Finnish Refugee Council (FRC) is an international non-governmental organisation with Head Office in Helsinki. www.refugeecouncil.fi) FRC advocates for the rights of refugees, displaced populations and migrants, and supports their new beginnings. By reinforcing equality and creating opportunities for everyone to lead a good life, FRC promotes the establishment of stable and peaceful societies.
Education forms the foundation of an equal society, and FRC´s activities in Ethiopia place emphasis on capacity building for the most vulnerable members of societies and supports their active participation within respective communities. At the core of FRC’s work is inclusion of vulnerable groups and therefore, special emphasis is placed on the protection of persons with disabilities, women and youth in all activities.
FRC was registered in Ethiopia and accorded legal status through Registry Number 4184 on 11th of June 2019 as a Foreign Organisation.
Finnish Refugee Council (FRC) External Vacancy Announcement
Position 1 – Finance and Administration Officer
Education: MA/MBA/BA degree in business administration, finance, or related field of studies
Experiemce: Minimum of 4/6 years’ experience working in similar position
INGO experience
Demonstrated experience with developing and managing budgets.
Skills, Attitudes and Attributes
ability to remain highly organized while handling multiple tasks under tight deadlines.
Ability to maintain and apply strong internal controls for finance and procurements.
Relevant skills in automated accounting software systems and database spreadsheets
with a wide variety of professionals and organizations.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of partners and stakeholders.
Integrated knowledge and understanding of human resources concepts, practices, systems, and procedures.
Firm belief in teamwork and gender equality
Interpersonal qualities
Proactive and takes initiative
Position Summary
To ensure all financial and Administration procedures adhere to FRC policies and procedures; ensure FRC South Wollo Field Office financial/Admin/personnel procedures and policies are known and always adhered. Ensure Field Office and CO management get timely and quality financial information and technical support that will help decision making, budget monitoring and financial control.
Specific Duties and Responsibilities
Accounting / Finance
Manage daily accounting and finance functions including the timely recording of transactions, cash management, banking, receivables, payables, and timely submission of bank reconciliation and month end accounting closure tasks (as per FRC guidelines and timelines).
Coordinate with Finance and Admin Coordinator in Addis Ababa to organize & submit Finance supporting documents (Scanned and hard copies) in relevant archives (Share point) according to FRC HQ requirements.
Ensure compliance with relevant country statutory and other financial obligations such as taxes, rates, and statutory returns
Collecting all cash forecasts and requesting funds for the field office in a timely manner
Maintain a continuous overview of funding levels and pay particular attention to shared support costs, including staff salaries
Ensure all required documentation for financial audits in cooperation with Finance and Admin Manager, Program Staff and Field Office Manager
Human Resources Related Activities
Maintains all staff records and HR files in the field office
Assist in the field office staff recruitment process ensuring compliance to hiring procedures as outlined in the HR manual.
Facilitate the field office staff recruitment processes by posting job adverts, collect applications from applicants, administering tests; verifying prior employment by contacting references; scheduling appointments; maintaining records and information.
Maintain tracking system of the recruitment process and compile report on recruitment status and communicate to the Country Office on regular basis
Updates and maintain all records of field office staff members leave and submit to the country office.
Assists in administering team members’ entitlements, allowances, benefits, and incentives.
Maintains field office staff members time sheet and submit to country office on monthly basis.
Assists in administering staff members’ medical reimbursements with the Insurance Company
Procurement and Administration
Manage procurement activities at the field office level;
Prepares and reviews specifications and other necessary documents related to local purchasing of materials, supplies, and equipment based on FRC’s regulations and procedures with the highest possible expected quality;
Ensures that purchases are made in the best interest of FRC considering best value for money
Ensure that proper safety and security mechanisms are in place;
Maintains fixed asset register and keep a custodian sheet signed by users for property under their custody and submit to Country Office on regular basis;
Check completeness and accuracy of vehicle logbooks and put signature every day;
Check the timely fueling, of FRC vehicles and rental vehicle for the field office
Maintain a vehicle scheduling for the field office and advises about the vehicle allocation
Check and sign weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all the vehicles in the field office.
Ensure the appropriate use of utilities, internet, and their bill settlements.
Ensure the office facilities are in place and their timely repair and maintenance of Furniture, equipment repairs and other utensils.
Arrange travels, flights, reservations and hotel arrangements for staffs and guests coming to the field office.
Handles the Field Office lease and contract agreements and ensures their timely renewal
Perform any other related duties as assigned by the Field office Manager.
Position 2 – Finance and Administration Manager
Qualification: Master’s or BA in business administration, finance, or related field of studies
Experience: Minimum of 6 years’ experience for MA holders and 8 years’ experience for BA holders working in similar position
INGO experience
Demonstrated experience with developing and managing budgets.
Experience training and mentoring finance, administration and operations staff
Excellent and proven experience in strategic planning and oversight of human resource management
Position Summary:
As a member of the Senior Management Team (SMT) of FRC Ethiopia and reporting to the Country Director (CD), the Finance and Administration Manager’s (FAM) duties and responsibilities are overarching the whole organization, its current activities and further development in Ethiopia. FAM is responsible for the overall leadership in Financial Management, Human Resource (HR) Management and Administrative work of FRC. The Finance and Admin Manager also has a central role in ensuring together with the SMT and CD, that the planned and existing project and operational budgets are realistic and implementable, and the reporting in compliance with donor requirements and the requirements of Ethiopian authorities and law. FAM also works closely together with the CD to develop required financial and other relevant systems to serve the organizational planning and reporting requirements and supports and guides the SMT and Programs Team in the financial planning, monitoring and reporting of their activities.
Specific Duties and Responsibilities
40% Financial Management and Leadership
as a member of and together with FRC Ethiopia’s SMT, lead the financial management, administration and HR management of the approved development and humanitarian projects and programmes in Ethiopia for their successful delivery.
support and provide guidance on the development of new project and programme budgets and plans.
ensure timely and accurate financial reporting to HQ, partners and donors in compliance with their specific requirements.
lead the development of FRC financial management tools and guidelines and keep them updated and appropriate to their context.
lead the periodic reviews (monthly, quarterly, annual) of organizational expenditure and provide guidance and support to the PM and CD in accurate forecasting of expenditure.
compile and periodically review and revise the FRC Ethiopia Financial and Procurement Guidelines and ensure that they align with the HQ Guidelines/Manuals where possible and necessary.
manage the monthly payroll of FRC Ethiopia staff.
build the capacity of the FRC country and field teams in better financial management by providing trainings and regular support sessions.
lead and manage the Finance and Administration Team in timely, compliant and accurate financial reporting and execution of administrative tasks.
30% Administration and Networks
ensure that FRC Ethiopia is at all times appropriately registered and complying with the Ethiopian authorities’ requirements and laws for INGOs.
ensure that FRC’s procurements are carried out according to the internal guidelines and Ethiopian law.
represent FRC in relevant NGO/INGO and other relevant forums to stay up to date with changes and updates of Ethiopian NGO laws and regulations.
oversee logistics and procurement activities across the organization.
liaise with FRC appointed legal representative for appropriate advice and support when required.
30% HR Management
ensure FRC Ethiopia HR Manual is adhered to across the organization.
identify needs and gaps in HR policies and lead the periodical reviews of the same.
together with the SMT, periodically review the staff job descriptions and salary scales as described in the HR Manual
support the development of staff development resources by identifying capacity building needs, and appropriate resources to meet them.
manage recruitment processes as per the FRC HR Manual
lead and support the line managers in timely execution of performance management process.
represent FRC in relevant NGO/INGO HR forums on Human Resource Management
Perform any other related duties as assigned by the CD.
Skills, Attitudes and Attributes
ability to remain highly organized while handling multiple tasks under tight deadlines.
Ability to maintain and apply strong internal controls for finance and procurements.
Relevant skills in automated accounting software systems and database spreadsheets
Excellent interpersonal skills and experience establishing and maintaining good relationships with a wide variety of professionals and organizations.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of partners and stakeholders.
Integrated knowledge and understanding of human resources concepts, practices, systems, and procedures.
Excellent planning, organizational, analytical and decision-making skills
Firm belief in teamwork and gender equality
How To Apply:
Interested and qualified applicants should fill the FRC form linked below:
Application Form For Position 1 – (Finance and Administration Officer)
https://kebenajobs.com/wp-content/uploads/2023/03/Application.docx
Application Form For Position 2 – (Finance and Administration Manager)
https://kebenajobs.com/wp-content/uploads/2023/03/FRC.docx
, CV and cover letter only) shall be sent by email to recruitment.ethiopia@refugeecouncil.fi by 13th March, 2023
Please refer in the subject line of your email to the following code: FRC/ADD/FAM/03/23
Important Note: – Strictly follow the instructions. Applications that do not follow the instructions of the application process will not be considered.
Women candidates are strongly encouraged to apply.
To apply for this job please visit L.