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Finance, Administration and HR Officer, based in Addis Ababa

Johanniter-Unfall-Hilfe Ethiopia
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Role description

Job Responsibilities and Accountabilities Overall Job Purpose Strategy and Vision
  1. Actively supports the values of Johanniter and shapes her work according to these values
  2. Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility
  3. Supports the implementation of the country strategy
Leadership
  1. Actively lives the Johanniter leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment
  2. This is reflected in the day-to-day activities in line with the Code of Conduct and related policies
Finance Management (Budgeting, Reporting, Accounting)
  1. Ensures all JUH expenditures are correctly recorded in the SUN upload template
  2. Prepares monthly Budget Variance Analysis (BVA) reports and organizes BVA review meetings with programme teams and partners
  3. Ensures all receipts/invoices are stamped, signed and properly documented
  4. Verifies payment requests from logistics and programme teams and prepares payment vouchers with complete supporting documentation
  5. Ensures quality, reliability, and transparency of all accounting practices
  6. Prepares all vouchers to ensure full compliance with procurement and financial procedures (RFPs, PAs, NCPs, Payment Vouchers, signatures)
  7. Ensures implementation of approved budgets and monitors adherence to procurement procedures
  8. Ensures correct cost-centre and budget-line allocations and verifies accuracy of all vouchers
  9. Ensures expenditures are validated according to Johanniter’s authorization thresholds
  10. Ensure accurate allocation of L-codes, data entry, upload to SUN, and timely submission of monthly financial reports to Kenya Office
  11. Prepares monthly cash counts and bank reconciliations with the Finance Manager and Country Director/SPC
  12. Prepares monthly closing documents and scans and uploading to the 4JUH platform
  13. Works with the Finance Manager to plan quarterly, monthly, and weekly workplans to ensure compliance with all required financial procedure
  14. Reviews all partner financial documentation for completeness, accuracy, and compliance
  15. Ensures all partner expenditures are correctly and promptly uploaded in SUN
Cash Management
  1. Manages country office cash flow and ensure timely fund availability for field operations
  2. Prepares cashbooks, advances, reconciliations, and overall treasury functions
  3. Makes payments, fund transfers, and disbursements within delegated authority
  4. Ensures secure, transparent, and timely processing of staff salaries, supplier payments, and partner transfers
  5. Uploads cash/bank expenses using the sun template for review and posting
  6. Prepares cash discrepancies and provides technical guidance for corrective action
  7. Ensures timely payment and correct booking of statutory deductions (NSSF, withholding tax, PAYE/Income Tax, Pension etc)
  8. Ensure accurate and timely expatriate tax payments if applicable
Support to Audits and Reporting:
  1. Assists in the preparation of project financial reports
  2. Supports internal and external audits and ensures timely provision of all required documentation
Human Resources Management:
  1. Ensures completeness and secure filing of all personnel files
  2. Supports recruitment processes, including preparation of job adverts, shortlisting, organizing interviews, and contract preparation
  3. Monitors probation periods, leave balances, and contract expiry dates
  4. Ensures compliance with labour law, tax regulations, and Johanniter HR policies
  5. Ensures timely and correct payment of national staff salaries, NSSF contributions, and taxes
  6. Maintains HR databases, leave registers, and staff lists
  7. Supports performance management processes and documentation
  8. Supports visa and work permit processes for expatriate staff where applicable
Administration and Office Management:
  1. Ensures legal compliance and supports the maintenance of national registration documents.
  2. Manages office and any other leases, utilities, and maintenance.
  3. Ensures functioning office systems, including IT, server, communications and administrative documentation
  4. Maintains systematic soft and hard copy filing systems
  5. Drafts and/or reviews administrative contracts (rent, services, MOUs, etc.) In consultation with line managers
  6. Ensures proper application of Johanniter’s quality management system ConSense
Safeguarding:
  1. Applies safeguarding principles across, HR, Admin and Finance by ensuring fair and safe supplier management, embedding safeguarding standards in recruitment and staff management, and maintaining confidentiality and integrity in financial processes while raising awareness of risks such as exploitation, abuse, fraud, or misuse of funds.”
Other Responsibilities:
  1. Supports partners in capacity-building on finance, admin and HR procedures
  2. Contributes to anti-fraud measures, transparency mechanisms, and safeguarding requirements
  3. Performs additional tasks assigned by the Finance Manager or Country Director/SPC
  4. May be requested to support remotely with finance and administrative matters for Kenya, if required.
Person Specification Professional Qualification and Experience: Essential:
  1. Relevant qualification in Business Administration, Accounting, Human Resource Management, or Qualification in accounting (at least CPA II)
  2. At least four years’ experience in a similar position
  3. Professional in Excel, Words and computerised accounting. Knowledge of the SUN System or any accounting software is essential
  4. Experience working with NGOs and donors
Skills:
  1. Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines
  2. Flexibility, ability to adapt
  3. Good team player
  4. Discretion
  5. Responsible and innovative
  6. Excellent communication skills, including drafting documents
  7. Problem solving skills in day to day and crisis situations
  8. Ability to travel throughout country and regions
  9. Fluency in English, written and spoken