Swiss Church Aid/ HEKS - EPER is an international non-profit aid organization with headquarters in Zurich, Switzerland and works in more than 30 countries in the field of development cooperation and humanitarian aid. Swiss Church Aid | HEKS - EPER Ethiopia Country office wants to recruit one Finance and Admin. Assistant for its Liben Zone, Somali Region Coordination office.

Duration of Employment: Six (6) month fixed term contract.

Standard function description:

• Handle bookkeeping of the HEKS Project office
• Process financial data on computer and, working mainly independently, provide end-of-month closing accounts and reports
• Assist with cash flow management
• Ensure that financial procedures and guidelines are duly followed

Job Description

1.Finance

• Maintain a financial office system in accordance with HEKS-EPER policies and procedures.
• Prepare cash payment vouchers and ensure that all cash transactions are fully and properly documented and filed according to Swiss Church Aid/ HEKS - EPER procedures
• Verify correctness of cost/expense documents and ensure that payment requests are supported by source documents and required authorizations are in place. S/he shall also be responsible to effect all payment requests on time.
• Responsible for accurate and timely posting of all financial transactions and ensures the application of proper accounting controls and uniformity with financial regulations, rules, policies and procedures, donor terms and conditions and Government policies. 
• Comply with all TAX inspection requirements.
• Ensure preparation of documentation for the audit.
• Ensures all expenditures comply with requirements of the Swiss Church Aid/ HEKS - EPER Field Financial and Administration Guidelines (FFAG) and all local legal requirements and obligations (such as tax, social security, etc.).
• Assists and support program personnel in relation to handling financial aspects of program activities.

2. Partners

• Conduct on-site financial monitoring of Partner office’s (PO’s) on a regular basis. Analyze the information in the POs’ record-keeping and reporting system and report key findings to country office. Produce financial monitoring report and list of recommendations to be sent to the partners.
• Provide ongoing technical assistance to the POs in the development of effective and reliable financial management systems.
• Work with the relevant staffs on arrangement of trainings, workshops and meetings materials
• Provide finance and compliance training for partners.
• Review POs’ proposals (including checking against price index).
• Ensure that POs’ financial reports are checked, problems identified and communicated back to POs for correction/clarification and reported to country office finance.
• Ensure that all visitors are received in a professional manner
• Ensure that POs are audited in line with the HEKS-EPER requirements.
• Maintain and update contact details of partners
• Maintain an appropriate filing system for the project documents (proposals, narrative reports, and financial reports) to accommodate all aspects of the Swiss Church Aid/ HEKS - EPER work.
• Other duties as assigned.

3. Administration and programme

• Maintain an appropriate filing system for the project to accommodate all aspects of the HEKS-EPER work & communicate CO for updates
• Support the field office coordinator in organising and conducting consultants’ and partners’ visits, training sessions and meetings.
• Ensure the proper use and maintenance of equipment and office supplies, bringing any problems to the attention of the field office coordinator.
• Ensure that HEKS-EPER capital asset inventory information is recorded.
• Follow-up on vehicle performance
• Support field office coordinator with on-site monitoring visits and inform on findings.
• Assisting in administrative issues collaborating with country office.

The employee may be asked to perform duties and tasks not covered in this job description as well as to provide support in other areas when necessary

Minimum Skills and Qualifications

• BA degree in Accounting/ Business management
• A minimum of Five years’ work experience in a similar field
• Knowledge of managing multi-donor fund
• Good command of English
• Good computer skills
• Diligent and trustworthy person
• Analytical skills