Finance and Admin Officer

JOB TITLE: Finance and Administration Officer

JOB GRADE: 20

BUSINESS UNIT: Orbis Global Programes

EMPLOYMENT TERMS: Regular/Permanent Full-Time

COUNTRY OFFICE/DEPT: Ethiopia

JOB SUMMARY

Under direct supervision of the Project Manager, the Finance and Admin Officer is responsible for ensuring the use of efficient financial system as per the standard operating procedures of Orbis. In addition to this, the candidate will be overseeing the overall office management of the field office.

LOCATION

Arba Minch

REPORTING & WORKING RELATIONSHIPS

• Ensure that proper financial policies, procedures, and systems are operated and maintained at the field office.
• Ensure that all financial transactions are compliant with local laws, donor regulations, and internal policies.
• Ensure that the program expenditure are with in the available fund, annual budget and work plan.
• Process all payments including obtaining expenditure approval, effecting payments, and recording financial transactions.
• Maintain a comprehensive filing system for financial and administrative documents.
• Assist the Field Office in preparation of monthly budget forecast and advance requests.
• Assist Filed office in preparation of annual budgets.
• Coordinate per diem and other workshop/training related payments and involve with per diem settlement where needed.
• Ensure well functioning of office equipment and facilities, arrange and coordinate with the logistics officer for repair and maintenance as required.
• Responsible for property management.
• Responsible for custodianship of property tag and proper consecutive utilization
• Ensure timely payment of office rent, telephone, fax, and other related payments.
• Ensure availability of sufficient office supplies, stationeries, and cleaning supplies.
• Follow-up on proper collection and filing of models for donated items
• Coordinate travel arrangement and oversee transport operations.
• Supervise support staff and support activities.
• Responsible for the custody of the Fixed Asset
• Follow up the Program staff request for temporary staff is sent on time and execute that the agreement is received in due time before the trainings are commenced.
• As directed by the Project Manager, supervise and coordinate any events, meetings and occasions held by the program. Ensuring that all arrangements are made to ensure such events, meetings and occasions are successful.
• Preparation of monthly, quarterly and biannual financial and administrative reports on core activities
• Personnel management of Orbis as per SOP(Standard Operating Procedure) including keeping personnel related records & files as well as annual staff performance monitoring and evaluation
• Ensure timely submission of government reports in consultation with project Manager and country office Finance Director.
• Ensure Inventory of fixed assets and stock items is made and reported quarterly (stock) and Biannually (Fixed Assets) to main Office.
• Implementing and keeping up efficient administrative practice of Orbis as per SOP.
• Assist in the follow up of Insurance related issues and outstanding settlement and communicate timely on any pending issues
• Monitor the budget utilization VS activity for the region and report the progress of budget utilization
• Maintain or file all government reports
• Follow up on Check and Petty Cash Register sheet and make timely decision for reimbursement request
• Custodianship of unused checks
• Custodianship of unused new and used old voucher pads and ensure timely communication for reprint/replenishment
• Responsible for timely completion of performance assessment for supervised staff
• Follow up and supervise Security and Cleaners or any outsourced support staff
• Any other responsibilities as directed by the Project Manager /Operations Director/ Finance Director/ that is in line with the general concept of this position.
• Perform any other duties as assigned by the supervisor or his designate.

QUALIFICATIONS & EXPERIENCE

SKILLS & ABILITIES

ORBIS VALUES & COMPETENCIES

At Orbis, our values and competencies are central to how we work and grow, both as individuals and as a global organization. These expectations apply to all employees and help ensure that we are aligned in our mission and impact.

Our Values in Action: We are guided by five values: Accountability, Commitment, Innovation, Integrity, and Equity. These values reflect how we engage with our colleagues, partners, and the communities we serve. We expect everyone at Orbis to model these values in daily decisions and behaviors.

Our Competencies in Action: These describe the key skills and behaviors needed to succeed at Orbis. They are used in performance discussions and to support career development across roles.

Employment Term: Up to the duration of the project which is expected to run until September 30, 2030 with possibility of extension depending on availability of budget

👉 Click here for a quick overview of our values and competencies

To learn more about Orbis, go to http://www.orbis.org

Orbis is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants, regardless of race, color, religion, gender, sexual orientation, disability, veteran status, or any other protected characteristic.