Job Description
Background
Inter Aide has been present in Ethiopia since 1988 GC and specialises in the implementation of development programs to help vulnerable rural families to better meet their vital needs. Inter Aide (International NGO) and RCBDIA (Ethiopian CSO) have formed an alliance called ARIA (Alliance of RCBDIA & Inter Aide) and seek qualified personnel to reinforce the administrative and finance function to support the implementation of the alliance’s projects. RCBDIA, created in 2006, has a strong presence in Wolayita zone and, with its local roots, is able to influence institutions effectively on behalf of ARIA.
We are seeking a Senior Internal Audit Expert who is proactive, flexible and able to implement and improve relevant procedures to support the successful implementation of field activities. The main responsibilities are set out below.
Duties and Responsibilities:
Accountancy review
The Senior Internal Audit Expert will review and validate the monthly accounting records (accountancy) of the different projects according to the following method:
- For all coordination databases (Addis, Sodo Admin) and two project databases (selected on rotation each month), all receipts will be checked.
- For other project databases, a focused check will be performed, focusing on a selection of high-level items and complex purchases.
The time required to check and feedback to the Admin Officers and follow up that corrections are made is evaluated at approximately 70% of this role. This includes:
- Accountancy calendar compliance: Ensuring accounting envelopes are submitted and scanned on time, and that remarks raised by the checking are addressed on a timely basis.
- Accountancy checking: Checking and validating that all IAF and RCBDIA’s accounting records (receipts and electronic database) comply with the organization’s Internal Rules and Guidelines.
- Procurement checking: Checking and validating all IAF and RCBDIA’s expenses have been made according to the procurement procedures, including:
- The purchases made and the documentation completed is properly attached and respects each organisation’s thresholds;
- Contract compliance checking: Checking that all contracts the field accountancies refer to, are properly referenced, all invoice prices correspond to the mentioned contract, and tracking is updated for the remaining quantities in the contract (where applicable for framework contracts)
- HR records checking: Checking and validating all IAF and RCBDIA staff expenses are justified with up-to-date HR records – including employment contracts and any amendments, annual leave tracking and that payments are made in accordance with each organisation’s internal rules/procedures manual.
After his/her review, the Senior Internal Audit Expert will ensure that all requested corrections (database edits, missing documentation or signatures…) have been made by checking with each Admin Officer and that the accountancy is fully finalised by the monthly deadline.
He/she is responsible to keeping up-to-date monitoring and reporting tools, shared with Assistant Coordinator and HQ on a timely basis.
Internal audits
The Senior Internal Audit Expert is responsible for performing an internal audit of each project on a quarterly basis, which includes a broad review of the functioning of internal controls and procedures, ensuring documentation is up-to-date and complete, and checking adherence to internal rules/procedures.
The tasks will include, but are not limited to:
- HR files – check all files are up-to-date and complete, and in accordance with internal rules/procedures
- Cash count and banking procedures – spot check
- Framework contract follow-up – check up-to-date and complete
- Analysis of specific expenses – e.g. fuel consumption by car / by project
He/she will prepare a report outlining key findings, recommendations to be implemented, and will monitor this implementation of changes.
Liaison with Inter Aide headquarters
The Senior Internal Audit Expert will liaise frequently with French headquarters team, including:
- provide updates on accountancy review status
- report internal audit findings and progress on implementing changes/recommendations
- Be the primary point of contact to work closely with HQ financial team during donors’ audits.
Country-level financial management
- The Senior Internal Audit Expert will report to the Admin and Logistics Assistant Coordinator, and will be responsible for supporting him/her in the overall financial management in Ethiopia, to ensure that IAF’s financial requirements are met and that the organisation complies with donors’ requirements.
- The Senior Internal Audit Expert is the direct line manager of the Admin Officers (in Sodo and Addis), ensuring that bank management, monthly tax and salary payments, HR management (annual leave requests and tracking/benefits are taken/HR document is complete) and monthly fund requests are prepared to a high level.
- He/she is responsible for the training the Admin Officers, to develop their skills further, based on identification of specific areas of improvement.
- This is an indicative list of key responsibilities, which is not restrictive and may evolve and adapt to the current needs of the projects.
- He/she represents the organizations of the alliance and should as such have a positive, respectful and appropriate behaviour toward all stakeholders he/she might encounter during his or her duties (all ARIA staff, communities, suppliers, officials etc.)
Category: Finance, Administration, Accounting
Under management of: Admin and Logistics Assistant Coordinator and HQ Finance Manager
Summary: To ensure best practices in financial, accounting and administration management.
Job Requirements
Education and/or Experience:
- BA degree and above in Accounting, Finance, Economics, or related fields
- At least five years as Financial and Administration Manager, Senior Auditor or related position
- Previous experience in INGO sector is a plus
Knowledge, Skills, and Personal Qualities:
- Advanced understanding of the Microsoft Office Pack and accounting software (particularly Excel)
- Excellent English language (speaking and writing)
- Fluent in Amharic (speaking and writing)
- Flexible and open minded
- Well organized
- Willing to be based between Sodo with time in Addis each month, and travel regularly to the field
- Willing to work with organisations dedicating their activities to the most deprived populations of Ethiopia.
Applications will be reviewed as they are received and the recruitment can be finalized before the deadline.
Inter Aide France kindly asks that interested candidates submit their CV and supporting documents, work certificate(s)) as well as a cover letter before 29/03/2024 by e-mail at [email protected] with the subject “Senior Internal Audit Expert – FIRST NAME LAST NAME”. In your cover letter, please make sure you state your concrete drivers of motivation (why do you apply to this position?) and to state the strengths and experiences that would make you a strong candidate for this position.
Inter Aide France is committed to achieving a balanced gender distribution and therefore encourage women to apply.
Inter Aide France provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life. Inter Aide France does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. All selected candidates will, therefore, undergo reference checks.
More Information
- Address Ethiopia
