Adeso Finance and Administration Officer

ORGANIZATIONAL CONTEXT

Adeso, formerly known as Horn Relief, is an expanding and vibrant African based international development and humanitarian organization. At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive. Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming. We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy.

For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future. Currently, Adeso has programs in Somalia, Kenya and South Sudan. Our current donor portfolio includes the European Commission, USAID, SIDA, CIDA, UNICEF, and the Government of Netherlands, among others.

Adeso is an exciting and dynamic organization experiencing managed rapid growth. It offers sound employment conditions with opportunities for personal growth and development.

POSITION SUMMARY

This is challenging and rewarding position in a newly established office for Adeso in the Washington DC/Metro area. The Finance and Administration Officer will be required to establish accounting and operational systems while overseeing the smooth functioning of a small office that is anticipated to grow in the next few years. The Finance and Administration Officer will be reporting to the Regional Finance Manager at HQ and will work closely with Finance and Operations staff in the Headquarters office based in Kenya. The candidate will also be expected to support/backstop the Adeso implemented USAID REGAL IR project implemented in Kenya.

SPECIFIC ROLES AND RESPONSIBILITIES

Accounting and Finance Functions

• Provide Accounting support to the Washington DC office while ensuring compliance with internal controls, donor regulations and budget restrictions. • Process and make payments as provided in the approved budget, record accounting transactions including coding of payment vouchers before making payment, and ensure an efficient, proper and transparent financial filing system of all documents relating to finance are maintained (e.g., monthly payment of bills, contracts, rent and local salaries etc.). • Ensuring all financial documents are timely and accurately posted for purposes of generating Program and Office financial reports. • Manage the fixed assets register and all accounting requirements in the assets management e.g. reconciliation of assets, periodical inventory checks etc • Preparation of bank reconciliation statements for all bank accounts and bringing to attention all matters that require action • Periodically reviewing the balance sheet accounts and ensuring they are kept current and can be easily identified and reconciled • Ensuring that accounting System routine actions adequately handled and any issues of concern brought to the attention of the HQ Finance office for action. • Plan for cash flow requirements for the office and submit updated cash forecast and monthly cash requests to HQ on a timely basis. • Prepare, examine, and analyze accounting records, financial statements, and other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards within the Washington DC Finance office. • Ensure financial records are maintained in compliance with Adeso policies and procedures • Ensure all financial reporting deadlines are met. • Prepare financial management reports for donors and internal use. • Participate in the budget preparation process for the office. • Tracking the Employee advances regularly and following up the recovery process or management action • Ensure accurate and timely monthly, quarterly and year end close. • Establish and monitor the implementation and maintenance of accounting control procedures. • Resolve accounting discrepancies and irregularities whenever they arise. • Continuous management and support of budget and forecast activities. • Training of Finance and non finance staff on Policies, Procedures and donor requirements • Support the replication of the existing finance and compliance manual for the DC office. • Oversee financial audit preparation and coordinate the audit process within the Washington DC office. • Any other duties that are not specifically stated above but will necessarily come within the framework of Finance Operation shall be assigned to you from time to time by the Director of Operations of the Hq Finance Office.

Administration and Human Resource Functions • Support the development of a Human Resource Policy. • Handle staff and independent contractor recruitment, contracts and benefits, including retirement plans and health insurance. • Manage the monthly payroll system including proper tax deductions and submission to the Federal and state governments.
• Oversee the smooth management of the office, including the maintenance of timesheets for donor reporting. • Ensuring the procurement of office supplies, equipment and other assets in adherence to internal guidelines and maintaining assets register for the DC office. • Responsible for the procurement of services and suppliers in accordance with internal guidelines. • Responsible for the negotiations of the lease agreement and all maintenance and other issues related to the office and the landlord.

SKILLS AND QUALIFICATIONS

• University degree in Bachelor of Accounting, Finance, Commerce or a related field, Masters degree preferred • Minimum of 4 years of relevant NGO or UN experience is required. • Knowledge of accepted accounting practices and principles • Knowledge of USAID and other donor rules and regulations • Knowledge of auditing practices • Knowledge of applicable laws, codes and regulations to the Federal Government and Washington DC area • Knowledge and experience of related financial and other computer applications • Minimum of 3 years experience in management of financial systems and budgets, financial reporting, financial data analysis, auditing, taxation and providing financial advice • Proficiency in computer applications such as word processing, spreadsheets, power point, etc.
• Ability to work independently and under pressure in a rapidly changing professional environment.
• Ability to multi-task and effectively and handle stressful situations. • Excellent verbal and written communication skills. • Strong morals viz. honesty, transparency, generosity, altruism and respect.

How to apply:

APPLICATION PROCESS

This is a challenging opportunity for a dedicated and highly motivated professional. If you would like to join this dynamic team and be part of building resilience and economic growth in Africa, please submit your application to jobs@adesoafrica.org, quoting the position in the email subject matter, by 18th February 2013. Each application should be addressed to the Human Resources Manager and include the following: • An updated CV; and • An application letter which should include remuneration requirements and contact information for three work-related referees. • Applications not including all of the above information will not be reviewed. • Only short-listed candidates will be contacted. Adeso is an equal opportunity employer