Finance Manager

Job Summary 

The Project Accountant will be responsible for ensuring effective financial management, accounting, compliance, and reporting support for ECC-ECHO Cash and Voucher Assistance (CVA) activities implemented through the ERCS Kellam Wollega Branch. 

The position ensures that all financial transactions, cash transfer-related documents, project expenditures, reconciliations, and supporting documents are accurately recorded, verified, classified, and reported in line with ERCS financial procedures, ECHO donor requirements, DRC compliance standards, and humanitarian accountability principles. 

The Project Accountant will work closely with the Branch Management, ECC-ECHO Project Team, Finance Department, Financial Service Providers (FSPs), and Regional/HQ finance teams to ensure timely processing of payments, reconciliation of cash assistance transactions, proper documentation, and smooth project implementation. 

Key Responsibilities 

Financial Management and Accounting 

• Ensure proper classification, coding, recording, and filing of all ECC-ECHO project financial transactions according to ERCS accounting procedures and approved budget lines. 
• Record financial transactions into the approved accounting system accurately and timely. 
• Review supporting documents including payment requests, invoices, receipts, beneficiary payment records, and contracts before processing. 
• Verify availability of budget and ensure expenditures are aligned with approved ECC-ECHO project budgets. 
• Maintain accurate accounting records for project income, expenditure, advances, and settlements. 
• Prepare financial documents required for internal and external reviews. 

CVA Financial Management and Cash Transfer Support 

• Provide financial support for ECC-ECHO Cash and Voucher Assistance implementation activities, including, Beneficiary payment preparation, Cash transfer documentation, Payment verification, Financial reconciliation and Settlement of cash transfer transactions 
• Work closely with project teams to ensure cash assistance payments are processed accurately and according to approved procedures. 
• Coordinate with Financial Service Providers (FSPs), banks, and relevant stakeholders to address payment-related issues. 
• Follow up on rejected, delayed, or unsuccessful beneficiary payments and ensure corrective actions are taken. 
• Support beneficiary payment reconciliation and maintain proper audit trails. 

Reconciliation and Financial Reporting 

• Reconcile project accounts with bank statements and supporting documents on a regular basis. 
• Prepare monthly bank reconciliation statements and adjustment entries. 
• Review and reconcile ECC-ECHO project accounts with Regional/HQ Finance Offices. 
• Prepare trial balances, financial worksheets, expenditure reports, and other financial statements as required. 
• Compile project expenditure data and support preparation of donor financial reports. 
• Provide timely financial information to support project decision-making. 

Budget Monitoring and Compliance 

• Monitor ECC-ECHO project budget utilization and provide regular expenditure updates. 
• Support program teams in reviewing budget versus actual expenditures. 
• Identify budget variances and communicate financial risks to management. 
• Ensure compliance with ERCS financial policies and procedures, ECHO financial requirements, DRC consortium compliance standards and Donor documentation requirements 
• Support audit preparation and ensure availability of financial records. 

1. Documentation and Record Management 

• Ensure completeness, accuracy, and proper filing of all financial documents. 
• Maintain organized electronic and hard-copy financial archives. 
• Scan and maintain project financial documentation to facilitate monthly invoice settlement and reporting. 
• Ensure confidentiality and safe handling of financial information. 
• Conduct regular backup of financial data and records. 

Coordination and Support 

• Work closely with Branch Project Coordinator, ECC-ECHO Cash Team, Senior Accountant, Regional Finance Team and Banks and FSPs 
• Provide financial guidance and technical support to project staff and volunteers. 
• Participate in project review meetings and financial coordination discussions. 
• Support capacity-building activities on financial procedures, documentation, and compliance. 

Key Performance Indicators (KPIs) 

• Timely and accurate processing of ECC-ECHO project financial transactions. 
• Complete and accurate monthly invoice documentation and settlement. 
• Timely bank and project account reconciliation. 
• Quality and completeness of financial documentation. 
• Compliance with ERCS, ECHO, and DRC financial requirements. 
• Effective coordination and responsiveness with project stakeholders. 
• Timely submission of financial reports and expenditure updates. 
• Proper maintenance of project financial records and archives. 

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.