Finance & Administration Team Leader

at Danish Refugee Council
Published August 28, 2022
Location Gambella, Ethiopia
Category Finance  
Job Type Full Time  

Description

INTRODUCTION

 

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009. With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

 

The overall purpose of the role, responsibilities & tasks:

 

The Finance and Administration team leader will facilitate the efficient and effective financial and administrative management of the DRC operations in Gambella field office. The Finance and Administration Team Leader will ensure compliance with all DRC finance and grant compliance matters in close collaboration and guidance of the Support Services Manager and Area Manager.

 

S/He will be responsible for budgeting, financial planning, and reporting and be an audit focal point at the field level, for smooth functioning of the finance, as well as assuring linkages with other departments and country-wide. He will also be responsible for monthly bank reconciliation; monthly cash book closing and cash projection for the program for the smooth functioning of the finance operation in the Gambella field office.

 

RESPONSIBILITIES AND TASKS

 

Ensures efficient financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, and ensuring the production of appropriate financial reports for internal and external clients)

With support from the Support Services Manager in Gambella and the Finance team in Addis, ensures high-quality accounting (including overseeing day-to-day accounting, and managing the year-end audit process)

Perform all DRC Gambella financial movements in accordance with DRC and donor’ rules

Prepare and distribute monthly expenditures reports on project and program level, in supporting the program managers.

Contributes to Master Budget inputs in collaboration with the Support Services Manager

Responsible for the monthly financial review and BFU rebooking, quarterly and annual DRC and donor reports preparation at field level, supported by Support Services Manager

Implement financial policies and procedures according to the DRC OH and the local law.

Responsible for training and provision of support to program staff in understanding financial obligations and minimum requirements.

Establish the cash requirements, and maintain adequate cash levels and related cash controls

Produce bi-monthly reporting and reconciliations for the field office and ensure that monthly cash books are submitted to CO on time every month

Ensures that the Gambella field office compulsory tax and social-security payments are made to all relevant government bodies

Maintains proper filing systems of financial documents, scan and burn on CDs those monthly financial reports to be forwarded to CO.

Maintains an electronic monthly cash book and performs daily and weekly cash reconciliation of cash book; Ensure that accounting records are kept updated, are reliable, and are maintained according to DRC accounting practices;

Manages cash balances to ensure that sufficient balances are maintained for ongoing activities while preventing too high balances to avoid incurring high exchange rate charges.

Update monthly staff payroll for deduction for advances, and keep track of clearing all outstanding;

Supports payment to service providers, suppliers, and contractors, and clearance of advance of procurement team against a “Goods Received Note’’

Ensures that all documents relating to financial transactions and donor contracts are properly filed in order to facilitate their retrieval and to safeguard DRC’s financial interest.

Supports coordination and preparation of bi-Monthly cash requests in coordination with relevant program staff, forwarding it to CO in a timely manner.

Reports immediately on all cases of financial mismanagement, such as theft, corruption, or non-adherence to DRC financial management rules.

Supports the production of timely and accurate encoding of all financial movements and the preparation of monthly budget monitoring reports

Work closely with the Support Services Manager in the monitoring of monthly financial reports/BFU for all grants and provide feedback to the program team or the management.

Work closely with Support Services Manager on regular budget reviews (monthly, quarterly annually)

Line managing the Finance Officer and Finance Assistant/cashier and conducting an annual performance review of the finance teams.

Supervise the daily task of Finance teams

Administration and HR

 

Line manages, finance, HR staff, support staff (cleaners, guards, drivers), or covering for supply chain, admin & HR tasks directly, where dedicated staff is under recruitment or resources are limited.

Oversee efficient Human Resource management of both DRC contracted employees and incentive-based workers.

Ensure full implementation and adherence to all DRC internal policies and procedures as well as local law regulations.

Oversee staff Development plan and implementations.

Oversee HR procedures based on the global people policy, including recruitment, development, performance, contracts, well-being, and people planning.

Act as DRC Code of Conduct focal point, including training and implementation.

Lead in the preparation of recruitment plan and oversee recruitment processes ensuring compliance with hiring procedures as outlined in the HR & Administration Manual

Ensure and arrange formal inductions and orientation sessions for new employees

Maintain recruitment tracking system and compile a monthly report on recruitment

Maintain an updated job description database

Oversee leave and R&R management, maintain leave tracking ensuring complete documentation for all staff movement

Ensure the performance management system is implemented and completed on time

Oversee all aspects of maintaining the DRC guest house, office compound, and DRC leased houses

Perform other duties as assigned

All DRC roles require the post-holder to master

 

DRC’s core competencies:

 

Striving for excellence: You focus on reaching results while ensuring an efficient process.

Collaborating: You involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while aiming for innovation.

Communicating: You listen and speak effectively and honestly.

Demonstrating integrity: You act in line with our vision and values.

Experience and technical competencies: (include years of experience)

 

Minimum of 3 years of experience in finance and administration, preferably with an international humanitarian organization.

Demonstrated organizational skills and ability to work in complex and difficult circumstances.

High level of personal initiative, analytical skills, and proactive problem-solving.

Demonstrated people’s management skills. Strong interpersonal skills and ability to develop and maintain working relationships across the organization. Be a team player

Cultural sensitivity, commitment, and understanding of the values of DRC. Good interpersonal and communication skills.

Commitment to learning and implementing organizational policies and procedures

Proven ability to prioritize tasks and meet deadlines

Proficiency in MS Office package is a must

Previous experience in refugee and humanitarian context with International NGOs, UN agencies, line ministries, and/or local authorities in humanitarian settings

fluency and capacity to write in English and Amharic are required

Knowledge of local language Nuer or/and Anyuaa language (spoken) will be an asset.

Cultural sensitivity, and commitment, and understanding of the values of DRC. Good communication skills.

Proven ability to prioritize tasks and meet deadlines.

Education: (include certificates, licenses, etc.)

 

Bachelor’s degree or higher in Business Administration, Finance, Accounting, or other relevant fields from a recognized institution

Languages: (indicate fluency level)

 

Excellent proficiency in written and spoken Amharic and English

 

How to apply

 

Interested candidates who meet the required qualifications and experience are invited to submit an updated CV and cover letter explaining their motivation and why they are suited for the post.

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