Under the supervision of the Field Office Manager, the Admin & Finance Officer will be responsible for maintaining and managing Accounting and Administrative activities.

Job Description/Responsibilities: 

Specific responsibilities include, but are not limited to:

Finance

·         Processing financial transactions

·         Work closely with the Finance Manager to ensure smooth operation and compliance with organization’s finance standards and deadlines.

·         Maintaining accounting records, filing systems and computer files

·         Scanning finance documents and loading them into the share drive as required

·         Prepare Bank reconciliations when required

·         Handling, processing and reconciliation of petty cash, cash withdrawals and deposits

·         Assist in preparing and reviewing all the supporting documents for the finance transactions to ensure full compliance with internal audit and company requirements,

·         Plan, organize and manage own workload to ensure your contribution to the organizations’ monthly financial reporting process is achieved in a timely and accurate manner

·         Support the year end procedure and preparation for external audit

·         Processing payment and reports

·         Any other duties that may be deemed appropriate for this role

 Administration

·         Submit and follow up reimbursement of employee’s medical claim to HR & Admin department in Addis Ababa.

·         Distribute the monthly Time sheet allocation to all field office supervisors and Collect international and national staff timesheets(TS) by end of each month from the respective program managers and submit to HR & Admin in Addis Ababa for review. Produce report for those who do not comply with this requirement periodically.

·         Submit booking request for staff R & R on a daily basis after collecting the (Monthly, quarterly or half year) R & R plan from every line manger ahead of time.

Compound Beautification:

·         Supervise the implementation of feasible action for the beautification of IMC compounds Coordinate the team work between the compound supervision role and the logistic department and in improvement of the compound design, with the agreement of the Senior HR and Admin officer and The program Coordinator.

Guest Accommodation:

·         Coordinate the briefing and the assignment of rooms to guests when they arrive in compound.

·         Provide brief introduction to the guests about the services in the compound, explaining the kitchen food policy and times, the latrine and shower system and curfew regulations.

Camp Hygiene and Sanitation:

·         Plan the implementation of compound hygiene improvement.

·         Ensure camp is kept in a clean, orderly, and sanitary condition. He/she also strictly monitor the solid and liquid waste management of the compound.

·         Work very closely with staff hygiene and sanitation committee to improve the hygienic and sanitation standard of the compound.  Work in collaboration with the compound supervisor to improve hygiene standards.

Food and Water Services:

·         Ensure that there is always water available and being delivered correctly. Work with the Kitchen committee and logistics to ensure timely supplies of the necessary foods and charcoal.

·         Coordinate the work of canteen committee and comp supervision in policy /guidelines amendment or development.

·         Ensure food hygiene procedures are in place and followed by the cooks with the help and collaboration of the food committee.

·         Coordinate the food planning and purchase from various markets in the locality in collaboration with the food committee.

Providing Care and Support Service for Staff:

·         Ensure there are first aid kits in the correct areas and control the use using a system and order new stock when necessary.

·         Maintain liaison with health facilities in the area like ARRA health center and clinic.

·         You are the focal point for sickness leaves and absence – keep up to date excel sheets and do follow up

·         Ensure that staff are orientated on the medical procedure - acquire a medical report and bills to be submitted to Addis as per the procedure. Follow up if no reimbursement has been had in a timeline.

·         Facilitate/request and arrange the transportation of sick staff to ARRA health center/ nearby health facilities;

Equipment:

·         Order and receive equipment & Supplies required for camp operations in collaboration with the needs of the compound supervisor – ie stabilisers, dividers, chairs/tables, sheets, plates, cups, beds, fans.

·         Ensure the functionality of the assets in the compound and keep the record of the same in excel form and notify logistics of damages.

·         Control the asset of the organization located in the compound like generator, laundry machine, refrigerator, television etc and checking their functionality on regular basis.

·         Record assets which need maintenance or repair, collaborate with logistics if they need to be sent to Addis. Handle with the compound supervisor for repair in our location of items. With storekeepers make sure that all compound necessary items are stored correctly and the amounts known.

Supervision and Reporting:

·         Coordinate the supervision of cooks with the Kitchen committee, cleaners, and compound Cleaners..

·         Complete required paperwork daily for camp operations.

·         Provide regular reports to the coordination and for the monthly report

·         Experience using an accounting Systems like sage, quick book, cost point

·         Relevant experience in an accounting function, cash handling and compound management

·         Proficient in computer skills particularly Microsoft Office, especially use of Excel

·         Ability to manage and priorities a varied workload and work to deadlines

·         Ability to analyses and consolidate financial information

Desirable:

·         Ability to produce and communicate clear financial reports as required

·         Excellent team working skills as well as the ability to apply own initiative

·         Ability to develop and enhance the existing financial systems and processes

·         Good written and verbal communication skills

·         Commitment to the humanitarian/development sector

Compliance & Ethics:

Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to positon, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these standards to partners and requires them to adhere to these values.

Prevention of Sexual Exploitation and Abuse:

Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.