Finance and Admin Officer
Officer Engineer
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Role description
The Brooke Ethiopia
Job Description
Job Description
Introduction:
The Brooke hospital for animals (Brooke) is a UK based international animal welfare charity with over 90 years’ experience dedicated to improving the lives of working horses, donkeys and mules with a vision of creating a world where working animals are free from suffering. Brooke’s agendas are directly linked to the UN’s Sustainable Development Goal of supporting strong and resilient livelihoods of communities who depend on working equines.
The Brooke has been working in Ethiopia since 2006 with a country office in Addis Ababa. Currently Brooke runs its animal welfare health improvement programmes in three regions of Ethiopia.
Since April 2022, Brooke focused on strengthening the existing animal health systems by supporting the development of competent, confident, and compassionate animal health practitioners (as defined by Brooke animal health mentoring framework) by closely working with VTI and this job is related to ensuring this and wider objectives that promotes Brooke values with VTI
Job title:
Finance and Admin Officer
Duty station:
Woliso Woreda & Arsi Tiyo woreda
Reports to:
Woreda Project Team Leader
Number of Position: Two
Duration: One year contract with possible extension
Salary: Organizational scale
Purpose of the Role
To provide financial and administrative support to the Woreda team including processing payment and inputting transactions onto the excel system, maintaining records, facilitating procurement of goods and services, assisting the Woreda team in administrative duties, and being responsible for general housekeeping and maintaining office supplies.
Key Tasks and Responsibilities
The Finance and Administration Assistant will play a key role and be responsible for all financial, procurement, administration, and human resources activities within the Field Office.
As well as undertaking general admin tasks under the guidance of the team leaders, the Finance and Administration Assistant has particular responsibility for four key areas: Finance Procurement, HR, and General Administration.
Finance Administration
Properly codes and records field office expenditures and any other related transactions.
Receives payment requests, checks supporting documents and coding for completeness and proper authorization, and prepares cheques and corresponding payment vouchers.
Handles and properly keeps check books in safe custody
Effects payment of cheques against receipts/invoices and proper signature of the recipient
Ensures valid cash receipts/invoices are received for all cheques issued to Payees.
Follows-up and ensure working advances at the Field Offices are settled timely
Ensures that monthly stock count is carried out.
Records all transactions incurred in the field office are included in the excel-based system (template to be uploaded to SUN) and sends a summary of monthly transactions with supporting documents to the Finance Officer within the set deadline.
Prepares monthly bank reconciliation for the Field Office
Ensure that government taxes and fees are timely paid
Perform review of long outstanding advances and follow up for settlement.
Checks all receipts, invoices, and petty cash payments
Keeps up-to-date and orderly controlling records of receipts and issuance of goods
Participate in the annual physical count of stock and fixed assets
Ensure maintenance of memorandum records for long-term assets
Arrange files and financial records in an easily retrievable manner
Assist the team leader and Field Office team in the preparation and revision of budgeting, forecast including following-up timely transfer of budget requests from the Addis Ababa office.
Monitors the field office budget
Advise the field office team on Brooke’s MFS, and BE’S financial policies and procedures as well as procurement rules and regulations.
Maintain fixed asset register and Asset movement register and keep a custodian sheet signed by users for property under staff custody
Record newly received fixed assets and updates the record regularly
Ensure that all financial and procurement transactions at the field offices are conducted per Brooke’s Minimum Financial Standard and Brooke Ethiopia’s financial policies and procedures and procurement regulations
Procurement Administration
Manage procurement activities at the field office level and lead the field office procurement committee.
Prepare and review specifications and other necessary documents related to the local purchasing of materials, supplies, and equipment
Raise purchase requisitions and orders for purchases at the field office level
Ensure that purchases are made in the best interest of Brooke taking into account the best value for money
Establish and administer contracts and purchase orders to ensure compliance with specifications and requirements such as quality of materials and services, payment schedules, vendor performance
Files all procurement documents in an orderly manner for control and reference purposes.
HR Administration
Ensure the timely renewal/termination of staff contracts and Liaise with Addis Ababa Office HR & Administration Coordinator to ensure proper follow-up on HR issues.
Prepare annual leave plan and ensure that all team members have submitted their leave plan each year and follow up the implementation of the plan accordingly.
Update and maintain all records of team members leave, in their personal files and ensure that leave is taken as per the plan and reported to the Addis Ababa HR & Administration Coordinator Update and keep files of team members’ history and prepare monthly HR statistical report and liaise the report with Addis Ababa HR & Administration Coordinator Maintain personnel records at the field office level
General Administration
Ensure that proper safety and security mechanisms are in place at the Field Office
Makes sure that the office is always clean and avoids any risks of injury and damage.
Maintain records of stock movement and consumption of supplies
Facilitate the stock/supplies replenishment process in consultation with relevant budget holders and team leader
Check completeness and accuracy of vehicle log books and sign off
Check and follow up on the timely fuelling, maintenance, and servicing of vehicles
Implement efficient vehicle booking, planning, and utilization systems in consultation with the team leader
In consultation with the team leader, assigns vehicles and ensures that Brooke’s vehicle management and driving policies are adhered to
As requested perform additional tasks from time to time by your line Manager.
Person Specification
Knowledge and Experience
Essential
Desirable
1
First degree in Accounting or Finance or Business Administration Management with 4 years of relevant experience, or
Diploma in Accounting or Finance or Business Administration or Management with 6 years of relevant experience
√
2
Accounting and/or bookkeeping training or professional qualifications
√
3
Experience of accounting and/or bookkeeping
√
4
Good level of competence in Excel, Word, and Outlook
√
5
Direct hands-on experience in finance, office administration, and/or secretarial roles
√
6
Excellent communications skills, both written and verbal
√
7
Ability to work under pressure and keep to deadlines
√
8
Organized and able to manage various projects simultaneously
√
9
Ability to work independently but also as part of a small team
√
10
Experience of similar work in a charity / voluntary sector setting
√
11
Experience of using SUN systems (or other accounting packages)
√
How To Apply
Interested applicants who meet the minimum requirements should send ONLY an updated, detailed CV and Application letter within 10 days of the announcement through the ethiojob.net website.
We thank all applicants for their interest, but please be advised that only those selected for an interview will be contacted.
Skills (mandatory):
Accounting
Work experience:
3-5 years
Apply Now!
Job Description
Job Description
Introduction:
The Brooke hospital for animals (Brooke) is a UK based international animal welfare charity with over 90 years’ experience dedicated to improving the lives of working horses, donkeys and mules with a vision of creating a world where working animals are free from suffering. Brooke’s agendas are directly linked to the UN’s Sustainable Development Goal of supporting strong and resilient livelihoods of communities who depend on working equines.
The Brooke has been working in Ethiopia since 2006 with a country office in Addis Ababa. Currently Brooke runs its animal welfare health improvement programmes in three regions of Ethiopia.
Since April 2022, Brooke focused on strengthening the existing animal health systems by supporting the development of competent, confident, and compassionate animal health practitioners (as defined by Brooke animal health mentoring framework) by closely working with VTI and this job is related to ensuring this and wider objectives that promotes Brooke values with VTI
Job title:
Finance and Admin Officer
Duty station:
Woliso Woreda & Arsi Tiyo woreda
Reports to:
Woreda Project Team Leader
Number of Position: Two
Duration: One year contract with possible extension
Salary: Organizational scale
Purpose of the Role
To provide financial and administrative support to the Woreda team including processing payment and inputting transactions onto the excel system, maintaining records, facilitating procurement of goods and services, assisting the Woreda team in administrative duties, and being responsible for general housekeeping and maintaining office supplies.
Key Tasks and Responsibilities
The Finance and Administration Assistant will play a key role and be responsible for all financial, procurement, administration, and human resources activities within the Field Office.
As well as undertaking general admin tasks under the guidance of the team leaders, the Finance and Administration Assistant has particular responsibility for four key areas: Finance Procurement, HR, and General Administration.
Finance Administration
Properly codes and records field office expenditures and any other related transactions.
Receives payment requests, checks supporting documents and coding for completeness and proper authorization, and prepares cheques and corresponding payment vouchers.
Handles and properly keeps check books in safe custody
Effects payment of cheques against receipts/invoices and proper signature of the recipient
Ensures valid cash receipts/invoices are received for all cheques issued to Payees.
Follows-up and ensure working advances at the Field Offices are settled timely
Ensures that monthly stock count is carried out.
Records all transactions incurred in the field office are included in the excel-based system (template to be uploaded to SUN) and sends a summary of monthly transactions with supporting documents to the Finance Officer within the set deadline.
Prepares monthly bank reconciliation for the Field Office
Ensure that government taxes and fees are timely paid
Perform review of long outstanding advances and follow up for settlement.
Checks all receipts, invoices, and petty cash payments
Keeps up-to-date and orderly controlling records of receipts and issuance of goods
Participate in the annual physical count of stock and fixed assets
Ensure maintenance of memorandum records for long-term assets
Arrange files and financial records in an easily retrievable manner
Assist the team leader and Field Office team in the preparation and revision of budgeting, forecast including following-up timely transfer of budget requests from the Addis Ababa office.
Monitors the field office budget
Advise the field office team on Brooke’s MFS, and BE’S financial policies and procedures as well as procurement rules and regulations.
Maintain fixed asset register and Asset movement register and keep a custodian sheet signed by users for property under staff custody
Record newly received fixed assets and updates the record regularly
Ensure that all financial and procurement transactions at the field offices are conducted per Brooke’s Minimum Financial Standard and Brooke Ethiopia’s financial policies and procedures and procurement regulations
Procurement Administration
Manage procurement activities at the field office level and lead the field office procurement committee.
Prepare and review specifications and other necessary documents related to the local purchasing of materials, supplies, and equipment
Raise purchase requisitions and orders for purchases at the field office level
Ensure that purchases are made in the best interest of Brooke taking into account the best value for money
Establish and administer contracts and purchase orders to ensure compliance with specifications and requirements such as quality of materials and services, payment schedules, vendor performance
Files all procurement documents in an orderly manner for control and reference purposes.
HR Administration
Ensure the timely renewal/termination of staff contracts and Liaise with Addis Ababa Office HR & Administration Coordinator to ensure proper follow-up on HR issues.
Prepare annual leave plan and ensure that all team members have submitted their leave plan each year and follow up the implementation of the plan accordingly.
Update and maintain all records of team members leave, in their personal files and ensure that leave is taken as per the plan and reported to the Addis Ababa HR & Administration Coordinator Update and keep files of team members’ history and prepare monthly HR statistical report and liaise the report with Addis Ababa HR & Administration Coordinator Maintain personnel records at the field office level
General Administration
Ensure that proper safety and security mechanisms are in place at the Field Office
Makes sure that the office is always clean and avoids any risks of injury and damage.
Maintain records of stock movement and consumption of supplies
Facilitate the stock/supplies replenishment process in consultation with relevant budget holders and team leader
Check completeness and accuracy of vehicle log books and sign off
Check and follow up on the timely fuelling, maintenance, and servicing of vehicles
Implement efficient vehicle booking, planning, and utilization systems in consultation with the team leader
In consultation with the team leader, assigns vehicles and ensures that Brooke’s vehicle management and driving policies are adhered to
As requested perform additional tasks from time to time by your line Manager.
Person Specification
Knowledge and Experience
Essential
Desirable
1
First degree in Accounting or Finance or Business Administration Management with 4 years of relevant experience, or
Diploma in Accounting or Finance or Business Administration or Management with 6 years of relevant experience
√
2
Accounting and/or bookkeeping training or professional qualifications
√
3
Experience of accounting and/or bookkeeping
√
4
Good level of competence in Excel, Word, and Outlook
√
5
Direct hands-on experience in finance, office administration, and/or secretarial roles
√
6
Excellent communications skills, both written and verbal
√
7
Ability to work under pressure and keep to deadlines
√
8
Organized and able to manage various projects simultaneously
√
9
Ability to work independently but also as part of a small team
√
10
Experience of similar work in a charity / voluntary sector setting
√
11
Experience of using SUN systems (or other accounting packages)
√
How To Apply
Interested applicants who meet the minimum requirements should send ONLY an updated, detailed CV and Application letter within 10 days of the announcement through the ethiojob.net website.
We thank all applicants for their interest, but please be advised that only those selected for an interview will be contacted.
Skills (mandatory):
Accounting
Work experience:
3-5 years
Apply Now!