Finance and Human Resources Officer (HRO) – The Center for Victims of Torture (CVT)

Accounting and Finance, Human Resource and Recruitment, Management

The Center for Victims of Torture (CVT)

General Description of Role

The Finance and Human Resources Officer, based in Addis Ababa, Ethiopia will report directly to the Finance and Administration Manager.  The FHRO is tasked to provide the necessary support to the overall provision of Finance and HR services, policies, and programs for CVT-Ethiopia.

Main Responsibilities

Finance:

• Ensure compliance with Ethiopian, donor’s, and CVT’s requirements on financial spending and documentation.
• Providing technical financial assistance, prepare complete, accurate and timely reports and submit to internal and external stakeholders as per the Center for Victims of Torture’s financial manual.
• ensure proper approval for all payment requests in accordance with CVT’s authorization limit, handles all bank matters including bank signatories, bank reconciliation and bank deposits.
• Facilitate and support in the pre-audit preparation for audit and ensure implementation of audit recommendations.
• Keep track of spending and budget, and work with relevant parties to ensure that the program does not run out of cash.
• Ensure correct procurement process is followed.
• Perform cash counts on a monthly basis.
• Verify periodically the market price for various supplies.
• Ensure all necessary documentations are gathered, and each transaction is documented both in paper and in accounting software correctly.
• Execute payments through checks and transfers up on prior authorization and approval.
• Calculate salary and benefits, and make timely payments upon verification.
• Keep organized and secure filing system for all financial documents, both in hard and soft copies.
• Assist Administration/Finance Manager and Operations Director in producing monthly financial report.
• Put together finance documentation for HQ submission.
• Draft monthly projection in collaboration with relevant parties.

Human Resources:

• Manage all staff data including information on contracts and other related data, support in administering staff benefit, recruitment, processing work permits, orientation and performance management.
• Ensuring that HR matters and files are treated in the strictest confidence;
• Helping in the recruitment process;
• Administration of onboarding and cessation of employees;
• Induction of new employees;
• Bridge management and employee relations by addressing demands, grievances or other issues
• Draft contracts of new recruits
• Preparing and maintaining personnel records and ensuring that all employee files contain current contracts, CVs, educational certificates, job descriptions personal details, identification, probation assessments, any disciplinary measures, termination letters where applicable.
• Administration and tracking of Leave;

Manage all documentation related to the administration of staff contracts and maintain adequate record of all correspondence:

• Prepare offer letters and contracts for new staff
• Facilitate evaluation before and end of probation period
• Facilitate the issuance of employment letters at the successful completion of probation period
• Facilitate the work and residence permits for expatriate staff;
• Maintain a database and monitor expiry dates of all staff contracts and renew as and when necessary;
• Provide employee numbers and open individual files for new employees;
• Monitor staff absence and leave and ensure the filing of appropriate documentation,
• Prepare roster for leave plans of staff and monitor leave authorization and  use by all staff.
• Ensure accurate filing of all staff related correspondence
• Prepare HR monthly reports and submit to Operations Director
• Manages and prepares data for Monthly, Weekly and ad hoc reports to the Operations Director

Assist in the recruitment process:

• Support Recruiting Managers to prepare job descriptions with competency profiles;
• Receive the recruitment requisition, prepare appropriate vacancy for both internal and external announcement (Advertising) and ensure timely placement of the vacancy announcement in the newspapers or on online media.
• Compile and assist with the shortlist of candidates and invite short isted candidates for written tests and/or interviews.
• Liaise with recruiting managers to prepare written tests and interview questions and prepare written test/interview summaries after each interview.
• Participate in interviews as and when necessary.
• Ensure reference checks are carried out before offer letters are issued out.
• Ensure timely submission of recruitment information to Operations Director.

Assist in the management of staff benefits:

• Participate in staff salary and benefits reviews and analysis,
• Prepare correspondence to staff informing them of any changes to salary and/or benefits;
• Prepare and submit requests for the medical insurance of staff and ensure timely renewal of policies when due.
• Regularly and promptly, address queries from managers and staff on their benefits.

Organize orientation programs and monitor staff development process:

• Ensure all new staff are taken through orientation process within probation period;
• Monitor, follow-up, collect and inform the Operations Director of the status of probation
• Follow-up on feedback from supervisors during staff probation.
• Ensure the implementation of identified staff training and development activities
• Process staff development request

Others:

• Perform any other duties as assigned by supervisor

Supervisory Responsibilities:  No direct supervisory responsibilities.

Work Environment: Normal office environment.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk, hear and see. The employee frequently is required to sit, stand, walk and climb stairs; use hands to finger, handle or feel; and reach with hands and arms.

Reasonable adjustments may be made to enable individuals with disabilities to perform the essential functions.

Terms of Employment: Starting immediately, and subject to 60 working-days of probationary period.  

Supervisor: Finance and Administration Manager

Department: Administration

Qualifications:

• A minimum qualification of a first degree in Accounting and Finance, Management and relevant work experience

Required Skills and Experience:

• Minimum 5 years of relevant experience in Finance and human resources.
• Excellent verbal and written and oral communication and presentation skills in English and Amharic.
• Proven experience as Finance and HR officer, administrator or related positions
• Understanding of labor laws and disciplinary procedures
• Good knowledge of human resource practice, policies and procedures
• Full understanding of HR functions and best practices (pay & benefits, recruitment, training & development etc.).
• Hands-on experience in processing work and residence permits for expatriate staff.
• Ability to multi-task, to work with minimum supervision, and to work with deadlines
• Proficient in the use of Microsoft applications including, word, excel, PowerPoint and outlook (or similar software) is a plus.
• Strong problem solving, analytical and operational abilities as well as decision-making skills
• Excellent planning; organizational and time management skills
• Strong ethics and reliability, and proven ability to maintain confidentiality 

Lien