Admin and Finance officer
GIZ- Admin and Finance Officer Re-advertise #047/2019
GIZ - Support to Participative Integrated Land Use Planning and Policy
As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development-policy objectives. GIZ promotes complex reforms and change processes. In Ethiopia, GIZ has been working for more than 40 years in bilateral cooperation on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and on the commission of the Ethiopian government and international donors. GIZ Ethiopia is looking to recruit Admin and Finance Officer for Support to Participative Integrated Land Use Planning and Policy (SPILUPP) Project specified below.
Place of Work: Addis Ababa
Application deadline: March 27, 2019
Required number: One
Summary of duties and responsibilities
The Admin and Finance Officer
Implementation and monitoring of an overall smooth and correct functioning of the complete
accounting system of the project in line with GIZ procedures and principle;
Financial planning, monitoring and accounting;
Monitor daily office operations and expenditures;
Prepares and organizes internal team meetings and attends external meetings whenever necessary;
Lead the finance and administration work of the PLUP project;
Manages support staff and logistic;
Effective coordination with colleagues at the country office, partner office and relevant officers in German;
Ensures that the provided accounting services meets reporting deadlines;
Effectively manages SAP for financial monitoring;
Ensures the quality and appropriate filing of outgoing formal communication
Overseeing contracts incl. local Subsidies (LS) and Finance Agreements (FA)
Follow-up contract/procurement status with the GIZ Country Office and Headquarters
The Admin and Finance officer performs the following tasks:
Tasks
Financial services
The professional
monitors income, expenditure and the monthly bank reconciliation;
manages the processing of letters of credit;
monitors real accounts (payables, receivables) and reports regularly to the officer responsible for the contract and cooperation and the accounting manager;
ensure the smooth functioning of the accounting system in line with the GIZ standard procedures;
compile and submit complete financial documents to GIZ Office under the guidance and supervision of the project manager;
verifies correctness of vouchers, including supporting documents for payments and internal transaction vouchers;
compile VAT documents and prepare claim summaries for GIZ Office and follow-up on the reimbursement;
ensure that all payment vouchers, invoices, receipts are invalidated and approved before forwarding it for payment and booking;
supervise the cashier/a officers in daily checking of payments against the cash/bank book entries;
ensure timely payment of utility bills and withholding tax payments by checking the correctness;
maintain proper fixed asset register, update inventory records and make annual physical count of the program;
ensure that financial files are labeled and filed according to GIZ’s regulation;
support and advise the program manager in establishing an improved budget and expenditure; management system as well as regular monitoring of the budgets and expenditures.
manages all audits and internal controls
Administrative tasks
The professional
provides required documents for an auditor whenever internal control is conducted and assists on follow-up of auditor’s findings;
check bank reconciliations monthly and cash account reconciliations between WINPACCS, SAP cash book and actual physical cash count balances;
monitors the daily cash flow records of the program office and the regional office, the level of liquidity and bank balances;
arrange and follow-up bank transfers made to partner and stakeholders by following their project budgets and cash flow;
support the Project Manager in following up of settling advances on financial agreements (FA), LSC and consultancy agreements;
corresponds with the partner regional offices for timely submission of financial documents;
deputize the admin when she /he is on leave;
keep and update annual leave records of the staff;
ensure that the personal files of the employee are properly maintained;
ensure that unused receipts and checks are kept in safe custody;
report irregularities observed, if any, to the superior;
perform any other duties as required.
Efficiently communicates and coordinates with financial, procurement and admin officers in GIZ HQ as well as GDCO for preparation of travel
General services
The professional
guides and leads support staff and conduct yearly performance assessments and carrier development dialogues;
maneuver effectively within GIZ intranet and uploads all relevant project documents within DMS;
supports new project staff in getting familiar with the project, logistic arrangements and organizes all onboarding events;
ensures that all equipment is maintained and documented properly;
monitor and support the drivers in ensuring compliance with established policies and procedures of GIZ in the allocation and proper use of transport fleet;
ensure that the access of the office equipment needed to support the business specifically a photocopier; printers; computers and fax machine;
Ensure that the office equipment is managed and maintained as needed to provide required services;
prepares quarterly/annually analyses of expenditure compared to total project budget (budget monitoring);
prepares financial contributions;
assists with the transfer of funds to partners.
Qualifications, Professional experience
University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA minimum)
At least 5 years’ professional experience in a comparable position
Experience within GIZ is of advantage
Other knowledge, additional competences
good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
very good knowledge of the English required, ideally also knowledge of German
in-depth understanding of financial planning and accounting
broad experience of management and administration
willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
Other duties/additional tasks
performs other duties and tasks at the request of Project manager.
Let Employers Find You
Upload/Update Your CVFeatured Jobs