Area Finance Head –

Accounting and Finance

I.  JOB SUMMARY:

The purpose of the Area Finance Head position is to establish, coordinate, administer, control, monitor, and periodically summarize the extent of financial operations and performance of the Field Office. She/he provides effective and efficient support and advice to the Head of Operations, Project Managers, and other team members as required.

II. RESPONSIBILITIES AND TASKS: 

Job Responsibility #1 Financial Management:

• Develops mechanisms to ensure that operations of the FO are implemented in cost- effective manner;
• Ensures that books of accounts are maintained, check, receipts and other financial documents are kept properly and that they are safeguarded against misuse;
• Prepares and supervises the preparation of financial analysis with regard to Advances, sub grants, payables and donor contract amounts;
• Supervises/prepares the Field Office payroll, including taxation, withholdings, PF, and accrued benefits;
• Follows up that taxes, insurance payments and collection are handled on time;
• Prepares monthly “Request for Cash Transfer” and ensure the replenishment of petty cash on a timely basis;
• Ensures that all cash collected is deposited daily in the bank;
• Develops mechanisms to ensure that operations of CARE are implemented cost- effectively.

% of Time:  40%

Job Responsibility #2:  Reporting:

• Analyzes records of current and past operations to determine trends;
• Verifies and reconciles Bank statement with projects book balances on a regular basis to ensure proper cash monitoring;
• Analyzes financial statements and other related reports to identify problem areas, takes remedial action where necessary and makes appropriate recommendations to management;
• Ensures that required financial information is made available to internal and external auditors;
• Prepares and submits quarterly budget Vs expenditure report to Area Coordinator, Project Managers, Donors and Government Offices for monitoring and follow up;
• Submits monthly financial documents and reports to CARE Audit section for audit review.

% of Time:  25%

Job Responsibility #3:  CARE/Donor Compliant Financial Management:

• Ensures sub-office compliance with CARE’s accounting policy as per CARE USA Finance and Administration policy and procedures manual as well as policy and procedure as established by CARE-Addis;
• Coordinates all other financial information to be submitted to CARE-Addis, including the follow-up of outstanding items in the Field Office;
• Familiarize her/himself with all current contractual donor obligations and the donor compliance implementation plan;
• Compares budgets with actual costs, revenue, administrative commitment and other obligations to determine the accuracy of current estimates by analyzing records of current and future budgetary position.

% of Time:  15%       

Job Responsibility #4: Training and Support

• Assists the Area Coordinator and Project Managers in the preparation of annual operating budget and project proposals;
• Identifies financial management training needs of Field Office staff and give appropriate training.

% of Time:  5%

Job Responsibility #5: Staff Management

• Supervises, leads, guides and supports the junior accountant and the accounts clerk. Orients, trains, and coaches the Accounts Clerk and Accounts Analyst;
• Completes all performance management activities including: performance planning, monitoring, and annual performance appraisals.

% of Time:  5%

Job Responsibility #6: Learning

• Keeps up to date with developments in the sector, including best practice examples in-country and internationally, and ensure ongoing personal development and learning;
• Participates in the documentation and dissemination of lessons learned.
• Job Responsibility #7:  Procurement
• Identify sources of potential vendors.
• Include or remove Approved Vendors from the Vendor List
• Establish or remove Required Vendors.
• Open the sealed quotation and process.
• Ensure that vendor list is updated and in place.
• Ensure that all procurement documents field in a good manner
• Keeps projects plan document for procurement in a separate file for reference.
• Ensures that accuracy of procurement documents and integrity of the procurement process.
• Make sure to follow the procedures of the procurement Manual.

% of Time: 5%

Job Responsibility #8:  

• Perform other duties as assigned

% of Time:  5%

III. PROBLEM SOLVING (Thinking Environment)

• The levels of problem solving this position will face are levels one and two. But, she/he usually deals with identical or similar problems on a regular basis and what has to be done and how to do it are clearly defined in the Financial Policy and Procedures Manual.

IV. GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.

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