise positive impact for our beneficiaries.

Specific responsibilities include:

FINANCE

• Financial management in alignment with internal policies, ensuring statutory compliance to fulfil all of WW obligations (taxes, and other government statutory payments).
• Ensure effective communication of financial policies and procedures within the organization, and with other stakeholders.
• Set up and maintain financial systems in accordance with Water Witness and donor regulations and policies.
• Ensure transparent and efficient communications on all activities, budgets, and reporting processes towards Water Witness Headquarters in the UK.
• Prepare timely quarterly budget and remittance requests for submission to Water Witness Headquarters in the UK.
• Track and monitor organisational, office and project income and expenditures, payments, and transfers of funds.
• Prepare and track purchase requisitions.
• Check requests for funds before release.
• Check travel and expense statements of staff for approval by the Regional Programme Manager.
• Prepare timely financial reports.
• Prepare monthly management accounts, financial statements, invoices, monthly bank reconciliation statement.
• Conduct monthly financial analysis to identify and resolve issues, gaps, or variances.
• Develop financial charts that accommodate specific needs of donors and maintain subsidiary records for each project.
• Manage financial audits and organise all necessary documents, charts, proof, contracts etc as needed for each audit.
• Ensure all financial transaction analysis codes and account codes are set using Water Witness’ chart of accounts.
• Check and verify the accuracy and validity of invoices/documents submitted for payment; record invoice and arrange payments.
• Prepare and settle payment requests in accordance with agreements and from appropriate funds, grant periods, and in line with budget line items.
• Monitor all financial activities including payroll, petty cash and bank accounts, bank reconciliation statements, taking responsibility to ensure accuracy and timely action.
• Design and use sound internal financial control system, to safeguard assets, records, and documents of the organization.
• Responsible for financial management of the project, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers, cash payments.
• Prepare and process travel arrangements and reimbursements.
• Develop, coordinate, and maintain record keeping systems for physical and electronic files and records.
• Work closely with other project staff to meet the needs of the project in a timely and accurate manner.
• Perform other duties as assigned within the contracted time allocation (4 hours a day/20 hours a week).

ADMINISTRATION

• Administrative management in line with internal policies, ensuring statutory compliance to fulfil all Water Witness’ obligations (e.g. NGO registration/ reporting).
• Provide administrative support in accordance with Water Witness policies and regulations, including assisting in and preparing bookings, bidding procedures, contracts of experts/ external consultants and ensuring documentation of the procedures.
• Provide logistical and communications support in line with project plans (workshops, training, scheduling, and organizing meetings and travel logistics for staff etc.).
• Organize and maintain project files and databases, including official correspondence with government, compliance documents & correspondence.
• Monitors the availability of office supplies and carries out procurement in accordance with guidelines.
• Ensure team are all versant with internal policies and that WW Ethiopia demonstrates compliance with Health and Safety and Safeguarding Policies.
• Perform other duties as assigned within the contracted time allocation (4 hours a day/20 hours a week). WATER WITNESS FINANCE AND ADMINISTRATION OFFICER | CANDIDATE PACK

Key working relationships and logistical arrangements

The successful applicant will be part of the Water Witness Ethiopia team, at our offices in Addis Ababa. S/he will work closely with the Regional Programme Manager to shape the organisation’s financial, human-resources, and administrative operations in Ethiopia. They will be responsible for supporting high impact delivery by our teams and partners based in Ethiopia and regular travel will be required. Other key working relationships include:

•  Water Witness Business Manager, HQ, UK.
• National Research Coordinator, Water Witness, Ethiopia
• Technical Officer, Water Witness, Ethiopia.
• Programme stakeholders (CSOs, Companies, Ethiopian Government, Charities and Donor Agencies)

Person Specification

The successful applicant will be able to demonstrate the following:

Experience and qualifications:

Essential

• An undergraduate degree in Accounting or relevant fields.
• At least 5 year’s relevant experience, working with donor funded programmes at NGOs, CSOs, Charities or similar types of organizations.
• Hands-on experience in computer-based accounting systems, such as Quick Books, and knowledge of IPSAS.
• Solid knowledge of accounting and civil-society regulations in Ethiopia.
• Meticulous attention to detail and excellent analytical skills.

Desirable

• Good understanding and experience of the water, climate, or natural resource sectors, and in corporate engagement and standards for sustainable development.
• Experience in Human Resources Management and communications. Skills and attributes:

Essential

• Effective team worker with a “can-do” attitude.
• Ability to work effectively with diverse groups of people and to maintain effective working relationships.
• Able to plan, organise and work independently, as well as within a team environment.
• Excellent communicator, both as a speaker and author in English and local languages.
• Strong organisational skills and able to focus on multiple tasks on the multiple tasks at the same time.
• Able to deliver quality results in a timely manner.
• Excellent degree of competence in using IT tools, and working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office).
• Excellent attention to detail.
• Accurate typing, spelling, punctuation, grammar, and data entry skills.
• Trustworthy in handling confidential data and information.
• Concrete experience in the supervision and preparation of internal controls or external
• A car driving license would be desirable. WATER WITNESS FINANCE AND ADMINISTRATION OFFICER | CANDIDATE PACK