Finance and Administration Officer (FAO), Oromia

About this role

TITLE: Finance and Administration Officer (FAO), OromiaREPORTS TO: Regional Team Leader (RTL), Oromia/AADUTY STATION: Addis Ababa COMPANY SUMMARY EngenderHealth envisions a gender-equal world where all people achieve their sexual and reproductive health and rights. We believe this is essential for ensuring all people can achieve their full potential. To realize this vision, we implement high-quality, gender-equitable programs that advance sexual and reproductive health and rights. JOB SUMMARY The Finance and Administration Officer (FAO) will be responsible for ensuring the use of an efficient financial system as per the standard operating procedures of EngenderHealth. The position holder will provide administrative, coordination, and financial management support to the Integrated RMNCH+PPFP scale-up for the high caseload facilities project. The FAO will assist the Regional Team Leader in establishing effective administration and financial support functions for the program and operations, ensuring that all efforts are undertaken in close coordination with the program staff. ESSENTIAL FUNCTIONS a) Finance Ensures that proper financial policies, procedures, and systems are operated and maintained at the field office level in line with USAID reporting requirements. Monitors cash flow and requests top-ups from head office. Handles petty cash imprest account for the region as required, including timely replenishment. Ensures that all financial transactions are compliant with local laws, donor regulations, and internal policies. Responsible for bank reconciliation preparation, field office advance settlement tracking. Responsible for the quarterly financial report preparation, securing central office approval, and submitting to the government. Ensures that the program expenditure is within the available funds, annual budget, and work plan. Ensures that all financial records are properly kept and serves as a custodian of cheques. Processes all payments, including obtaining expenditure approval, effecting payments, and recording financial transactions. Maintains a comprehensive filing system for financial and administrative documents. Prepares monthly budget forecast and advance requests. Assists Regional Team Leader/Zonal coordinator in the preparation of annual budgets and tracking budget vs actuals. Coordinates per-diem and other workshop/training-related payments. Reviews and sends accurate, timely monthly financial reports and copies of financial documents to EngenderHealth's central office. Take necessary corrective actions based on the feedback from the central office finance unit. Monitors cash flow and expenditure against budget and advises the regional Team Leader on possible corrective action, ensures the well-functioning of office equipment and facilities, arranges and coordinates with the Operations & Logistics Officer for repair and maintenance as required. Link with the central office grants and contracts unit for any support required to link with local sub-grantees. Assists in the coordination of year-end audits. Compile VAT reimbursement document monthly and send over to central office. Manages warehouse process and documentation as required. Works closely with Roving Finance Officer for any coordination or regional office document review. Provides support to the office in all other financial matters. b) Administration Responsible for property management. Ensures the timely payment of office rent, telephone, fax, and other related payments. Ensures availability of sufficient consumable supplies. For offices where EngenderHealth is hosting other partnering organizations, coordinate the office monthly plan for use of consumables, tracking the unified system budget for admin costs and report variances to the central office for timely action etc., Provide administrative coordination support for unified management related activities where required. Coordinates travel arrangement and oversee transport operations. Supervises support staff and support activities. As directed by the Regional Team Leader, supervises and coordinates events, meetings, and occasions held by the program. Implements performance review and performance management for all Admin staff. Tracks staff leave schedule and PEP. Acts as a focal team member for DOVICO management in the regions. Ensures the maintenance and reconciliation of stock and bin cards, periodically ensures and reports the physical existence of inventories and assets Carries out any other responsibilities as directed by the Regional Team Leader & Matrix Managers that are in line with the organizational structure of EngenderHealth-Ethiopia.