Admin and Finance Assistant

Under the overall administrative authority of the secretariat office Manager, the Finance and Administrative Assistant will undertake to implement the ESA administrative and finance services including accounting and budgeting, human resources activities and supervision of use of office facilities and resources. He/she will carry out effective recording, control and management of ESA resources, the Office’s operational activities in keeping policies and guidelines. Other specific duties and responsibilities include the following:

Budget preparation and implementation:

• Participate in planning the administrative budget of secretariat Office
• Ensure recording, up-dating and monitoring expenditure in accordance with ESA internal control rules and procedures.
• Report periodically on the status of budget implementation and propose possible revisions.
• Establishing procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of ESA resources.

Finance and Accounting

• Ensure timely payments of all bills for ESA in line with established financial procedures and regulations.
• Ensuring proper documentation of payment vouchers and all other supporting documents.
• Process for payment and maintain individual staff mission expenditure; advances and balances.
• Keep and maintain daily updates of all the required Secretariat Office books of accounts, records, inventory and files in order.
• Produce for review and final approval of secretariat office manager, all the Office monthly financial and budget execution reports.
• Undertake timely preparation and verification of reports, statements and schedules for auditing of the Secretariat Office activities.

Human Resources Management

• Keep all staff records/files up-dated.
• Up-date and submit monthly reports on personnel management.
• Manage office staff benefits in accordance with the Human Resources policy and instructions in force.

General Administration: institutional procurement of goods and services

Management of property and equipment

• Undertake procurement of goods and services in keeping with the ESA rules and procedures.
• Organize, supervise and monitor the activities of administrative staff
• Ensure all administrative documents necessary for the proper functioning of the office
• Proper management and control of office and petty cash.
• Ensure administrative support to all the secretariat office staff and ESA members as required.

Selection Criteria

Including desirable skills, knowledge and experience

• Bachelor’s degree in Business Administration, Management, Accounting, and/or Finance;
• 2-5years of relevant work experience. Experience in a similar post in association/organization will be considered an advantage.
• Knowledge and experience in administrative; financial accounting and full range of office support work, with a high level of sustained performance.
• Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems.
• Strong interpersonal and verbal communication skills.
• Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups
• Competence in the use of Word, Excel, Access, MS Projects and PowerPoint.
• Strong written and verbal communication skills in English, Amharic and other language will be considered as an advantage.