Responsibility:
Under Finance Department
1: High quality accounting for the mission
- Ensure timely dissemination of information about accounting and financial procedures throughout the mission and ensuring they are observed.
- Follow up on base accountancy to ensure correctness of accounting and analytical entries.
- Ensure all bases maintain timely monthly closure and forward monthly financial report as per required deadlines (soft and hard copies).
- Follow up in all bases to ensure verifications of cash stocks and bank accounts according to ACTION AGAINST HUNGER regulations. Physically check the cash count in the capital and on the bases during visits.
- Ensure continuous review of all field financial activities to ensure are in compliance with Ethiopian regulation, the financial rules of ACTION AGAINST HUNGER and funding bodies.
- Provide timely training or capacity building to all field staff to ensure all staffs have required knowledge on ACTION AGAINST HUNGER accountancy, financial procedures as well as donor’s rules.
- Under the supervision of the Deputy CFM, support the coordination team in Accountancy checking process and pre-audit process.
2: Financial and budgetary management
- Ensure finance staff at base level have accurate and update information of budgets and active contracts.
- Support base Finance and Program teams for BFU update.
- Support CFM to draft and consolidate mission BFU, raise alerts when needed and propose any adjustments.
- Ensure all bases have correct and updated Financial Plans.
- Support the base finance team for update of Financial Plans.
- Support CFM to draft and update the Financial Plans of the mission.
- Perform cost analysis and issuing budgetary alerts to CFM when necessary.
- Monitoring financial risks and issuing alerts to CFM when necessary
- Identifying financial risks (exchange rate fluctuations, inflation...), making CFM aware of financial risks in the mission.
- Provide on timely support to all bases to ensure effective and efficiency financial and budgetary management.
- In collaboration with Deputy Finance Manager, prepare and participate in external audits (government or donors).
3: High quality cash management for the mission.
- Ensuring compliance with cash management procedures across the mission i.e. to all bases.
- Follow up the accuracy of Cash forecasting at field level.
- In collaboration with Capital Administrator, monitor the correspondence between cash forecast and the BFU (to all bases), consolidate and analyse the monthly cash forecast for the mission.
- Advice CFM on anticipating treasury risks and resolving difficulties.
- Monitor on timely transfers to the field.
4: Financial collaboration and coordination with mission partners:
- Participating in the process of selecting partners. Provide information to CFM on the financial risk analysis as the basis for selection of a partner.
- Under CFM request, contribute to MoU elaboration with local partners.
- Ensure Financial and budgetary management in the framework partnership with active partners.
- In collaboration with Deputy Country Finance Manager, prepare and conduct internal audit at consortium level.
5: Prevent and manage fraud and corruption
- Under CFM request, conducting internal audit at base and coordination level.
- Identifying risks of fraud and corruption in the mission. Advice CFM on setting up preventive and monitoring mechanisms.
- Take steps to make all ET staff aware of the risks of fraud and corruption.
- Alerting the CFM to cases of fraud and corruption and undertaking corrective action.
- Monitoring and putting in place recommendations arising from the day-to-day control and audit.
6: Management and support to field Finance Teams
- Provide constant technical support to the base administrators and all finance staff in the field.
- Ensure planned, timely and constant field finance monitoring to all bases.
- Support the Finance Team for opening (recruitment, induction, on the job training, gap filling) and closing process of bases.
- Fill any required gap at base or coordination level.
Under Human Resource Department
1 : Provide leadership in the area of activity
- monitoring and analysing HR indicators in his/her zone
- support to Program Managers in the assessment of their needs
- Optimising the HR response for his/her zone(respective base) by analysing indicators, making recommendations and providing information updates to the FC and also at the capital level.
- Making available all HR information needed for the elaboration of projects, training and monitoring Program Managers.
- Ensure to conduct general staff meeting at his/her zone (respective bases) and communicate the outcome to the FC and also at the capital level.
2: Provide Human Resources management
- Implementing and applying the mission's Human Resources policy at base level
- Implementing the mission's Human Resources procedures at base level and monitoring their application
- Social dialogue at base level in collaboration with the Field Coordinator and the Head of Human Resources Department
- Recording data relative to variable elements in staff pay (working hours, advances against salary…) available at base level in the database, forwarding to the capital all information required for the calculation of pay and ensuring that salaries are paid.
- Supervising the HR assistant, in the management and monitoring of social benefits paid out at the unit (sickness benefits etc.) in coordination with the finance department. Ensure to document of medical benefit and others in soft copy.
- Monitoring the hours worked (holidays, overtime…), ensuring that guidelines are respected and keeping Managers and the Head of Human Resources Department informed; Also ensure to keep records of hardcopies of Overtime sheets at the base level and also ensure to send on a monthly bases a copy of OT sheet to the capital level at the time of payroll preparation.
- Supervise/conduct the recruitment of staff in accordance with procedures laid down at mission level
- Insure to induct new employees of administrative issues and human resources; Participate in training new ACTION AGAINST HUNGER staffs about ACTION AGAINST HUNGER Procedures and history;
- Prepare employee Identity Cards and keep record in the staff list;
- Follow-up the staff’s leaves: annual leaves, sick leaves... And ensure to keep track record of written record and send monthly, yearly, quarterly report to HR Capital;
- Set up a follow-up process for equipment on loan; monitor salary advances, loans, and Bonus payments etc;
- Keep a staff list and list of end-of-contract dates for the base’s employees and submit to the Field Coordinator and HR Senior Human Resource Administrator;
- Sort all documents in the local employees’ individual files and check that all files are complete and updated in collaboration with the HR Assistant at the base. And ensure to send all documents (files) to capital level;
- Contributing to the development of the training plan for local employees together with the Head of Human Resources Department and supervising its implementation
- Ensuring that the individual assessment interviews for base staff take place according to the established timetable
- Carrying out disciplinary proceedings and dealing with disputes at the base with the validation of the Head of Human Resources Department
- Providing support to Managers in the resolution of Human Resources problems
3: Setting in place and following up collaboration and coordination in HR with the mission's partners
- Analysing the risks in HR matters and formulating recommendations concerning the selection of partners
- Implementing and monitoring the modes of HR management in the framework of joint projects
- Establishing with the partner the HR aspects of partnership conventions and agreements
- Ensuring that the undertakings of ACTION AGAINST HUNGER and its partners on HR matters are respected
- Playing a role in consolidating the capacities of partners where a need is identified
- at base level, taking full advantage of all innovative practices in the management of partnerships
4: Manage the HR team in the base
- Day-to-day management of his/her team (guidance, follow-up, motivation)
- Evaluating the performance and developing the skills of his/her team members
- Defining the Human Resources needs in his/her area of activity and producing the organisational chart of the base accordingly and in validation with the HR HOD.
- Taking part in the recruitment of his/her teams
- Organising and leading team meetings
- Working out and monitoring individual action plans for team members
- Managing planning operations, task sharing and coordination of work
- Providing for evaluation interviews for team members
- Providing technical support to the teams
- Identifying the training needs of team members
- Devising, organising and leading training sessions
- Managing difficulties in the team
5: Facilitate the transfer of information and documents; Assignment:
- Receive/transfer telephone calls to the persons concerned, note them down in the register and take messages if necessary Arrange appointments;
- Translate administrative documents upon request;
- Look after incoming faxes and ordinary mail and transmit them to the persons concerned after having registered them; type, register and send faxes, mails and letters;
- Photocopy and scan documents; Sort and file documents; Register, copy, dispatch and archive all incoming documents (letters faxes…).
- Perform any duties assigned by your immediate supervisor.
6: Reporting and other
- Prepare monthly report that needs to be consolidated at the capital level on monthly bases.
- Ensure to transmit weekly recruitment status report to the Field Coordinator and all program manager’s at the base level
- Participate and follow up open litigation on the base at the direction of HR HOD and report accordingly.
- Perform any duties as assigned by line manager
Qualifications:
Skills Required: