Admin, HR and Finance Officer – HelpAge International

Accounting and Finance, Admin, Secretarial and Clerical, Human Resource and Recruitment

HelpAge International

We believe that the contribution older people make to society is invaluable. Yet older people remain some of the poorest and most neglected in the world. We are committed to helping them claim their rights, challenge discrimination and overcome poverty.
Our vision and mission

Our vision is of a world in which all older people can lead dignified, active, healthy and secure lives.

We work with our partners to ensure that people everywhere understand how much older people contribute to society and that they must enjoy their right to healthcare, social services and economic and physical security.
Our values

We believe that "age helps" – a position which puts the experience of older women and men at the centre of our work. This guides the type of programmes we run, the way we develop our advocacy work and the way we communicate.

Our values and the way we behave are:

    Supportive
    Optimistic
    Expert
    Committed

How we work

    We put older men and women at the heart of our work, involving them in programme design, implementation and review.
    We work in partnership with like-minded organisations.
    We provide services where governments are not.
    We respond to emergencies quickly and effectively.
    We develop ways of improving older people's lives by monitoring our programmes.
    We persuade policy makers to address ageing issues.

Ethiopia is the second most populous country in Africa with a population of nearly 90 million. Despite having good economic growth, it remains among the 10 poorest countries in the region.

HelpAge began working in Ethiopia in 1992 and works with 20 local partners to support older people.

HelpAge’s priority programmes include income security, social care and support, inclusive health and wellbeing, emergency response and resilience building.

Background

HelpAge International helps older people claim their rights, challenge discrimination and overcome poverty, so that they can lead dignified, secure, active and healthy lives. Our work in over 75 countries is strengthened through our global network of like-minded organisations – the only one of its kind in the world.

Job purpose: Finance, HR and Admin Officer, working closely with the project staffs, Finance, HR and Support Services staff at country office, is responsible for  managing HelpAge International’s financial, human resource and administrative systems;  assist on financial monitoring and reporting; verify  sub-contracting, consultant contracts and procurement contract procedures; verify financial documents/payment for completeness, accuracy and compliances; follow up on staff advances, reconciliations and timely settlement; and updates fixed asset registration on a timely manner.

Finance, HR and Admin Officer, the incumbent will collaborate with the project team in the field and head office staffs and provide a comprehensive and effective financial, human resource, administrative service to the Ethiopia field office. The Finance, HR and Admin Officer will assist the project office and Head office team in ensuring that Ethiopia office is provided and well supported in all areas of Finance, HR & administration, contributing to the work efficiency of the organization. She/he will provide technical support and play a leading role in promoting and representing HelpAge’s humanitarian programme and principles to key internal and external audiences.

Specific Responsibilities                                                                                         

Finance

•  Ensure proper coding of the project expenses and ensure that payment documents are complete, correct and sufficiently supported with the supporting documents.

• Make sure that vouchers are checked and approved by authorized person;

•  Keep the documentation in a safe place.

•  Prepare monthly bank and cash reconciliations and take appropriate timely follow-up actions on outstanding issues

• Review the cashbook and submit a monthly reconciled account to Head office in Addis on time

•  Prepare cash flow forecasts and requests from Help Age Addis office by 23^rd of the month for the following months.

• Monitor actual expense against budget and prompt programme staff to draw up timely contingency plans for potential budget over and under spends

•  Manage advances taken by staff and settle on time; Ensure that Internal control of the organization and donors’ regulations are applied and complied.

• Ensure that petty cash, cheque pads and other properties are kept in a safe place.

•  Ensure proper tax dedication (income tax, withholding tax), pension/Provident fund and timely settlement to required government office.

HR and Administration

•  Facilitate local recruitment process; follow up and update HQ HR officer on all field office staff contract end period.

•  Arrange all field office staff annual leave, R&R, medical insurance settlement, etc.   

• Organise the provision of efficient administrative support to  staff and teams

• Organise the efficient, cost-effective and reliable provision of IT services

• Be responsible for processing the documents required for legal compliance in Ethiopia

•   Overall responsibility for the central/main filing systems, both paper and electronic, for Administration in Help Age.

• Ensure that store items are kept safely, and stock cards updated on time. Check the movement of stock items and timely monthly report to head office; Other responsibility given by line manager.

Grade: D

Department: Programme – support

Responsible To: Program Coordinator

Relations with Others: Reports and is accountable to Program Coordinator, liaison and close working relationships with other Finance and Program staffs.

Education and Experience:

•   University degree in accounting with at least 3 years of experience or 5 years’ experience for holding Diploma.

• HR and Admin experience in an office setting

• Extensive experience in administrative activities in a busy office environment, report writing and compiling monthly information.

•  Excellent communication skills in both written and oral English, Amharic, and local language

• Ability to manage filing systems quickly and systematically

• Use of excel, word processing, and email is a requirement

Desirable

•  Experience in Non-governmental organizations (NGOs) in Ethiopia is an advantage.

•  Knowledge of relief, rehabilitation and development issues.

Lien