Post Title: Project Finance and Admin Officer
Duty Station: Arba Minch University, Arba Minch, Ethiopia
Salary: As per the project scale
Required: One
Duration: 6 months with possible extension for 18 months
Introduction:
Arba Minch University (AMU) is implementing newly granted European Union Skill Initiative for Africa (EU-SIFA) Fund Window III project named Job Opportunity for Female Employability through Adoption of Proven Enset Technologies (JOB-FEET). SIFA is funded by EU and Germany government under implementation of Africa Union Development Agency (AUDA-NEPAD). JOB-FEET project is lead by Arba Minch University, which will be implemented in in three regions; South Ethiopia, Central Ethiopia and Sidama to benefit more than 1500 beneficiaries in collaboration with Lucy Enset PLC and Arba Minch Polytechnique and Satellite Institution. Hence, AMU is interested to hire competent Project Finance and Admin officer contractual bases.
Job Purpose
The primary responsibility of the person should be handling finance and admin matters at office & field level. The main duties of the persons would include but not limited to:
- Record/Report: Ensure/participate in the daily Recording/posting all vouchers, conduct quarterly budget variance analysis, Prepare quarterly/milestone financial budget performance evaluation report.
- Budget Preparation: Collect budget information from finance units of the Organization, Review and correct the draft budget, Prepare and compile draft budget, Review the draft project budgets, communicate findings and agree on final version.
- Payroll preparation: Check Employment Contract file for new recruits and termination of contract, Check temporary employee file for new recruit and renewal of contract, Check status of staff Provident Fund - PF entitlement after probation period, Present Payroll for checking and approval, Prepare letter for salary payment/ transfer to savings accounts/letter to banks for CPO for Income tax & withholding taxes and sent to the Bank after payment authorization, Submit copy of letter initialed by the Bank, Retain copy of letter and collect bank advice for JV preparation.
- Follow-up: Check whether budget originally allocated/approved for purchase request/services required, Present cheque and payment vouchers checking and initial on payments,
- Ensure cheques/authorization letters are signed, Ensure cheques are timely collected/CPOs purchased from the Bank are sent to payee, Verify and ensure expense are within budget, Check and verify against previous payments.
- Controlling: Ensure all payments are carried out in accordance with project standard & Tax regulations. Return any incomplete documents by specifying missing documents, Present for checking and initial
- Bank Reconciliation: Collect monthly Bank Statement, Collect Bank Account General Leger for the respective month, Reconcile and identify outstanding cheques, payments and deductions.
- Documentation: Ensure payrolls/JVs., PVs. are signed and filed, ascertain payment vouchers supporting documents are complete, Ensure timely printing/availability of financial documents, Ensure copies of contracts (employment/purchases/services) are available, Ensure all documents are filled on daily basis
- Monitoring: Follow up budget utilization; Monitor each and every income and expense of the project, check whether there is formal, reliable and convenient accounting system and procedures.
- Report: To prepare monthly/quarterly/milestone based bank reconciliations, financial and budget statements and submit to respective supervisor, prepare grantor financial reports-monthly/milestone, quarterly and final- according to funder`s guidelines & within the time frame, prepare budget versus actual statement for budget authorization purpose.
- Recording: Check the accuracy of recording of source documents; journalize code and post accounting data.
- Audit: Assist external/Internal auditors to facilitate their work on auditing, take the necessary audit recommendation/adjustments to be incorporated in the following accounting period.
- Follow-up: Follow up timely submission of financial documents from field/partners, give professional assistance to field staff, review & examine take corrective action, orient & train field staff.
- Administration: Handle the overall office activities facilitating workshops, processing procurement, communicating stakeholders, writing/issuing letters, organizing office set-up & handling office resources, arranging logistics for field trip and any other responsibilities given by project coordinator.
Qualification
Formal Education/Qualification and Work Experience
- Bachelor’s degree in accounting and finance from a recognized university with a minimum of two years relevant experience in finance; project experience is advantageous.
Required Skills/Competencies
- Experience in closing accounts and undergoing an audit is a benefit
- Proven skills and knowledge in excel and IBEX/Peachtree
- Proven experience in grant monitoring
- Excellent interpersonal skills – builds good relationships with internal and external stakeholders
- Good verbal and written communication skills in English and local language (Amharic)
- Good organizing and planning skills
- Ability to manage a complex and demanding workload with flexible behavior
- Willing to travel to the field offices to provide support to the field team in their compliance with donor regulations
Required Skills
- Accounting
- How to Apply
Interested applicants are invited to send application letter, a non-returnable copy of their CV, and credentials in 3 working days of the announcement of this vacancy in one PDF file through:
Or
Apply in person at Arba Minch University Office of Vice president for research and community engagement from 8:30 to 6:00 AM in morning and 2:00 to 4:30 PM in afternoon
APPLICATION DATES:
From September 9– 12/2024 (ጳጉሜ 4 - መስከረም 2/2017 ዓ.ም) before 5:00 P.M of the last date.