Senior Finance & Admin Officer

JOB DESCRIPTION AND SPECFICATION

About You:

We want individuals who support our mission of eliminating unsafe abortion by 2030 and who work with us to build an enabling environment to increase access to safe services everywhere. We expect all team members to share our vision and commitment to achieving our mission whilst promoting equality and safeguarding the welfare of all clients and colleagues.

1. JOB SUMMARY

Working with and reporting to The MCH Center Manager, the Senior Finance & Administration Officer will be responsible for all financial, procurement, property administration, Fixed Asset, and human resources activities and for technically supporting the Centre Receptionist/Cashiers, Centre Storekeepers and Centre Heads operating under the central area office in all such matters. 

This includes handling all financial and procurement transactions and preparing, verifying, consolidating and subsequently submitting the financial reports to the Commercial Service Finance Manager and Finance Director, ensuring that sufficient petty cash is available at service outlets to cover routine activities, advising the center Managers in implementing HR and Financial Policies and Procedures, recording and posting of financial data; maintaining and controlling stock movements at the centers operating, vehicles, buildings and all other fixed assets management and keeping up-to-date pertinent records of books of accounts.

1. DUTIES/TASKS

Financial Activities:

• Properly codes and records MCH Centre expenditure, income, and any other related transactions in the books of accounts
• Receives payment requests, checks supporting documents and coding for completeness and proper authorization; and writes cheques and corresponding payment vouchers.
• Handles and properly keeps cheque books in safe custody.
• Effects payment of cheques against receipts/invoices and proper signature of the recipient
• Ensures valid cash receipts/invoices are delivered to finance for all cheques issued to Payees.
• Follows-up and ensure working & travel advances at MCH Centre are liquidated timely.
• Records stock receipts, transfers, and consumptions of MCH Centres activities in ICM and send monthly reconciliation reports to the Senior Finance Officer - Stock and Asset & Commercial Service Finance Manager.
• Perform clearance of long outstanding advances and stock variances on SUN system.
• Handles and properly keeps chequebooks in safe custody.
• Ensures that monthly stock count is carried out by the stores, obtain the count result, check count against ICM Software stock record balances and MSIE’s Reconciliation Report and take or present to the management for timely appropriate action on variances.
• Records and report all transactions incurred to be uploaded to SUN and send summary of Bi-weekly transactions with supporting documents to the Commercial Service Finance Manager within the set deadline.
• Review monthly income against deposits to banks and identify collections other than service income.
• Prepares monthly bank reconciliation for the MCH-Centre bank accounts on SUN system.
• Perform clearance of long outstanding advances and stock variances on SUN system.
• Prepare payroll for temporary and contract employees and other regular payments with due consideration to deductions (taxes, advance, loan....)
• Check all clinic receipt, invoices, and petty cash payments.
• Keep up to date and orderly controlling records of receipts and issuance of goods.
• Participate in the annual physical count of stock and fixed assets.
• Ensure maintenance of memorandum records for all capital goods (long-term assets) with a value below the organizations capitalization policy with proper and easy identification.
• Sequentially arranges, files and labels financial records in a professional and easily retrievable manner.
• Assist the Commercial Service Finance Manager and Finance Director in the preparation and revision of budget estimates and targets, processing, and following-up timely transfer of budget requests from MCH Centres.
• Provide technical assistance to Centre Receptionist/Cashiers, Storekeepers and Centre Heads and MCH Centre Manager in the areas of cash, stock and asset management and human resources.
• Advise centre Manager on financial policies and procedures as well as procurement rules and regulations.
• Ensure that all financial and procurement transactions at the Centres are conducted per MSIE’s financial policies and procedures and procurement regulations as well as following donor compliance requirements.
• Undertakes any other related duties that may be assigned by immediate supervisor.

Human Resources activities:

• Ensure the proper implementation of MSIE’s Human Resources Policy Manual and the Labour Code of Ethiopia in field office.
• Prepare Human Resources Planning to ensure sustainable supply of the right personnel.
• Ensure the timely renewal/termination of staff contracts as per MSIE HR Policy; Liaise with all service outlets of Area Office to ensure proper follow up on HR issues and prepare list of professional pool for duty and weekend activities to fill gaps.
• Prepare annual leave plan and ensure that all team members have submitted their leave plan each year and follow up the implementation of the plan accordingly.
• Update and maintain all records of team members' leave, in their personal files and ensure that leave is taken as per the plan of the organization.
• Assist the Human Resources unit and the Area Office in handling disciplinary issues of center staff.
• Assist in Conducting training needs assessment.
• Assist in administering team members’ entitlements, allowances, benefits, and incentives.
• Prepare periodic reports on Human Resources-related activities.
• Ensure service outlet staff KPI settings and performance appraisal is conducted according to the guideline and performance Management cycle of MSIE.

Procurement and Property Administration:

• Manage procurement activities at the service outlets level.
• Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment based on MSIE regulations and procedures with the highest possible expected quality.
• Raise purchase requisitions and orders for purchases at the MCH Centre level.
• Leads the MCH Centre procurement committee.
• Ensure that purchases are made in the best interest of MSIE considering best value for money.
• Maintain record on purchase price information on both open market and contract purchases and revises these as conditions change; opens contracts for re-bidding when needed.
• Establish and administer contracts and purchase orders to ensure compliance with bid specifications and requirements such as quality of materials and services, payment scheduling, vendor performance.
• Establish efficient and cost-effective procurement system for the MCH Centre based on - procurement regulations and procedures.
• Prepares Procurement Plan for the MCH centres operating under the Centres.
• Files all procurement documents in an orderly manner for control and reference purposes.
• Prepares weekly procurement status report and submits to the supervisor.
• Regularly update the supervisor on matters related to procurement.
• Ensure that government taxes and fees relating to ownership of MSIE building facilities are timely paid and the title deeds are timely renewed.
• Regularly make visits to MSIE’s building facilities under the Field Office to assess their status/condition and make recommendation for any renovation, maintenance or modification that may be needed.
• Ensure that proper safety and security mechanisms are in place at all MSIE MCH Centres locations under the Centres.
• Maintain fixed asset register and keep a custodian sheet signed by users for property under their custody.
• Record newly received fixed assets and updates the record regularly.
• Facilitate the stock replenishment process in consultation with storekeepers and Centre Managers.
• Assist in the proposal and disposal process of damaged, obsolete, expired materials.
• Check completeness and accuracy of vehicle logbooks and put signature every day.
• Check the timely fuelling, maintenance, and servicing of vehicles.
• Make sure daily and monthly vehicle related checklists and reports are used and submitted on time.
• Perform other related duties as requested by immediate supervisor.  

Compliance Assessment and System Strengthening, with a scheduled or unscheduled visit to MCH Centers, review, assess and report on.

• Clients/visitors are efficiently handled, and their information is captured in E-HR on a real-time basis.
• Review all clinic incomes are collected with MSIE's legal receipts, reconciled on daily cash collection, and deposited daily without any delays. 
• Conduct scheduled or surprise cash count on cash collected as income & held ad petty cash and ensure cash balance agrees with daily cash collection summary and reports kept on payments respectively,
• Review and ensure monthly summary report of daily cash collection and deposit is supported with signed off daily cash reconciliation, monthly cash collection summary report and bank statement,
• Review petty cash and bank records for accuracy and compliance with MSIE policies.
• Ensure staff debtors for MCH Centre are reviewed monthly and liquidations are processed and reported timely and accurately.