Project Accountant

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Finance Manager for our operations in Addis Ababa Country Office.

Instruction for applicants:
All applicants must upload a cover letter and an updated CV in English. Please ensure that your CV does not exceed three pages. Applications with CVs longer than the specified limit may not be considered

Overall purpose of the role

This role has a country focus and ensures the financial health and stability of DRC ETH, foster strong donor relationships and support the organisational localisation efforts while ensuring compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country Finance activities.

The Finance Manager is vested with powers to execute management policies and responsibilities to hire, suspend, layoff, dismiss or assign employees within the Finance department as necessary for the operations.

Your main duties and responsibilities will be:

Management & Leadership:

Within his/her management mandate, and in alignment with DRC’s leadership standards and policies, the position holder:

• Providing leadership and direction to a team, ensuring clarity of roles, expectations, and performance standards to achieve agreed goals and objectives.
• Exercising team budget oversight and decision-making authority where assigned.
• Leading or contributing to recruitment processes for staff within their team and implementing termination decisions in accordance with DRC’s two-step principle.
• Conducting and/or signing off on performance appraisals and ensuring regular, constructive feedback to support continuous improvement.
• Supporting the professional development of team members through coaching, capacity building, and development planning.
• Addressing poor performance and disciplinary issues, including handling Code of Conduct cases referred to management, in line with DRC policies and procedures.Is accountable for people management of direct reports, including hiring & firing, objective setting and priorities as per the strategic direction, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.
• Is accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC.
• Accountable for making significant decisions on what the Finance team does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources.
• Manages all finance related tasks within the country (Addis and field offices) - this includes but not limited to financial planning & analysis, cash flow management, financial risk management, budgeting & reporting, compliance and finance capacity building or teams and DRC implementing partners.
• Support the development and implementation of financial management capacity building of staff in the Country Finance team and provide support to the Area based Finance teams.
• Work to build the capacity of finance staff members throughout the program through frequent in-service training sessions and mentoring support.
• Ensure data protection and confidentiality in handling all financial information and organization documents

Financial Management and Planning

• Oversee the finance department for the entire operation, providing training and oversight to country office finance staff as well as advising and ensuring adequate support to area office finance staff.
• In close cooperation with Managers and AMs, reinforce existing procedures and systems for financial management and control in compliance with guidelines of DRC’s Operations Handbook, internal guidelines and donor requirements.
• Support timely delivery of quality financial reports to donors and internal reports to colleagues and HQ.
• Ensure compliance with relevant country statutory and other financial obligations such as tax, levies and statutory returns.
• Monthly/weekly financial briefings to Head of Support Services
• Ensure Finance team preparation and active participation in monthly Budget Follow Up reviews and in monthly/quarterly Project Monitoring Meeting (financial aspects) to discuss key variances, reasons for these, and any remedial action that is required.
• Ensure thorough and effective budgetary control in the country programs.
• Liaise with relevant Managers and budget holders on key financial issues for all programs in the country, including co-funding, financial reporting, key variances, and recommend and support any remedial action required, reporting major issues to the Head of Support Services for action.
• Collecting cash forecasts from all Programme Managers and requesting funds in a timely manner.
• Maintain a continuous overview of funding levels and pay particular attention to shared support costs, including staff salaries and other shared cost lines.
• Ensure all required documentation for financial audits in cooperation with Coordination staff and HQ.
• In preparation for local audits, the Finance Manager will support the Head of Support Services and the Senior Management Team of DRC in liaising with government officials, and external auditors, in relation to issues of audit and compliance.
• Contribute to the development of proposals with regards to budgeting in cooperation with Managers.
• Ensure a Master Budget is in place and UpToDate, in Dynamics and lead a monthly gap analysis meeting with Senior Management Team.
• Coordinate the allocation table & resource scheduling with the different budget holders
• Forecast future financial performance and analyse financial data to guide decision-making.
• Supervision, audits and controlling and implementation of corrective actions related to the DRC standards for operations. This includes, among other things, supervision of all financial reporting and financial procedures, including the monthly schedule for financial reporting, donor reporting and audits, cash flow and liquidity management, legal framework and reporting relations to National authorities.

Systems Improvement and Compliance

• Ensure DRC Dynamics is used to its full capacity as per the guidelines set by DRC’s Headquarters.
• Ensure proper application of ERP finance processes across the country, providing remote and in-person field support and guidance.
• Responsible for ensuring all new Finance staff across DRC Ethiopia receive an in-depth induction to Microsoft Dynamics as applicable to their role.
• Apply reports and data analytics from ERP system to improve performance in the country.
• Ensure that Country ERP support is in place (i.e. super users).
• Improve and implement comprehensive internal office controls in line with DRC’s Operations Handbook.
• Develop process for approving and monitoring spending to different DRC’s projects through Area Managers.
• Coordinate financial management and systems training for non-finance staff.
• Travel to field location(s) as necessary (30% of time) and provide oversight of field office financial systems and processes if needed.
• Support the finance team on key compliance issues, such as DRC’s Operations Handbook, ChSA (Charities and Societies Agency) audit.
• Review key processes and work closely with the Head of Support Services (HoSS) to suggest improvements for scale and efficiency, while managing risk.

Reporting and Analysis

• Lead monthly review of project expenses comparing actual to budget and analyzing variances.
• Participate in ongoing analysis, forecasting and review of project expenses, accruals, and projections.
• Prepare and submit ad hoc reports on portfolio financial status for senior management, including annual Prognosis reports, in coordination with Head of Programme for pipeline projects affecting Master Budget gap analysis.
• Review and approve the financial close-out of program activities as required by grant rules, and verify documentation and information is complete
• Run financial KPI meetings as necessary.
• Develop a risk management plan for the country that identifies the major financial and operational risks and implement a mitigation strategy. This will be done through regular review of the country Risk Register and Issues Log and submission of quarterly inputs from the Finance department.

Accounting

• Review all financial data entries that go into the Dynamics ERP system.
• Ensure all payment requests and wire transfer requests for payments to vendors are completed in compliance with contract requirements and paid on time, adjusting work processes in the country office Finance department as required.
• Ensure on time management, review, and processing of payroll, invoices, and in-field fee payments in accordance with DRC’s accounting procedures and donor policies.
• Ensure bank statements, bank reconciliations, and submitted expense reports are reasonable, allocable, and auditable are posted on Dynamics.
• Review monthly reconciliation of Bank accounts and prepare monthly close out as per the guidelines provided by HQ.
• Prepare for and participate in all financial reviews/audits required.
• Ensure that all month & year end accounts reconciliation and closure are done on a timely basis.

Partnership Management

• Participate in setting partner selection criteria and in the final selection
• Participate in potential partner due-diligence assessment
• Review sub-grant agreement for donor’s audit requirement, instalments, reporting, etc.
• Participate in partners project kick-off and close-out meeting
• Process advance/reimbursement payment request of partners
• Participate in partner capacity assessment and work with partner to execute the capacity development plan
• Participate in partner monitoring visit and prepare a report
• Actively engage in partner project management/review meeting
• Review and approve financial report of partner

Within Technical Supervision mandate of Field Support Services Managers / TL and Field Finance Officers and Assistants, the position holder is responsible for:

• Providing technical direction, guidance, and where mandated, instructions to ensure compliance with DRC policies, standards, and strategies.
• Supporting managers and technical staff through regular communication, capacity building, and promotion of best practices.
• Support managers with assessing the technical skills and performance of most senior supply chain staff in field offices.
• Escalating and, where authorized, addressing issues of non-compliance or poor performance in line with the technical supervision mandate.
• Participating in the recruitment of Finance staff in the field offices.

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Positive Action for Development (PAD) is an indigenous, non-governmental, non-profit, secular, and legally registered Ethiopian Civil Society Organization (Registration No. 2330). PAD is committed to promoting a just, compassionate, and inclusive society where all people can thrive. Guided by the values of optimism, integrity, kindness, excellence, and impactful action, PAD works to provide effective humanitarian and development support to communities in need.

Position Summary

Positive Action for Development (PAD) is seeking a motivated, detail-oriented, and organized fresh graduate accounting intern to support the Finance Department in processing payments, preparing payment documentation, maintaining financial records, and ensuring the timely and accurate handling of disbursement activities in accordance with PAD’s financial policies and procedures.

Key Duties and Responsibilities

• Assist in preparing payment vouchers, cheque payments, and other disbursement documents.
• Support the preparation and processing of withholding tax (WHT) documents and other applicable tax records.
• Assist in organizing, scanning, filing, and archiving payment documents.
• Support the collection and recording of bank advice, payment confirmations, and transaction receipts.
• Follow up on pending payment requests and missing supporting documents.
• Ensure the confidentiality and proper handling of financial information.
• Support the maintenance of accurate payment registers and disbursement tracking records.
• Assist in ensuring that payment documentation is complete and properly organized for review and audit purposes.
• Perform other finance-related duties assigned by the supervisor.

1. JOB PURPOSE

The accountant is responsible for maintaining accurate, complete, and timely financial records of New Leaf Medical Complex (NLMC), ensuring effective accounting operations, financial reporting, transaction verification, and compliance with applicable accounting standards, tax laws, financial regulations, and organizational policies.

The position supports the Finance Department in safeguarding organizational financial resources, strengthening internal controls, monitoring financial transactions, and providing reliable financial information to support management decision-making and the efficient delivery of healthcare services.

2. KEY DUTIES AND RESPONSIBILITIES

A. General Accounting and Financial Records

1. Maintain accurate and up-to-date financial records, accounting books, and general ledger accounts.
2. Record daily financial transactions in the accounting system in accordance with approved accounting procedures.
3. Prepare and process journal entries, accruals, prepayments, adjustments, and other accounting transactions.
4. Ensure proper classification, coding, and documentation of financial transactions.
5. Maintain organized financial records and supporting documents for all accounting transactions.
6. Perform monthly, quarterly, and annual account reconciliations.
7. Ensure completeness, accuracy, and consistency of financial information.

B. Accounts Payable and Receivable

1. Review supplier invoices, payment requests, purchase orders, contracts, and supporting documents before processing payments.
2. Verify the accuracy and completeness of supplier invoices and ensure compliance with approved procurement and payment procedures.
3. Maintain accounts payable records and monitor outstanding supplier obligations.
4. Monitor accounts receivable and follow up on outstanding balances in coordination with relevant departments.
5. Reconcile customer, corporate client, insurance, and other receivable accounts.
6. Ensure proper recording and reconciliation of patient-related revenue received through cashiering and other approved payment channels.
7. Prepare payment schedules and accounts payable and receivable aging reports.

C. Revenue Accounting and Healthcare Financial Transactions

1. Verify and reconcile daily revenue reports received from cashiering, billing, pharmacy, laboratory, imaging, and other revenue-generating service units.
2. Ensure proper recording of patient service revenue, including cash, bank transfers, card payments, insurance claims, and corporate agreements.
3. Reconcile billing records against actual collections and identify discrepancies for investigation.
4. Coordinate with the relevant departments to resolve billing, collection, and revenue recording discrepancies.
5. Monitor proper accounting treatment of discounts, refunds, credit adjustments, and other revenue-related transactions.
6. Support the reconciliation of insurance and corporate client claims with submitted invoices and payments.
7. Prepare periodic revenue reconciliation reports for management review.

D. Cash and Bank Management

1. Perform regular bank reconciliations and investigate outstanding or unexplained transactions.
2. Verify cash collection summaries against bank deposits and accounting records.
3. Monitor petty cash transactions and ensure compliance with approved petty cash procedures.
4. Verify payment documentation and ensure that payments are processed only with appropriate authorization.
5. Maintain accurate records of cash advances, settlements, and outstanding balances.
6. Report unusual financial transactions, discrepancies, and potential control weaknesses to the immediate supervisor.

E. Financial Reporting and Analysis

1. Assist in preparing monthly, quarterly, and annual financial statements.
2. Prepare trial balances, general ledger schedules, and supporting financial reports.
3. Prepare periodic financial reports, including revenue, expenditure, accounts payable, accounts receivable, and cash position.
4. Support budget monitoring by comparing actual expenditure against approved budgets.
5. Identify unusual financial movements and provide explanations for variances.
6. Provide accurate financial information required for management reviews and decision-making.
7. Ensure timely submission of assigned financial reports.

F. Taxation and Regulatory Compliance

1. Ensure accurate preparation and recording of applicable tax-related transactions.
2. Assist in preparing VAT, withholding tax, employment income tax, and other applicable tax declarations and supporting schedules.
3. Ensure timely submission of assigned tax reports and payment documentation in accordance with Ethiopian tax legislation.
4. Maintain proper tax invoices, receipts, and supporting financial documentation.
5. Support tax audits, regulatory reviews, and other statutory financial inspections.
6. Monitor changes in applicable tax regulations and communicate relevant implications to the Finance Manager.

G. Fixed Asset and Inventory Accounting

1. Maintain accurate accounting records for organizational fixed assets.
2. Assist in maintaining the fixed asset register, including acquisition cost, asset location, depreciation, transfers, and disposals.
3. Calculate and record depreciation in accordance with applicable accounting standards and approved policies.
4. Coordinate with the Store, Procurement, Biomedical Engineering, and relevant departments to reconcile asset and inventory records.
5. Support periodic physical verification of fixed assets and investigate discrepancies.
6. Ensure proper accounting documentation for asset acquisitions, transfers, write-offs, and disposals.

H. Internal Control, Audit, and Risk Management

1. Implement approved financial policies, procedures, and internal control requirements.
2. Ensure that financial transactions are supported by appropriate documentation and authorization.
3. Identify accounting irregularities, control weaknesses, and financial risks and report them promptly.
4. Support internal and external audit activities by providing accurate records and supporting documents.
5. Follow up on audit findings and assist in implementing agreed corrective actions.
6. Maintain confidentiality and integrity of all financial and organizational information.
7. Ensure appropriate segregation of duties and compliance with the organization's Delegation of Authority (DOA).

I. Financial Systems and Documentation

1. Maintain accurate accounting records using NLMC's approved ERP or accounting information system.
2. Ensure timely entry and updating of financial transactions.
3. Maintain proper electronic and physical filing systems for financial documents.
4. Support improvements in accounting processes, reporting systems, and financial data accuracy.
5. Ensure the security and confidentiality of financial information and system access credentials.