Finance, Human Resources and Administration Officer 46 views

Three Roots International (TRI) started operations in Ethiopia in January 2017 through a 3-year Memorandum of Understanding, with the Ethiopian Kale Hiwot Church Development Commission (EKHC-DC) in Oromia Regional State in East Showa Zone in Bishoftu Town Administration in Gandgorba Kebele. Together with the EKHC-DC, TRI has sought for several years now to address the complex problem of multidimensional poverty.

TRI is currently registered as a Foreign Charity by the Federal Democratic Republic of Ethiopia with Agency for Civil Society Organizations (ACSO), under Registration No. 4931. The mission of TRI is to cultivate community development and economic capacity by empowering families through education, health, and income generating activities. Through our integrated focus on these three dimensions of life, we strengthen families for flourishing futures.

TRI invites you, the qualified candidate, to apply for the following position.

Department: Operations Support

Required No: 1

Reports To: Country Director

Job Summary: The Finance, HR and Administration Officer ensures smooth finance, HR and administrative/operations support services of the organisation by designing/reviewing/updating robust systems and organizational policies and procedures. S/he is responsible to design/review and implement appropriate finance, HR and operations support services including financial management and internal control, procurement, logistics, property management, etc.  S/he is responsible to compile, generate and submit/share appropriate finance, HR and operations reports to internal and external users in timely manner.

Specific Roles and Responsibilities

The Finance, HR and Administration Officer will:

• Oversee the financial operation of the organization under the guidance of the Country Director;
• Provide input to the improvement and development of appropriate financial management policies, procedures and systems across Three Roots International; Ensure that adequate internal financial control mechanisms are in place;
• Maintain financial information, financial records, donor agreements and staff contracts;
• Prepare and analyze budgets, and make recommendations on expenditures;
• Review and monitor expenditures to ensure that program funds are utilized appropriately by the end of the fiscal year;
• Produce timely and accurate financial reports for the organization;
• Ensure the preparation, accuracy and timely submission of financial reports, such as: Quarterly financial reports of project budgets, expenditures, fund balances, and account balances; Annual project status and financial reports;
• Check and verify all inventories and promote efficient management of organizational assets;
• Provide financial inputs for project proposals, human resource management, logistics, travel and others;
• Responsible for all statutory reporting, including government filings, administrative fees, taxes and audits are completed appropriately and submitted in a timely manner.
• Arrange transfer of funds to the field office per agreed financial guidelines;
• Ensure adequate mechanisms are in place for budget monitoring and review and minimize significant expenditure variances;
• Review accuracy of accounts and fund balances, and carry out periodic checks on financial matters;
• Oversee the HRM and operations management activities of the organization under the guidance of the Country Director;
• Produce timely and accurate HRM and operations support reports for the organization;
• Prepare and analyze HR plan and budgets, and make recommendations on expenditures;
• Review and monitor HR and operations support expenditures to ensure that program funds are utilized appropriately by the end of the fiscal year;
• Provide orientation and training to staff on cost-effective management;
• Plan and coordinate procurement activities and oversea performance;
• Design and monitor proper establishment and maintenance of stores and properties;
• Establish a just recruitment process to build a cadre of competent and committed staff;
• Develop HR management tools in line with Three Roots International policies and standards, including job descriptions, salary scales, performance evaluations, disciplinary processes per TRI policies and protocols;
• Administer employee files for accurate payment of benefits or allowances;
• Review personnel records, staff contracts, leave reports, timesheets, training schedules, travel reimbursement and other related documents;
• Support procurement, and obtain approvals from the Country Director on purchases related to the project;
• Maintain assets list, supervise inventory of store items, and conduct regular verification;
• Create opportunities for staff personal learning and professional development;
• Review project documents, and provide support on forecasting budget;
• Maintain office legal documents including license/registration certificates, TIN document, etc.;
• Follow up on office license registration and renewal, property ownership documents issuance and renewal, etc.;
• Oversee the security of staff and facilities, and maintain up-to-date policies and protocols for organizational care of resources.
• Provide oversight and management of TRI assets, accounts, outsourced information technology equipment, service providers, utilities and subscriptions;
• Design and maintain records for all service contracts including office and space lease, services agreements, etc.
• Supervise, coach, train and evaluate performance of staff under her/his supervision;
• Perform other duties as required.

Required Qualification, Experience & Skills:

• Have at least University Degree in Finance/Accounting, Management, Business Administration or other related disciplines
• Has at least 5 years of financial management, human resources management and operations support services management work experience
• Has excellent MS Office application skills including MS-Word, MS-Excel, MS-Access, MS-Power point, etc.
• Be familiar with computerized accounting and other operations management systems;
• Proficiency in English and Amharic languages; Ability to speak other local languages is desired
• Proven team building, management and motivation experience
• Demonstrated ability to manage staff locally and from distance
• Proven coordination and time management skills
• Proven communication and negotiation skills

Required Travel:

• Occasional travels within project implementation areas