Admin/Finance Assistant – Somali Ethiopian Social and Economic Development Association (SESEDA)
Accounting and Finance, Business and Administration
Somali Ethiopian Social and Economic Development Association (SESEDA)
Somali Ethiopian Social and Economic Development Association (SESEDA) has been re-registered and accorded legal personality in Ethiopia by Agency for Civil Society Organizations with Registry Number 3474 on March 17, 2020 as local organization in accordance with the Civil Society Organizations Proclamation No: 1113/2019. We are currently providing emergency as well as recovery humanitarian responses to the IDPs and hosting communities in Somali Region focusing on WASH, GBV and Agriculture sectors.
SESEDA is looking for professionally confident, self-motivated, experienced and committed team player to fill the Admin/Finance Assistant Position that will be based in Jigjiga SESEDA main office. The admin/Finance assistant will directly report to Somali Region SESEDA program coordinator.
Key Responsibilities include:
Finance:
- In coordination with field teams, schedule the collection of weekly attendance sheets and both for staff and daily worker
- Cross check all Admin and Finance documentation and ensure that all documents are in line with SESEDA and donor compliance procedures
- Prepare payment sheets and pre-count each beneficiaries payment to be made after coordination with Project team;
- Schedule, set up, and execute beneficiary payments with close coordination with project team and logistics and security department
- Ensure that the cash safe has enough cash and denominations for each payment in conjunction with the finance department at capital office;
- Prepare payment vouchers and keeping the cash book up to date;
- Ensure all Cash IN/Cash out are fully supported with required documents and justification;
- Check that no supportive documentation or signature are missing before releasing any payment
- Fill in Vouchers on a regular basis and ensure registration of vouchers in the cashbook
- Proceed with payments for all items and services approved by the program person
- Check the Safe & Cashbook at the end of each day and ensure that the balance matches with the Cash Books
- Deal with Money Exchange, change money for the cashbooks whenever needed and register it
At the end of each month, check that the balance in the safe and the bank accounts are in line with the cash and bank books, release the cash checking statement and bank reconciliation with the area coordinator
- Check vouchers quality on a regular basis
- Check Cashbook & SAGA before closing the accountancy for the month
- Ensure all advances are cleared for the staff, before paying the salary
- Prepare Cash Request on monthly basis and share with capital office; track with capital office and bank the transfer of cash to SESEDA office bank account;
Administration Management
Draft, circulate and follow up on the following documents:
- All administrative letters
- Internal notes, regulations, memos etc; Official letters/documents concerning issues with governmental offices, NGOs and other stakeholders.
Ensure the compliance of SESEDA’s procedures with the legal requirements of the country and SESEDA management, notably regarding local procedures and regulations;
Management of SESEDA’s premises; including the management of the lease (renewal of rental contract; etc.), the communication with the landlords, follow up of related taxation’s regulations, organization of the premises (office and guesthouse accommodation).
Maintain and check the administrative filling system; which include the filling of all administrative documents (including but not limited to the premises folder, memo folder, legal folder)
Human Resources Management
- In close coordination with HR department Inform the staff on the public holidays in a timely manner.
- Control, check and communicate the attendance of the field staff. This shall include collecting and reviewing the attendance sheets, circulating this to SESEDA HQ, following up on leave requests and communicating with field team on a regular basis.
- Follow up on staff leaves – supervise his/her team to provide necessary forms for staff, if needed and closely follow up the leave balance of each staff, sharing staff leave balances on regular basis.
- Prepare and update projects specific organigrams on a monthly basis;
- Ensure the use of SESEDA HR standard templates, in line with SESEDA HR Manual/internal regulations
- Monthly reporting to the SESEDA program director; notably in terms of attendance and contract follow up, so as to ensure an efficient payroll system, warning letter sheet.
Staff Recruitments:
In coordination with Capital HR department:
- Prepare advertisements of vacancies for national staff and follow up on the recruitment process, as per the recruitment plan;
- Ensure the collection of all required documents of applicants, as indicated in the SESEDA HR Regulation;
- Follow up on the short listing of the candidates by the recruitment committee and organize the interview/test.
- Ensure contacting the candidate’s references (Reference Check) prior to offering the position;
- Collect all information required for personal folder (ID card, photos, “recruitment package” etc.),
Filing
The Finance/Admin Assistant shall be in charge of ensuring that there is an accurate and efficient filling system, in line with SESEDA requirements; in hard and soft copy. H/She shall also be in charge of ensuring that the documentation flow between base and Capital office is properly conducted.
- Degree/Higher Diploma preferably in Business Administration or related field and two years’ experience in working with International NGOs in the similar level.
- Motivated and create in approaches to work.
- Excellent interpersonal skills and demonstrated ability to establish effective and working relationships
- Excellent communication skills, personable and articulate
- Fluent in written and spoken Somali, English. Amharic knowledge is a plus
- Strong team player of high integrity, pleasant personality, ability to work under least supervision and meet strict deadlines.
- Computer literate and with good ICT Knowledge.
- Demonstrated experience in overall responsibility and accountability for the logistical and administration management of an organization;
- Good public Relations with strong negotiation skills.
