Location: Addis Ababa, Ethiopia
Reports to: Country Director, Ethiopia
Contract duration: 31st October 2016
Contract terms and conditions: This is a local post, only eligible for Ethiopian nationals or those legally able to work in Ethiopia.
Application instructions:
Candidates should send their CV and an engaging covering letter (PDF or Microsoft Word format) which outlines their experience and suitability for the role in English to ethiopia@bbcmediaaction.org . The name of the position applied for should be included in the subject line of the email.
Candidates will be long listed based largely on the quality of their covering letter. Only shortlisted candidates will be notified.
NB: Candidates should have Ethiopian nationality or have a valid Ethiopian work permit. Please note that these are not international postings.
Application deadline: Sunday 1 March 2015
Job purpose
BBC Media Action is looking for a Head of Finance and Administration to support the Country Director in all aspects of financial and administration. BBC Media Action has been operating in Ethiopia since 2001 and is currently expanding its project portfolio. This is an exciting opportunity for a Finance Manager or Senior Finance Officer who wishes to work in a dynamic organisation at a senior level, in a unique and specialist area of development that harnesses the power of communication for positive social change. The transparent and responsible administration of resources is critical in helping us deliver that change.
Main duties
Financial Control
- Maintaining the financial integrity of BBC Media Action’s operations in Ethiopia, and ensuring full compliance with policies & procedures, particularly around cash, advances, banking and assets.
- Being the primary source of expertise for BBC Media Action staff in Ethiopia on financial best practice, and control and compliance issues.
- Managing BBC Media Action’s bank accounts in Ethiopia and liaising with our bankers as appropriate.
- Safeguarding the assets of BBC Media Action’s operations in Ethiopia, including the maintenance of the Fixed Asset register
- Participation in procurement processes that comply with BBC Media Action and donor requirements in ensuring a fair selection of quality vendors and service providers, and fairness and transparency in the awarding of all contracts
- Undertaking audits and spot checks as appropriate.
- Develop policies, handbooks and manuals for all aspects of financial management and ensuring staff are familiar with policy and procedure.
- Monitor cash usage and requirements and advise Country Director of any possible unusual activity or requirements.
Financial and Management Accounting
- Accurate recording of all income and expenditure. Responsible for maintaining the in-country financial system.
- Responsible for monthly reporting to London Project Accountant providing fully reconciled reports detailing income, expenditure and cash and bank reconciliations.
- Working closely with management staff to ensure that regular forecasting activities and reconciliation reviews for all project budgets are properly conducted.
- Working in collaboration with Country Director, Project, and Operational Managers to ensure accurate budgeting of BBC Media Action’s projects in Ethiopia.
- Responsible for producing forecasting and budget revisions as required by the Country Director, or the London Finance Team or Donors in collaboration with key staff.
- Operation of the payroll for all staff in Ethiopia in compliance with Ethiopian Tax Legislation.
- Preparation of monthly budget monitoring reports and leading monthly budget monitoring meetings, ensuring accurate minutes are taken and circulated in a timely fashion.
- Communicate the financial status of projects to relevant staff in country using financial reports.
- Oversee any financial audits including responses to findings.
Management
- Line manages the Finance Officer, Logistics Officer, IT Officer and supports professional development of entire finance and admin team.
- Provides strategic support and guidance on all financial activities of BBC Media Action Ethiopia to Country Director as members of the Senior Management Team and project staff.
- Ensure effective use of personnel and resources to deliver value for money.
- Assess financial risk and devise approaches to mitigating that risk.
- Act as a source of expertise for staff on financial and administration best practice, and control and compliance issues.
- Training and developing other finance, admin and project staff in policies, procedures and other finance issues as appropriate.
Compliance
- Ensure full financial compliance with donor, government, legal and BBC Media Action requirements.
- Act as the main point of contact on financial and administrative matters for donors and government and build good working relationships with key stakeholders.
- Ensure expenditure is incurred and reported in line with contractual agreements.
- Responsible for keeping up to date with changes in local laws and donor requirements as they affect BBC Media Action financial operations; advise senior management of these regularly and suggest approaches to ensure continued compliance.
- Ensure BBC Media Action staff adhere to internal policies and procedures, particularly around cash, advances, banking and assets.
Required skills, knowledge and experience
- Fully Qualified Accountant – ACCA, CIMA, or local qualification – with original copies of qualification documents.
- At least 8 years professional working experience of which 3 have been spent working at a senior management level within a recognised NGO or INGO.
- Experience of working with international donors and a working knowledge of donor compliance for the major donors (eg, DFID, EU, USAID, UN).
- Good interpersonal skills to establish effective working relationships with financial and non-financial managers within BBC Media Action and key stakeholders.
- Proven management skills and the ability to operate effectively as a member of the Senior Management Team.
- Able to communicate effectively at all levels within the organisation.
- Excellent IT skills with experience of operating computer based financial management systems. Competent to advanced level in Microsoft Excel. Experience of Peachtree and advantage.
- Fluency in English and Amharic.
- Commitment to the aims and objectives of BBC Media Action.
Key competencies
The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.
- Analytical thinking – Able to simplify complex problems, processes or projects into component parts, explore and evaluate them systematically. Able to identify causal relationships, and construct frameworks for problem-solving and/or development. Thinks clearly and decisively, particularly when faced with unexpected problems. Has confidence on own judgment whilst knowing when to refer to a more senior level. Maintains responsibility for own decisions.
- Decision making – Is ready and able to take the initiative, originate action and be responsible for the consequences of the decision made. Able to take responsibility for the consequences of decisions made.
- Developing others - Able to recognise potential and willing to foster the development of potential in others. Creates a climate in which potential can be realized.
- Leadership - Give staff a clear sense of direction and purpose. Creates a sense of responsibility amongst staff. Creates an environment in which people support each other.
- Planning and organisation – Sets and monitors time scales and plans. Is able to think ahead in order to establish an efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.
- Communication – The ability to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information. Anticipates and provides sound arguments to support ideas/actions/initiatives
- Managing relationships - Takes care to maintain and develop existing relationships. Works harmoniously with a wide range of people and deals sensitively with contributors, customers and suppliers as well as with colleagues. Understands the demands and pressures on others.
- Team working – Works co-operatively with others as part of a team. Works alongside colleagues, as opposed to working separately or competitively. Builds and maintains effective working relationships with a wide range of people.
