American Friends Service Committee is a Quaker Organization that includes people of various faiths who are committed to social justice, peace and humanitarian service. Its work is based on the Quaker belief in the worth of every person and faith in the power of love to overcome violence and injustice.
The Africa Hub
The American Friends Service Committee (AFSC) is establishing a research and advocacy hub in the Horn and East Africa, to be located in Addis Ababa, Ethiopia. The Hub is a peacebuilding centre with staff and space to convene, train, and mobilize civil society both in-person and virtually, and support research to create evidence-based advocacy on shared and sustainable peace, just responses to displacement and migration, and economic justice.
Job Title: Africa Hub Finance Officer
Immediate Supervisor: Hub Director
Main job purpose: The main purpose of the role is to develop and manage the finance and administration policy and practice for the Africa Hub and Ethiopia Office. . This position leads the financial management of the Bread for the World Africa Hub Consortium. They will be responsible for the oversight of financial and administrative systems including finance, accounting, information technology, human resources, recruiting, and physical infrastructure. The Finance Officer will work closely with, and receive direction from the Regional Finance Manager-Africa in consolidating regional finances. The position holder will directly supervise one Administrative Assistant.
The Finance Officer will work closely with the Africa Regional Finance & Administration Manager (includes a dotted reporting line), IP Finance staff based in the central office in Philadelphia, AFSC Finance Department, the Hub Director, and other finance officers from collaborating agencies and partners to ensure high degree of accountability and stewardship in the use of AFSC money and resources. They will carry out other duties as delegated by the Hub Director.
The post holder will be based in Addis Ababa, Ethiopia.
Key Responsibilities
AFSC Financial Management
• Oversee and lead annual program budgeting and planning process in conjunction with the Regional Director and AFSC Africa Hub Director; administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the region’s financial status.
• Oversee and lead annual budgeting and planning process in conjunction with BftW Consortium members; administer and review all financial plans and budgets; monitor progress and changes; and keep Consortium team members abreast of the Africa Hub’s financial status.
• Control the accounting of all Africa Hub related programs. Scrutinize all financial transactions and reporting related to the Africa Hub programs. Check accuracy and integrity of all general ledger reports and bank reconciliations before review and approval by the Hub Director.
• Analyze and present financial reports in an accurate and timely manner. Provide the Regional Director, AFSC Africa Hub Director and/or program staff, monthly general ledger, asset reports and income and expenditure reports. Effectively communicate and present critical financial matters to the Hub Director and the Regional Finance and Administration Manager.
• Communicate monthly and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
• Manage the monthly closing process for Account Payables and General Ledger for the offices accounts within the region.
• Create and update and implement all necessary Ethiopia Office policies and accounting practices; improve the finance department’s overall policy and procedure manual.
• Support the process of developing internal accounting procedures and guidelines for the Africa Hub programs in conjunction with AFSC approved Global Accounting processes, review and amend changes when and if required, and monitor the adherence to those procedures and guidelines.
• Implement a robust contracts management and financial management/ reporting system; ensure that the contract billing schedule is adhered to and that financial data and cash flow are steady and support operational requirements.
• Manage AFSC Ethiopia office’s cash flow and forecasting. Manage the requests for fund transfers
• Coordinate and lead the program audit process, liaise with external auditors and submit country finance audit for approval by the hub Director; assess any changes necessary.
• Support Philadelphia finance staff and consortium members with grant audits. The Finance Officer will be the main point of contact for donor (Bread for the World) program audits including planning, scheduling, managing timeline and deliverables. The FO will work closely with central office finance in delivering timely grant audits.
• Ensure that staff are aware of the AFSC rules and procedures for budget and accounting using the AFSC regional finance manual, and AFSC finance directives as a guide.
• Work closely with Africa Regional Controller Finance Analyst based in Philadelphia, AFSC Finance Department and Program Partner finance officers in the region to ensure high degree of accountability and stewardship in the use of AFSC money and resources.
• Support AFSC Africa Hub partner organizations to fulfil the financial management requirements of partnership with AFSC in collaboration with program directors/staff.
• Where applicable conduct field visits to support finance officers and managers in managing AFSC money and resources and carry out informal management and accounting audit as requested by the Regional Director.
Human Resources and Administration
• Develop/update AFSC Africa Hub human resource policies/conditions of service considering Quaker values, compliance with US and local law, and the operating environment in consultation/coordination with the Regional Director and Hub Director.
• Ensure that recruiting processes are consistent and streamlined, and implement fair and transparent procedures for recruitment, selection, orientation, probation and performance management, and end of service.
• Establish and manage a comprehensive training program to educate employees regarding staff tools, policies, and procedures.
• Apply AFSC’s human resource policies consistently and ensure any review or change of human resource policy is effectively communicated to the regional leadership team.
• Ensure that finance and admin staff at the country level maintain local-hire personnel files (including staff leave records) per AFSC staff terms and conditions and in compliance with local law.
• Provide information to all local staff on health insurance, benefits and pension funds policies.
• Prepare monthly payroll for national staff for the Hub Director approval.
• Ensure salary administration is timely and in accordance with local tax requirements.
Premises, purchasing and logistics
• Manage AFSC Ethiopia office premises as a safe and healthy work environment.
• Administer the procurement of equipment, insurances, supplies and all services with an emphasis on quality work and fair pricing.
• Oversee fixed asset procurement, registration, and disposal.
• Ensure that AFSC travel within region is safe and reflects value for money. Work in consultation with the local security points at the country level to determine travel safety standards.
IT
• Ensure the effective use of information technology, in cooperation with AFSC Helpdesk.
• Administer the information systems and support the flow of information within the office, with Philadelphia and other AFSC offices.
Legal and Contractual Compliance
• Support the Hub Director, the Regional Director, and relevant Philadelphia units in ensuring that AFSC complies with local laws and employment norms, US law and any other applicable international law.
• Liaise with government authorities as appropriate to maintain registration of AFSC for its operations in the region; the issue of working visas for international appointees; visas and travel permits.
Staff Safety and Security
• Develop, in consultation with the Regional Director and Hub Director and the AFSC Central Office security focal person, security policies and procedures for the region.
• Ensure the local security plans by local security focal persons and that this information is effectively shared with AFSC colleagues or visitors coming to the region.
Other duties
To perform any other reasonable duties related to AFSC work in the region, as directed by the Regional Director and the Hub Director.
Competence Required
- At least a bachelors’ degree in Finance or Administration; at least 5 years of experience in financial and office administration, with supervisory responsibilities.
- Professional qualification of ACCA or equivalent.
- Regional job or cross border experience – Africa region.
- Must have demonstrated computer skills (PC/Windows) and database applications (MS office). Demonstrated experience with complex accounting package software, such as Microsoft Dynamics or similar software. High level of skill with Excel.
- Good English writing, reporting and communication skills.
- Knowledge of payroll, taxes, audits and public financial acts. Experience with managing and overseeing accounting carried out in several currencies.
- Proven records of integrity and ability in handling cash.
- Capacity to problem solving, should be mature, self-motivated, proactive and able to work with minimum supervision.
- Must have understanding and respect for the principles, concern and considerations of AFSC in regard to issues of race, class, nationality, religion, gender and sexual orientation and disability.
Assignment: 2 years employment contract (could be extended on mutual agreement and good performance following six-month probation)
Compensation: AFSC compensation package for National Staff
How to apply:
This position is open to Ethiopian nationals and those individuals with the right to work in Ethiopia only.
Interested applicants are requested to submit their CV (No more than four pages), application letter and a two paragraph motivation write up, on why they are interested in this position to:
The Regional Director, Africa
Email: infoafrica@afsc.org
The deadline for application is Friday 30th April 2021
The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer. Qualified persons are encouraged to apply regardless of their religious affiliation, race, age, sex, or disability.