Job by Islamic Relief

IR/INT/EXT/VN/070.23

October 10, 2023

Post Title:                     Finance Officer

Duty Station:              Oromia Regional State, Yabello

Report to:                     Area Coordinator

Salary:                            As per the organization scale

Required:                     One

Duration:                      Five months with possible extension

Introduction: 

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. The office officially started its operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali, Afar and Oromia Regional States as well as in the Addis Ababa City Administration. For more information, please visit our website: http://www.islamic-relief.org/work-with-us.

Job Purpose

The primary responsibility of the person should be handling finance matters related to the institutional donors. The main duties of the persons would include:

1. Facilitate Fund transfer: Review project financial activities against financial plan, prepare Transfer Request Form, Collect fund transfer request from Program Department, Ensure timely transfer letter authorization and delivery to the Bank.

2. Budget Preparation: Collect budget information from different units of the Organization, Review and correct the draft budget, Prepare and compile draft budget for Country Office (Core Admin), Collect draft budgets of the projects, Advice Program Dept in preparing the Budget, Review the draft project budgets, Communicate findings and agree on final version.

3. 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 & with holding taxes and sent to the Bank after payment authorization, Submit copy of letter initialed by the Bank to field Office, Retain copy of letter and collect bank advice for JV preparation, Distribute payroll slip to staff members, Prepare payroll summary for JV and File payroll copy for future reference.

4. Follow-up: Check whether budget originally allocated/approved for purchase request/services required, Present cheque and payment vouchers checking and initial on payments,

5. 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, Handle matters that may arise in relation to orphan 1-2-1 payments and report to Finance Manager,

6. Controlling: Ensure all payments are carried out in accordance with IRW, Donor & Tax regulations. Return any incomplete documents by specifying missing documents, Present for checking and initial

7. Bank Reconciliation: Collect monthly Bank Statement, Collect Bank Account General Leger for the respective month, Reconcile and identify outstanding cheques, payments and deductions, Prepare Bank Reconciliation, Present for checking and approval, Follow up clearance of outstanding items of bank reconciliation

8. Record/Report: Ensure/participate in the daily Recording/posting all vouchers, Conduct quarterly budget variance analysis, Prepare quarterly financial budget performance evaluation report

9. 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 in the department, Ensure Revenue Stamps are affixed to contracts, where applicable, Ensure all documents are filled on daily basis

10. Policy & Procedure: To ensure that that IRE is compliant with the donor Financial regulations – EC, OCHA and British Embassy DFID in the current case. This requires that the person fully internalizes the requirements, orient other employees and follow up compliance, implement financial regulations and tax laws to jobs.

11. Advice: To provide professional financial management advice to the budget holders and programme officers to ensure compliance with donor requirements. This requires that he does close monitoring of the budget utilization. The financial management advice should be provided in a structured way after the production and distribution of reports. This should be done at least on monthly basis involving the primary budget holders.

12. Monitoring: To put in place a system of grant monitoring system which includes robust fund transfer trucking system (IRW-IRE-PAO + Donor-IRE); follow up budget amendments with the donors; Monitor each and every income and expense of the organization, check whether there is formal, reliable and convenient accounting system and procedures, if not so propose better way of accounting procedures for country office as well as project offices.

13. Report: To prepare monthly bank reconciliations on QuickBooks system, prepare monthly financial and budget statements and submit to respective departments, prepare donor financial reports-monthly, quarterly and final- according to donors’ guidelines & within the  time frame, prepare budget versus actual statement for budget authorization purpose.

14. Recording: Check the accuracy of recording of source documents; journalize code and post accounting data, integrating new donors’ budget code to QuickBooks system

15. 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.

16. 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.

Job Requirements

Personal Specification

Formal Education/Qualification

·       Bachelor’s degree in Accounting and Finance with a recognized university. 

Work Experience

·       A minimum of three years relevant experience in humanitarian sector; INGO experience is advantageous

Required Skills/Competencies

·       Experience in closing accounts and undergoing an audit is a benefit

·       Proven skills and knowledge in AX Accounting Information System Software  

·       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 (Oromiffa) is preferable

·       Good organizing and planning skills

·       Ability to manage a complex and demanding workload with flexible behavior

·       Commitment to humanitarian principles and action

·       Willing to travel to the field offices to provide support to the field team in their compliance with donor regulations

Safeguarding and Equal Opportunity

Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose the communities or staff we work with to the risk of harm through our interventions. With a zero-tolerance approach Islamic Relief have a number of related policies that also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to all information children, young people and people at risk have disclosed.

 All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity.

How to Apply

How to Apply:

Application Procedures

·       Interested candidates are required to submit a complete Job application form stated with the duty station that you are applying for with all required supporting documents (copy of credentials and testimonials) through Ethiopia.HR@islamic-relief.org.et.

·       You can access the Job Application Form with this link: http://www.islamic-relief.org.et/wp-content/uploads/2019/03/Employment-Application-form-1.docx. Failure to follow the instructions will invalidate your application.

·       Closing date for the application is October 24, 2023.

·       Due to the high volume of application, we regret that we will be able to contact only the shortlisted candidates.

·      Female candidates are highly encouraged

Post Title:     Logistics and Admin Officer

Duty Station:              Oromia Regional State, Yabello

Reports to:                   Area Coordinator    

Salary:                           As per the organization scale

Required:                     One

Duration:                      Five months with possible extension        

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. The office officially started its operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali, Afar and Oromia Regional States as well as in the Addis Ababa City Administration. For more information, please visit our website: http://www.islamic-relief.org/work-with-us.

Responsibilities Overview

The Logistics and Administration Officer is responsible for managing staffs, handling employee grievances, managing staff benefit, managing staff Annual leave, purchasing, transportation, stock control, warehousing, and ensuring structures are in place to monitor the flow of goods and materials.  S/he coordinates utilization of vehicles, creates routes, supervises drivers, coordinates routine maintenance, and monitors proper utilization of respective budget. Besides, s/he is responsible for managing the provision of clerical, typing, cleaning, security, reception, and other support services for a group of staff in an office or unit or the entire organization.

 Key Responsibilities

1.      In consultation with the Project Coordinator and Country Officer HR, the Logistics and Admin Officer handle employee grievances, disciplinary issues and other administrative problems according to IR policies and procedures and on staff rights;

2.      Manage personnel activities with the technical advice of the HR Coordinator at CO level. 

3.      Prepare staff annual leave plan,  make ready replacements for staff going for leave in advance when applicable and help employees to go to leave as per their plan; Maintain up-to-date record of annual leave and other leaves;

4.      Manage and Maintain records of staff benefits including medical benefits, leave balance, acting allowances etc and advice the concerned.

5.      Coordinates staff development activities of project area offices to perform in-house training through different mechanisms.

6.      Ensures that request for annual staff appraisal is sent before the year ends, follow up on timely submission of the appraisals so that employee’s contracts will be renewed or terminated at the beginning of the next budget year; and Coordinates and supervises the compilation of work performance reports of project area offices in IR.

7.      Sets up sound supply chain and avails means of transport for any request and warehouse space.

8.      Ensures the provision of effective and efficient logistical support services to all units and departments of the organization

9.      Supervises reception and switchboard staff to ensure that there is appropriate cover at all times, and supervises the provision of work processing.

10.  Ensures and monitors procurements are cost effective, timely, up to expected quality level, and in compliance with IR financial as well as procurement and logistics policies and procedures.

11.  Networks and communicates with government, suppliers and other stakeholders concerning logistics and procurement, shares update, proposes innovative ideas, and develops and maintain suppliers’ list; and supports the importation of goods and ensures clearance through customs and delivers goods and services for the field office

12.  Ensures timely availability of vehicle for office need, maintaining the quality, cost as per the standard checklists developed and staff vehicle request are well-organized and coordinated.

13.  Ensures the adherence of IR vehicle management policy, driver rules and regulation are maintained, vehicle service time and maintenance schedules are followed.

14.  Ensures that IRE vehicles are properly maintained through either contracted private services or qualified agency employees and are used for official business, carrying only authorized personnel and no use of vehicles after-work hours.

15.  Monitors and controls vehicles to maximize efficiency in usage of fuel and regular maintenance costs and ensures the maintenance of history jackets of vehicles as per the check list and follows up for its regular update.

16.  Ensures the annual inspection of vehicles, secures insurance coverage; ensures the availability of IR logo on the vehicles and on rented vehicles;

17.  Provides/facilitates logistical support for staff travel arrangements during internal and external travel.

18.  Reviews vehicle log sheet, periodically services vehicles at CO and project offices, and produces monthly fuel consumption report.

19.  Ensures that inventory records are updated upon the arrival of new asset and reports to the Logistics Coordinator; ensures the completeness of the store records, periodically monitoring the store movements.

20.  Supports for the supervision and monitoring of all field office stores, rented warehouses and stock movement activities are in compliance with IR policies and procedures.

21.  Compiles periodic, procurement data, store inventory, logistics support report maintaining with required quality and supports periodic asset inventory.

22.  Produces periodic monthly, quarterly and annual reports as well as other reports on HR matters.

23.  Performs any other duties as may be assigned.

Job Requirements

Personal Specification

Formal Education/Qualification

·       Bachelor’s degree in management, Supply Management, Business Administration, or related fields.

Work Experience

·       4 years of relevant work experience in related positions preferable in INGO/NGO settings.

Personal skills

·       Strategic thinker – proven ability to translate strategic plans into action.

·       Decisiveness with excellent judgement

·       Excellent interpersonal skills – build good relationships with internal and external stakeholders.

·       Excellent oral and written communications in English.  Local language (Afan Oromo) is preferable.  

·       Able to plan, prioritize and organize self and others.

·       Demonstrated ability to lead a team.

·       Ability to manage a complex and demanding workload with flexible behavior.

·       Must have high ethical standards and Able to plan, prioritize and organize self and others.

·       Commitment to humanitarian principles and action

·       Competence in MS Office

 Safeguarding and Equal Opportunity

Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose the communities or staff we work with to the risk of harm through our interventions. With a zero-tolerance approach Islamic Relief have a number of related policies that also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to all information children, young people and people at risk have disclosed.

 All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity. 

How to Apply

Application Procedures

·       Interested candidates are required to submit a complete Job application form stated with the duty station that you are applying for with all required supporting documents (copy of credentials and testimonials) through Ethiopia.HR@islamic-relief.org.et.

·       You can access the Job Application Form with this link: http://www.islamic-relief.org.et/wp-content/uploads/2019/03/Employment-Application-form-1.docx. Failure to follow the instructions will invalidate your application.

·       Closing date for the application is October 24, 2023.

·       Due to the high volume of application, we regret that we will be able to contact only the shortlisted candidates.

·      Female candidates are highly encouraged.

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