Finance & Administrative Assistant

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance.

For more information, visit the website: https://www.icrc.org/

The International Committee of the Red Cross (ICRC) Delegation in Ethiopia is looking to hire an experienced, highly motivated, and qualified person to fill the position of Finance & Administrative Assistant  (12 months fixed term contract) based in Gonder.

Accountabilities and Responsibilities:

• Participates in the finances of the sub-delegation/structure; may be asked to contribute to preparing the annual budget/monthly forecast and risk reporting, cost-control, and analysis of budget deviations. Ensures compliance with statutory reporting requirements (i.e. taxes), and regularly assesses the financial situation (including treasury) of the Sub delegation/structure.
• Manages, trains and coaches the Admin team (direct reports) on all financial matters.
• Participates in implementing contingency measures, maintenance, and replenishment of emergency stocks.
• Involved in the interpretation of institutional guidelines and policies in light of the local context; sees to it that these are strictly applied and monitored, ensuring compliance with ethical standards and mitigating financial risks.
• Acts as co-signatory and finance interface for both authorities and commercial parties (suppliers, banks, etc.).
• Provides reliable forecasts to Sub delegation Management and to Finance of Addis delegation.
• Manages day-to-day financial management and maintenance of offices and residential premises; participates in maintaining an appropriate security set-up, including safe accommodation for all staff, mobile and resident staff.
• Participates in the Risk Assessment for the delegation/structure, focusing on risks related to real estate and finance.

People management responsibilities

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision, in addition, makes sure that deadlines for the PMD cycle are met. 
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members
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• Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed and updates and reviews the JDs, annually.
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities

Detailed duties and responsibilities:

General management

• Conduct general check on the use of resources
• Analyses the use of resources, proposes improvements, and organizes the implementation
• Coaches staff in the areas of responsibility on administrative procedures and regulations
• Plans and organizes administrative briefing & training.
• Reports any red flag to F&A Manager 2 or Coordinator
• Ensures application of Covid safety measures and stocks plus first aid items
• Ensures the sub-delegations ICT infrastructure and network are always functional
• Coordinates with the staff health department for supporting staff to access medical services

Financial management (50%)

• Checks all supporting documents before posting expenses in accounting software
• Inputs daily expenses in accounting software according to ICRC chart of account attributions and standard entries
• Updating statistical accounts
• Charges private expenses to respective staff
• Books invoices on daily basis in the invoice module where applicable.
• Prepares all necessary accounting documents for the monthly closing operation (list of signatures and treasury situation)
• Establishes and maintains daily controls for cash.
• Responsible for the bank reconciliation of the sub-delegation’s accounts.
• Verifies reconciliation and treasury balances monthly, and submits funds forecast on time
• Drawing up banking documents (payment orders, cheques, transfer orders, etc.) on the basis of approved invoices and internal requirements.

Audit & revision

• Reviews accounts (including balance sheets accounts) with accounting application
• Take part in response to Internal Audit queries within deadlines
• Preparing dispatch of accounting documents for FAD/REV
• Ensures dissemination and adherence to financial rules by all staff

Premises management (40%)

• Participates in selection of the new premises
• Participates in the negotiation of the contracts, lease extensions, and terminations with Landlords
• Organizes and ensures furniture and equipment of premises according to ICRC regulations
• Manages the cleaning and hygiene of all the premises (offices, residences, warehouses, etc)
• Supervises the physical inventories of ICRC material and lists are updated regularly plus control of attributions plus residence inventories are shared with occupants
• Ensures staff draw up an annual inventory of movables and prepares inventories for insurance and fixed assets and updates regularly the tables
• Monitors the management of the keys of all the premises and of the inside offices
• Management of cafeteria, where applicable
• Ensures staff in the department keep all files up to date
• Checks that the premises list is updated on a monthly basis
• Manages and supervises the maintenance of the premises
• Receive maintenance request from the Domestic staff and Mobile and liaises with maintenance responsible to ensure all request are accomplished.

Security of premises

• Supports the establishment, verification, and regular monitoring of the passive and active security measures (3M, water, fire, burglary, etc.) according to ICRC regulations
• Ensures Maintenance staff applies all ESAP measures in line with regulations
• Coordinates with the Security companies in the management of the security guards and establishes guard's working schedules and validates all matters related to this file
• Ensures staff are briefed on the passive security measures and safe areas are well marked, fire training/drills are given for staff
• Ensures maintenance team keeps control of servicing of equipment e.g Fire extinguishers, copiers, etc.

Welcome/Reception management (10%)

• Ensure the “Welcome file” and the contact list is updated
• Support the staff in identifying suitable hotels and negotiating rates with service contracts in
• Gonder town and in the field.
• Timely booking of hotel rooms for staff and guests visiting the sub-delegation
• Support departments in making hotel bookings for training
• Verify bills/invoices for services offered and effect timely payments
• Monitor that the staff applies all Covid 19 prevention measures
• Liaise with the main delegation on regulations and procedures for the department
• Ensure and monitor the service to all staff and visitors is provided efficiently and customer service feedback is collected and acted upon.

Job Requirements

• A minimum of BA degree in Accounting/management/economics and other related subjects and a minimum of 3 years of experience in a similar field. Working in an International Humanitarian organization does have an added value.

How to Apply

Interested candidates should submit the following through HERE.

• Updated Curriculum Vitae.
• A cover letter stating the location of the position and why you think you have the necessary skills and qualifications.
• Salary expectations.

Closing date: April 12, 2022

Women applicants and persons with disabilities are highly encouraged to apply.
Please note that only short-listed candidates will be contacted at all stages of the selection process.