Finance & Operation Officer 99 views1 application

Professional Alliance for Development (PADet) is an Ethiopian civil society organization which runs various humanitarian & developmental programs at community level in Ethiopia focusing on Sexual Reproductive health &HIV/AIDS, Child safeguarding & development, Gender Equality and Women empowerment and Sustainable Food System  &Livelihood promotion programs empowering vulnerable women, children, and youth in North Wollo Zone, South Wollo Zone, Awl Zone, South Gojam ,South Gondar zone ,Wagmera zone – Amhara Region, Afar Region, North Shoa Zone, Jima/Kersa – Oromia Region and Addis Ababa. PADet has been operating since 1998 in partnership with various International Donors, Regional Governments, National CSOs and the communities.

Professional Alliance for Development (PADet) is one of the implementation Partners implementing the ECA/Empowering Community Activities/ project in eight Woredas of South Wollo, North Wollo and Wagmera zones of the Amhara Region.

Job Summary:

The Finance and Operations Officer will be responsible for managing the financial and operational efficiency and effectiveness of the organization. This role requires a strategic thinker with strong analytical skills and the ability to lead and improve financial and operational processes. The Finance and Operations Officer will work closely with senior management to support the organization’s strategic goals and ensure compliance with financial regulations and operational standards.

Responsibilities

• Ensure that the project has effective financial systems, controls, and processes in place that are effectively and efficiently used throughout; Coordinate and develop accounting, financial monitoring, and reporting systems
• Prepare periodic financial reports and submit them to donors/Project HOPE/ and also different stakeholders as per the requirement.
• Ensure that the project operations regarding finance and disbursement are carried out according to the procedure in the implementation manual, Organizational policies, and donor requirements
• Ensures that financial spending is done as per the budget and permitted amounts for line items and that available funds are released quarterly following the timely submission of proper financial statements
• Checks the completeness of invoices and supporting documents prepare payment voucher and passes it to for verification.
• Prepare cheques and letter of transfer and petty cash for Disbursements according to the agreed action plan and follow up the signing of cheques by authorized officials and issues to the appropriate person.
• Prepare payroll for employee and payment of income tax, pension, pension fund and provident fund to necessary Authority.
• Prepare Budget vs. actual and present to Finance Head or Donor and ensure budget control in place
• Assists in preparing annual and quarterly budget plan
• Request for VAT refund to USAID/ Project HOPE as per USAID requirement
• Ensure and follow up budget transfer to the coordination office as per the request from field office.
• Understand, be familiar with and apply system security and safety procedures and requirements to protect the completeness, accuracy and integrity of accounting data and information.
• Develop and implement accurate cash management strategies and undertake the approval of expenditures for staff, suppliers, and other external parties; Manage cash flow and preparation of pipelines for review by project coordinator and program manager to ensure availability of funds for the implementation of program activities for all Intervention Areas of the project.
• Examine financial data, including that related to procurement, for accuracy and compliance with EH and donor policies and procedures and plan for and facilitate compliance checks and external and internal audits in collaboration with the Regional Finance Manager.
• Manage, maintain & update Fixed Assets Inventory List by ensuring appropriate, accurate and complete accounting
• Check and authorize entries for correctness – for coding and posting to the QuickBooks ledger system ensuring accuracy and prompt processing into the various accounts.
• Ensure timely and proper filing, maintenance and custody of accounts records & documents in defined area of work for ease of reference and retrieval; Review of all staff accountabilities and claims or refunds; Review of all cheque payments and approval of respective journals.
• Vet and review invoices and other payment vouchers prior to submitting them for approval ensuring accuracy and correctness and that amounts due and payable are indicated on the invoices; Keep proper record of all prepayments, accruals and related accounts.
• Oversee the generation and analysis of monthly financial reports for the project and ensure that advance requests are timely submitted to the donor.
• Prepare for and attend to the needs of internal and external auditors by way of participating in pre-audit meeting, prepare audit schedules as per checklist made available and any other pertinent supporting analysis; Ensure audit preparedness from all units prior to external audits.
• Be responsible for the implementation and clearance of audit issues & recommendations, both internal and external.
• Check and ensure that all monthly tax payments, statutory & regulatory deductions & other returns etc are accurate & complete as well as they are remitted in time. If any follow-ups are necessary, they are done in time; Ensure timely preparation of tax returns & other forms to tax authorities for review by the Regional Office prior to submission.
• Provide training and technical assistance to the finance officer and provide supportive supervision to the coordination office
• Manage and perform other duties as assigned by the supervisor

Position Grade:  VIII

Report to: FGAD

Duty station: Head Office