Finance & Administration Manager at Norwegian Church Aid – NCA

Job Description

Norwegian Church Aid(NCA) is a non-profit organization working in 30 countries worldwide to eradicate poverty. In Ethiopia, Norwegian Church Aid has been operating since 1974, engaged in short term emergency response and long-term development programs.

Our intervention in Ethiopia focuses on Climate Resilience, Gender Based Violence/Reproductive Health, Water, Sanitation & Hygiene, as well as Humanitarian Emergency Response. NCA/E operate in six regions: Tigray, Amhara, Oromia, Somali, Gambella, Southern Nations Nationalities and People’s State and at the Federal level.

To achieve our development goals, we work in partnership with faith based and non-faith-based actors which have demonstrated strong grassroots reach and influence in the society. In the context of humanitarian response NCA partly is operational with high demand of logistics engagement.

Norwegian Church Aid is a member of the ACT Alliance, a coalition of organizations working together in over 140 countries to create positive and sustainable change in people’s lives.

NCA/E would like to invite interested and qualified applicants for Finance & Administration Manager position.

Job Summary:

The Finance & Administration Manager is responsible for planning, organizing and coordinating the overall financial, administrative and operational functions of NCA/E ensuring the activities are according to the organizational values, principles, procedures and guidelines of NCA/E and at global level. The Finance & Administration Manager is required to provide overall support to all program areas creating team orientation to achieve the global objectives in collaboration with NCA Head Office, partners and funding organizations.

The position requires a highly motivated individual with strong personal integrity and commitment to accountability. The Manager should also demonstrate excellent communication and interpersonal skill with NCA head office, key partners and donors. Strong English language is required.

Knowledge to manage grants from divers donor such as NORAD, Norwegian MFA, ECHO, UN agencies, and private donors; demonstrated experience in raising funds in development organization is desirable. Evident exposure of INGOs in humanitarian setting and experience in faith-based platform is a plus.

Key Responsibilities

Funding and Financial management

  • Coordinate and lead the overall activities of the Finance & Administration department.
  • Oversee and ensure implementation of all relevant laws and financial regulations anticipated by the Government of Ethiopia are in place along with the internal NCA/E procedures.
  • Be part in defining strategic financial directions for the Country Office.
  • Responsible to ensure the planning, implementation, monitoring and reporting of financial management of all programmes and projects undertaken by NCA Ethiopia.
  • Review the organization’s financial policies, practices and processes for partners.
  • Responsible to ensure NCA financial procedures are in place in all program areas and NCA is keeping its obligations with the government.
  • Ensure that NCA’s financial manuals and procedures are updated and known by staff and adhered to.
  • Create suitable approach to work and support partners on financial matters.
  • Be part in write up of financial section of funding applications,   grant appraisal and management.
  • Oversee and lead all donors  financial planning and  reporting are timely submitted and quality assured.
  • Provide financial reports and advise the Senior Management on any financial matters.
  • Ensure NCA’s financial reporting requirements to government are met timely and of high quality.
  • Ensure compliance with specific donor rules and guidelines on financial reporting.
  • Ensure the analysis of the periodic audit of financial statements quality and secure financial control and quality check of reports against and budget proposals and audit reports aligning with subsequent guidelines and policies of NCA and donors.
  • Ensure the understanding of grant management financial obligations and give proper support is given to the programme staff and CR.
  • Play an active role in adhering self, staff and partners to the ACT’s Anti-fraud and Anti-corruption policy.
  • Provide regular financial analysis, update to all program teams.
  • Responsible to continuously assess the effectiveness and efficiency of internal controls.
  • Lead the finance team conduct monthly financial review meetings , issues are timely addressed and documented.
  • Jointly with programs conduct regular monitoring, build partner capacities, organise kick off and review meetings.
  • Ensure all financial documents, and audit reports are uploaded NCA system, and audit findings are used as learnings and improvement areas of NCA and partners grant management.

Procurement and logistics

  • Responsible for the overall procurement activities undertaken in NCA ensuring it is implemented professionally, timely in all projects and procurements are done in accordance with the NCA global procurement guidelines, manual and donor requirements.

Procurement

  • Ensure the proper management of all procurements of the area office
  • Responsible to oversee all the procurement activities are done based on the approved PRs, prepare RFQ, facilitate RFQ/bid opening, do bid analysis and prepare PO for selected suppliers
  • Follow the necessary contract and framework agreements for goods/service suppliers are in place
  • Ensure goods/services are received according to PR specification. Reject inferior items supplied to the office
  • Liaise with the CO bid committee to ensure requests are treated timely for the area office

Transport and Vehicle movement

  • Ensure management of the vehicle movement of the office and Identify vehicle needs among the different core competences and arrange for vehicles based on need and priority in discussion with programs and transport team.
  • Guide the field team vehicle movement to fill the vehicle gap for NCA operations.
  • Ensure programs are supported well

Asset Management

  • Ensures that Assets are well managed and put in place Asset Management System.
  • Ensure proper recording and updating of asset register and ensure the appropriate coding and tags are placed on each item.
  • Responsible for coordinating with the procurement and finance unit in identifying all details of assets such as acquisition price, Agresso, reference, PR, PO and GRN number etc. the asset register should be accurate and complete;
  • Responsible for checking in /out NCA owned equipment to authorized staff using the standard procedures and forms.
  • Facilitate Schedules and conducts physical count of assets as needed.
  • Support the field offices providing monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets to ensure the location and status of assets that have moved between locations and staff;
  • Advises colleagues on asset and equipment using guidelines.
  • Ensure all lost, damage, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
  • Ensure relevant materials and equipment are available for the smooth operation of the office and program implementation

Warehouse Management

  • Ensure proper documentation are kept the country office and field office  in dealing with daily warehouse operations ie. GRNs, Stock Release Forms, Waybills
  • Ensure the logistics team received the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order,
  • Ensure annual inventory for the country office and provide support to the field office.

Supervisory Roles

  • Supervise the finance and admin staff in NCA Addis office and Gambella field office.
  • Take lead in creating a constructive working environment.
  • The Manager is responsible for planning and prioritising work in the team and assuring segregation of duties.
  • Quality assurance of financial aspects of the project cycle (recording, budgeting, reporting, audit) and delegation of these tasks to staff.
  • Together with the Country Director and relevant thematic heads, safeguard financing sources are allocated to cover all relevant staff costs, appropriate implementation, reallocation and financial monitoring of staff costs.
  • Be part in the budget preparation of both program and Finance staff.
  • Lead regular BVA meetings.

Administration and System:

  • Have overall responsibility of building, reviewing and putting in place of solid financial, procurement & logistics, human resources, fixed asset & warehouse management, fleet management and proper documentation of all.
  • Responsible to secure correctness and timeliness of all financial and operational processes in NCA/E.
  • Identifying capacity gaps and facilitate training of staff and partners and other means of enhancing the quality of financial management.
  • Build and maintain necessary relationships with the relevant teams, units, partners, and advisors at HO level.
  • Build and advance meaningful and effective relationship with partners, likeminded organisations and donors in an expert manner and handle internal and external stakeholders properly.
  • The position owner is part of the Senior Management Team and will act on behalf of Country Director whenever delegated.

Area of Specialization:

  • Finance, administration, operation, grant management

Reporting to:

  • Country Representative

Duty Station:

  • Based in Addis Ababa with periodic travel to project areas

Length of Contract:

  • One year with possibility of extension based on  performance and availability of funds

              

Job Requirements

Minimum Requirements

Qualifications

  • MSc in Accounting, Finance, Business Administration or related fields
  • 8 years of demonstrated progressive experience in senior leadership position including staff management preferably in the international humanitarian or development organization
  • Demonstrated skills in planning, organizing, mentorship and supervision
  • Knowledge of the global financial framework and national financial practices in development organization
  • Excellent leadership, collaborative, coaching, supervising and interpersonal skills to promote effective collaboration within and across member and partner organizations
  • Strong personal integrity, proactive, timeliness and commitments to accountability.
  • Strong written and oral communication skill in English.
  • Proven track record in leading annual auditing, grant management and financial reporting

Technical & Other Skills

  • Ability to work under pressure and able meeting deadlines
  • Excellent understanding of Ethiopian laws on taxation, pension, labor, civil society and financial reporting standards including IPSAS
  • Excellent leadership skills
  • Excellent problem-solving skills
  • Able to maintain motivation of self and others
  • Strong personal integrity and commitment to accountability
  • Detail oriented in following up and networking
  • Excellent computer basic skills and keen to learn relevant software used by NCA
  • Excellent interpersonal and negotiation skill
  • Excellent understanding of Ethiopian laws on taxation, pension, labor, civil society and financial reporting standards including IPSAS
  • Experience with different donor rules and regulations (NORAD, MFA, EU, ECHO, USAID, etc.)
  • Experience from strategic planning processes and ability to analyze and think strategically
  • Diplomatic
  • Resilient
  • Tactful

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