Finance and Admin Officer

Category:
Accounting and Finance
Location:
Hawassa, Sidama 
Career Level:
Mid Level ( 2+ – 5 years experience)
Salary:
As per the scale of the organization

Job Description

DISTINCT FUTURE OF CVDA

Common Vision for Development Association (CVDA) is an indigenous, non-governmental,  non-for-profit, humanitarian aid association. It was established on October 28, 2005 by a group of dedicated persons from diverse social, economic, professional and religious backgrounds.  

CVDA has been re-registered and licensed by the Ethiopian Ministry of Justice, Charities and Societies Agency, on November 30, 2009 as an Ethiopian Residents charity in accordance with the Charities and Societies proclamation No. 621/2009 with registration No. 0588. It has permission to work at the national level however so far operates marginal parts of Benshangule Gumuz Region, SNNPR (Hawassa, Yirgalem, Dilla, Yergachefe, Aletawondo, Wondo Genet, Chuko, Bule, Goreche and Gumer ),  Oromia Region ,West Showa Zone(Muger), Borena Zone (Hageremaireyam, Yabello & Moyale), Guji Zone( Adola, Shakiso & Borena Negele), West Arsi Zone (Shashemene, Arsi Negele, Adaba, Nensebo, Kokosa, Shala, Siraro, and Kore woredas) Afar Region ;  Zone 5; Delifage, Dewe, Telalek, Hadele Ele and Sumu Robi  Zone 3 ; Gewane and Gelalo  and City Government of Addis Ababa

It is member of Consortium of Reproductive Health Association (CORHA), Union of Ethiopian Women Charitable Association (UEWCA), Ethiopian Extractive Industries Transparency Initiative/EEITI/, Ethiopia Civil Society Coalition for Scaling up Nutrition/ECSC-SUN/ and Afar Region Health Partner Forum. 

The following are CVDA’s vision, mission, goals, principles and values:

Vision

CVDA’s vision is to see where poverty is alleviated sustainably with favorable living environment in Ethiopia.

Mission

CVDA’s mission is to work with & for the poor community with priority attention for children and women towards alleviating socio-economic problem, food insecurity, reducing unemployment, enhancing productivity, promoting health care, quality education & environment conservation at  various level for sustainable development.

Goal

To contribute to the endeavors of poverty alleviation through its integrated community based development program in different regions of the country.

Principles and values   

  • Integrity: Upholding the principles of honesty, responsibility, setting good example and maintaining the highest ethical standard possible,
  • Courage of conviction: This is a basis of our pledge to fight against poverty and hunger. Therefore, CVDA’s shall always take side with the poorest and disadvantaged groups and help them bring about positive changes in their life.
  • Accountability: This espouses CVDA’s ongoing commitment to account for its actions and to respond periodically to questions concerning its activities or answerability to those who will be affected by our decisions or actions.
  • Transparency: This requires CVDA to take decisions and implement them in a manner that follows rules and regulations. Moreover, we shall provide our key stakeholders with reliable, relevant and timely information on matters that concern them.
  • Impartiality and equity: This implies providing equal opportunity to all.

Principles

  • Believe in the view that results can be achieved if the process is sound and suitable.
  • Be frank, transparent, and trust-worthy and build and develop team spirit within the organization and with partners.  

PROGRAMS AND ACTIVITIES

  1. Reproductive and Primary Health Program
  2. Water supply, sanitation and hygiene (WASH) Program
  3. Food Security, Livelihood Diversification and Natural Resource Conservation Program
  4. Education Program 
  5. Emergency and Relief Program 

Key ACCOMPLISHMENTS

CVDA has successfully implemented different food security, environmental conservation, income generating and HIV/AIDS project in collaboration with different stakeholders.  On environment conservation activity;  highly degraded land rehabilitated through soil and water conservation measure, area enclosure, vetiver grass and indigenous tree plantation, gabion established, stone and soil bund established, conservation agriculture  introduced, biogas   technology introduced and established, fuel wood saving stove established at HH level, spring water developed, washing stand,   shower established.

Food security and Income of target group improved through beekeeping, poultry farm, fruit tree plantation/ apple, mango and orange plantation/, vegetable garden, false banana plantation, vetiver grass bank. Other group established group and individual business such as hair dressing, tea room, sugar and edible oil distribution, dairy farm, stone production, shower room   and etc. On HIV prevention, care and support program target group and large community awareness raised on HIV prevention and living with HIV,  counseling service, economic strengthen and improving balance diet intake, engaging in income generating activities, access for clinical service through referral linkage.

Food security and Income of target group improved through beekeeping, poultry farm, fruit tree plantation/ apple, mango and orange plantation/, vegetable garden, false banana plantation, vetiver grass bank. Other group established group and individual business such as hair dressing, tea room, sugar and edible oil distribution, dairy farm, stone production, shower room   and etc. On HIV prevention, care and support program target group and large community awareness raised on HIV prevention and living with HIV,  counseling service, economic strengthen and improving balance diet intake, engaging in income generating activities, access for clinical service through referral linkage.

Over all over 42 projects were implemented in different region and woredas since its establishment. In 2018/19 it has involved about 1514 volunteers and it has 55 full time staffs.  

Description of the Vacancy 

Common Vision for Development Association (CVDA) is a partner with Mary Joy Ethiopia Sidam region to implement the USAID Family focused USAID Family Focused HIV Prevention, Care and Treatment Services in Sidam region

The main purpose is to strengthen local HIV epidemic control to achieve 95 percent of individuals living with HIV know their status, 95 percent of persons living with HIV to initiate antiretroviral therapy and 95 percent of antiretroviral therapy clients achieve viral load suppression by 2020/21. HIV mitigation services for vulnerable children will focus on case discovery and linkage to HIV treatment among undiagnosed children living with HIV, on achieving better health outcomes through HIV viral load suppression and establishing interpersonal, family and community norms to achieve HIV and violence prevention (9 to 14-year-old children).

Duration of employment : form date of employment up to September 30, 2021 with high possibility of  extension based on performance and availability of fund. 

JOB SUMMARY :

The Finance and Admin Officer    is responsible for the overall management and provision of key support services in the area of finance and material resources with a view of ensuring the smooth and cost-effective delivery of the organization’s operations. She/he ensures that CVDA administration strategies, policies, procedures and guidelines are implemented and regularly updated and also sees to it that standard Ethiopian laws and USAID/Donor police are complied.

RESPONSIBILITIES AND TASKS

Job Responsibility #1: Financial Management 

  • Ensures Accounts Policies and procedures are implemented and regularly updated; 
  • Ensures that financial systems and documents are in compliance with laws, policies, standards and regulations with International public Sector Accounting Standards ( IPSAS ). and practices;
  • Designs and uses sound internal control system to safe guard assets, records and documents of the Organization;
  • Ensures that transactions are coded, analyzed and recorded in appropriate books of accounts;
  • Ensures that all staff are informed of financial policies and systems in place;
  • Reviews the annual budget of the organization, exercise budgetary control, and analyze variance in the budget;
  • Ensures proper and timely supply of finance, human and material resource and other utilities to all work units of CVDA, and monitors proper utilization of same;
  • Ensures timely transfer of funds to project site/Branch offices/ and controls the proper utilization of the same; 
  • Develops mechanisms to ensure that operations of the programs are implemented in cost effective manner;
  • Prepare checklist for follow-up of Branch office/project site/ financial report status and chase branch office staff to submit their report monthly basis;
  • Follows up the preparation of vouchers for all payments, authorize payments as per limit of authority;
  • Ensures collections are properly recorded and deposited to the Organization’s account;
  • Ensures that accounts are closed, financial reports are prepared and audited on time/in reference to the proclamation of the Agency/ ;
  • Make periodic visit to Project site for payment and also to monitor staff ability to properly account for the use of funds transferred; 
  • Ensures computerized of financial and material resources of CVDA;
  • Prepare weekly, monthly, quarterly and annual plan and submit to the immediate supervisor and upon approval act accordingly.
  • Provides advice and information to the Executive Directors on financial resource management issues;
  • Prepares Monthly, quarterly, biannual and annual financial report to be submitted to the immediate supervisor, Executive Director and Board of Director for monitoring, follow up and decision making purposes.
  • Ensure CSA proclamation applied effectively and update & report monthly 20:80  to immediate supervisor & Executive Director for decision.
  • Ensure that advances are settled timely and approved by the Executive Director on the date of settlement; if it fail to do so the unapproved cost after month will be not be considered as the cost of CVDA.
  • Weekly financial transaction reported .

Job Responsibility #2: Materials Management:

  • Prepares and up dates procurement schedules for materials and services requested by the various units of the organization;
  • Places procurement orders, follows shipment, forwarding and clearance and ascertain availability of transport for delivery to users;
  • Ensures that tendering procedures governing the purchase of professional services and procurement of stock and property are adhered to;
  • Ensures that the all supplies purchased/donated are received by Goods Receiving Note, are properly handled, and issued by Store Issue Voucher upon requests;
  • Ensures that comprehensive annual inventory is carried out and appropriate action is taken as per the result of the inventory taken;
  • Ensures vehicle utilization as per CVDA and donor policies and procedures and pursue timely vehicle repair and maintenance;
  • Prepares regular reports on fuel consumption and other related expenses pertaining to the project vehicle.

Job Responsibility #3  Staff Management:

  • Supervises, leads, guides and supports staff responsible to him/her;
  • Completes all performance management activities including: performance planning, monitoring, and annual performance appraisals.
  • Regularly take staff attendance and report weekly and monthly before payroll preparation.
  • Set mechanize to control staff at branch office
  • Collect monthly plan and report of all staff before payroll preparation and salary payment. To ensure that they are in work.
  • Ensure the plan and reports are approved by respective supervisors before salary payment.
  • Ensure Conflict of interest which is signed by all staff to be implemented by all staff.

Job Responsibility #4:

  • Undertakes any other activities as requested by the Finance and Admin Head/Executive Director.

Job Requirements

EDUCATION/TRAINING

  • MA/ Bachelor’s Degree in Accounting or Finance related fields from recognized University

EXPERIENCE:

  • 2/6 years of relevant work experience.
  • Previous working experience with USAID Projects and NGO’s desired
  • Proven Experience of using QuickBooks Or Peachtree  Advanced Excel,  Data base.
  • 4+ year’s Financial management experience with strong internal audit experience.

TECHNICAL AND OTHER SKILLS 

  • Integrated knowledge and understanding of human resources concepts, practices, systems, and procedures;
  • Ability to interact and deal with people;
  • Excellent planning, organizational, analytical and decision making skills;
  • Computer proficiency (word processing, spreadsheets and accounting software);
  • Good knowledge of written and spoken English.
  • Firm belief in teamwork, gender equality, sensitivity to HIV/AIDS, conceptual understanding of participatory approach and sustainable development.

COMPETENCIES

  • Respect, accountability, courage, excellence, integrity, strategic decision-making, negotiation, collaboration, building partnerships, leading through vision and values, planning and organizing, analytical skill, interpersonal skill.

CONTACTS /KEY RELATIONSHIPS:

  • The incumbent is will work in close cooperation with Senior Finance and Admin office, Senior Finance and Admin Head, Grant and compliance specialist, Executive Director, Technical managers and all CVDA staff.

 WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED. 

  • The position based in Hawassa and other branch office when it deem necessary with some field trip to monitor site office financial performance and for other related duty. 

How to Apply

Through email: [email protected] CC [email protected] , [email protected] Write on subject of the email; position and also attach summary sheet

Registration place: submit summary of your profile as per format below, copy of application letter, C.V stating 3 work related reference & minimum salary expectation and other confidential: Head office;   Bekele Eshte Tower, which is along Torhailoch Total road 5 th floor, Room No.504  For further information contact 0113691051

You can deliver in had or submit through email. 

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