Finance and Administration Manager

Job Description

Chaya Humanitarian Organization (CHO) is a non-political, impartial, independent, and non-profit-making organization established on October 26, 2021, and registered by ACSO as a Board led organization bearing certificate No. 5874. CHO is working to improve the livelihood of the target communities by providing humanitarian services of the highest possible quality in an equitable manner toward achieving sustainable development.

Reports to: the Executive Director

Position description

The Finance and Admin Manager will be responsible for overall financial management, including budgeting and monitoring of project expenditures; financial reporting and auditing; forecasting expenditures; and maintaining and supervising the organization’s accounts, books of accounts, banking and financial operations, and all administrative work. He/she will advise the Executive Director and PM on all financial aspects of project operations in line with CHO and Government rules and regulations.

Roles and Responsibilities

• The Chaya Humanitarian Organization Finance and Admin Manager, amongst others, will have the following main duties and responsibilities.
• Ensure proper financial procedures and systems are operated and maintained in the organization.
• Participate in budgets, amendments and forecast preparation and follow-up budget utilization.
• Prepare financial reports to management, donors, and concerned government bodies.
• Supervise and appraise financial, admin, and other support staff and provide support, training, and advice as required.
• Ensure proper internal rules and regulations are in place for efficient and effective management of Chaya Humanitarian Organization’s human resources;
• Ensures that Staff Administration Manual is implemented and periodically reviewed;
• Ensures that the properties of Chaya Humanitarian Organization are kept in good order and properly utilized;
• Ensure effective information communication/ flow to all concerned is established;
• Involves in the Management Committee meetings and decision-making process.

Specific Duties:

Financial procedures, systems, and compliance

• Ensure proper financial procedures and systems are operated and maintained at all CHO locations.
• Ensure compliance with the financial policies and guidelines of CHO
• Maintain, and monitor internal controls at all Chaya Humanitarian Organization locations.
• Ensure compliance with government regulations in respect of financial and other matters (e.g. taxation)
• Ensure compliance with the financial and other requirements of donors.

Budget preparation and Follow-up

• Prepare budgets, amendments, and forecasts by working with Executive Director and other relevant staff members.
• Monitor ongoing levels of expenditure on individual programs/projects against budget and provide timely advice of likely over or under-utilization of Budget.
• Prepares plan and budget for the department;

Expenditures and Accounts

• Prepare and reconcile the monthly payroll and make sure that they are supported by a properly completed time sheet as well as contracts of employment.
• Ensure that all payroll taxes are promptly paid and that provident and severance pay funds are timely deposited.
• Make sure that all financial transactions are supported with relevant documents and all expenditures are properly coded.
• Reconcile all bank accounts and cashbooks to actual cash counts, and investigate and resolve any discrepancies.
• Make sure adequate funds are available to meet programs/projects requirements by timely – settling expenditures with donors, preparing expenditure estimates (if requested for fund transfer), and submitting as well as following up on fund transfer requests.

Human resources Management;

• Ensures that Chaya Humanitarian Organization’s employees respect working hours;
• Ensures that Staff Performance Appraisals are undertaken regularly;
• Ensures that Staff Administration Manual is put in place and periodically reviewed;
• Ensures that the Strategic and Individual Training Needs of employees are periodically reviewed and met;
• Forwards recommendations to the Executive Director and Program Manager to ensure fair allocation of training, workshops, symposiums, etc., for GPFE staff

 Materials and Vehicles Management

• Ensure that proper purchasing policies and procedures are in place and make sure that the right types and quality of goods and services are purchased, with reasonable competitive price, from the right place, on the right time;
  Supervises property utilization and management to promote efficient and effective utilization;
  Ensure that the vehicle policy of Chaya Humanitarian Organization is put in place and manages the vehicles and drivers of the organization effectively and efficiently ;
  Facilitates and provides the necessary administrative supports to CHO project offices;

 Information/Communication

• Ensures that improved access to Information and Communication Technology (ICT) is available to Chaya Humanitarian Organization staff, in collaboration with the Program Manager
• Co-operates with all department heads to enhance vertical and horizontal communication instructions in order to improve internal communications;
• Ensures that proper archives and filing systems are in place for correspondence according to program, support functions and actors;

Reports

• Close accounts monthly and prepare status report for management.
• Prepare financial reports in line with donor reporting requirements
• Prepare financial reports to local authorities in line with their reporting requirements.
• Prepares quarterly and annual reports of the department;
• Prepare annual financial statements and get the accounts audited.

Supervision/Monitoring

• Pay regular visits (for monitoring and audit purposes) to various locations where accountants and stocks are maintained.
• Supervise and appraise financial as well as other support staff, and provide assistance, training, and advice as required.
• Undertake other duties as determined necessary by the Executive Director.

Job Requirements

• Bachelor’s or Master’s  degree in Business Administration, Finance, Accounting, Management, and related fields from a recognized university
• At least five years of related work experience
• Experience managing finance and administration operations and reporting functions
• Demonstrable proficiency with Microsoft Word, Excel, PowerPoint, Access and other accounting tools
• Strong analytical and problem so problem-solving ability to read, analyze, interpret and apply general technical instructions and procedures
• Excellent written, oral, and organizational skills
• Flexible and creative self-starter who can work both independently and within a team
• Experience with payroll systems is a plus
• Prior experience in a non-profit environment is a plus
• Knowledge of generally accepted accounting principles related to non-profit organizations is a plus
• Strong analytical, communication, and computer skills.
• Understanding of mathematics and accounting and financial processes.
• Excellent communication skills, both verbal and written, in English, Afan Oromo, and Amharic are a plus