Finance and Documentation Officer 67 views

JOB DESCRIPTION AND PERSON SPECIFICATION

JOB TITLE: Finance and Documentation Officer

PROJECT: Various

REPORTS TO: Deputy Head of Finance

REPORTING TO POSTHOLDER: None

LOCATION: Addis Ababa

DURATION & HOURS: One year with a possibility of extension

SALARY: GBP 603 (Six Hundred Three Pound Sterling)

Farm Africa is implementing a large number of projects/programmes in the areas of agriculture (crop and livestock), natural resources management and market engagement across Ethiopia. We are increasingly designing and implementing complex and integrated multi-sector projects, some by ourselves and some others in partnership with like-minded organizations in the form of consortium.

Currently, Farm Africa is implementing variety of projects both solely and in partnership with several NGOs with funding received major institutional donors and Foundations. The projects are funded by EU, DFID, SIDA, Norwegian Embassy, the Packard Foundation and others being implemented in SNNPR, Oromia, Amhara, Gambella and Somali regional states.

The aim of the role is assisting the finance team in day to day accounting and ensuring exact placement and proper condition of files which encompasses proper labelling for easy access and keeping safe of financial documents from harm and unauthorized access. This will include recording of transactions in cash and bank books, performing Country office bank book reconciliations, labelling of document box files, keeping track of document movements, enable easy access to files during audit, planning of file storage, receiving of monthly finance files from field, keeping track of completeness of financial documents such as contracts, DIK files, vouchers and payment documents, etc.

Key areas of responsibilities are:

• Work with project and country office finance team in day to day accounting works including recording and preparing Cheque and Cash payment documents.
• Perform Country Office bank book reconciliations and other reconciliations as assigned by the Deputy Head of Finance.
• Set up a robust archiving and documentation system for all financial documents as per Farm Africa and Donor requirements.
• Record the flow of documents to and from finance department.
• Receive financial documents both from Head office and Field finance staff at month-end, such as the monthly cash book documents, beneficiary distributions and Donation-In-Kind (DIK) documents and do proper labelling and filing.
• Maintain and update suppliers’ contract databases both in soft and hardcopies. For hard copy filing, keep a separate Contracts box file with all necessary attachments. The Contract database includes both normal supplier procurement and framework contracts tracking sheets.
• Support in donor grant filing both in soft and hardcopies.
• Support the finance team in partner document filing both in soft and hardcopies.
• Check completeness of financial documents for such as GRNs, invoices, and receipts, etc, and for documents received from respective finance team. For financial documents having missing paperwork/s, update the ‘Missing paperwork tracker’ excel worksheet and make a follow up weekly with the respective staff copying the HOF and DHOF.
• Collect bank statements from Farm Africa’s banks and deliver bank transfer instructions to the banks.
• Perform scanning, photocopying and printing work of the finance department.
• Assist in proper filing of beneficiary documentation / handover sheet and reconciliations in the ‘Grants’ file
• Advise on file storage and space management including destroying old documents in line with organizational and external policies.
• Actively participate in providing documents for internal/external audits.
• Open month-end box-file on the 1st working day of every month and start filing bank reconciliations, journals, and management reports including schedules in an orderly manner.
• Compile weekly cash count reports from field offices and report to the Head of Finance/ Deputy Head of Finance on Monday morning of the following week. Ensure filing of the weekly hardcopy cash counts in the Weekly Cash Count box file.
• Do monthly update of the month-end cash and bank book submission tracker and send the report to the Head of Finance and Deputy Head of Finance on the 5th working day of every month.
• Perform Finance and Logistics Workbook / Pad tracking and send a quarterly update to the Deputy Head of Finance copying the Head of Finance/Deputy Head of Finance.
• Work with other finance team in central filing of organizational documents both in soft and hard copies for documents which are frequently asked by different stakeholders such as donors, governmental units, and Farm Africa HQ. This includes registration documents, licenses, tax certificate, exemptions, etc.
• Ensure Farm Africa’s fraud policies are adhered to all the time.
• Any other duties as required.

These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job related duties as required. All work responsibilities are subject to having performance goals and/or targets established.