Finance and Administration Manager

Finance and Administration Manager Max Foundation is a fast growing non-profit organisation ( founded in 2005 by Joke and Steven Le Poole, following the death of their son Max who died from a viral infection at eight months. Steven and Joke were determined to spare other parents such deep sorrow. They wanted to give as many children as possible the future that Max was not able to have. The mission of Max Foundation is to give children a healthy start in life and save as many children’s lives as possible in the most effective and sustainable way. Max Foundation believes that a business driven and integrated approach can tackle the roots of child mortality and impaired child growth. And that this is best done through collectively addressing practices in the areas of WASH (Water, Sanitation and Hygiene), Nutrition and Sexual reproductive health and rights (SRHR). We aim to be as effective and as sustainable as possible via proven and innovative approaches on community strengthening, institutional embedding and sustainable market models. Purpose of the Position The primary responsibility of this position will be accounting/financial management, human resources, and office administration to ensure the efficient and effective management of the organization’s resources and compliance with organizational and statutory requirements regulations and procedures.  The Finance and Administration Manager will be responsible for overseeing the administrative and financial management, accountability requirements and human resources management of the office. The post-holder is responsible the effective and efficient management of the Procurement and Logistics function and ensuring service standards. Job Des Finance/Accounting: Ensure the MFE finance strategies, policies, procedures, guidelines, and other appropriate policies are implemented and regularly updated based on Max Foundation international procedures, and in compliance with Ethiopian law in close consultation with the Country Director. Maintain reliable and accurate accounting records for the organization and produce management accounts to facilitate the effective management of the organization. Supervise and check all financial activities for accuracy and quality of information. Analyze financial information and reports, identify problem areas, take remedial action where necessary and make recommendations to the Director, management, and other staff as appropriate. Conduct analyses of records of current and past operations to determine trends and monitor the financial health of the organization. Ensure the timely submission of high-quality financial reports, for internal and external audiences. Proactively draw attention to any problem areas and initiate solutions in consultation with Director and other staff as appropriate. Review MFE financial reporting processes and improve their efficiency and effectiveness. Ensure also timely monthly closing of accounts and sending the relevant reports to MF Netherlands before the deadline Produce regular analyses of income and expenditure to assist the Director and senior management team in the budget monitoring process. Prepare annual budgets and accounts Develop annual cash flow forecasts and monitor to ensure sufficient local funds are available to meet the organisation’s requirements. Facilitate the external audit process and the preparation of financial accounts for the audit. Lead the development of action plans based on audit recommendations and monitor progress on achievement Ensures sound cash management of local bank accounts and maintains petty cash fund Processes cash disbursements in accordance with financial management policies and established approval levels Processes payroll, remits tax and other government contributions and reports to local agencies Responsible for full accounts payable function from procurement through payment of invoices. Performs month-end closing and year-end duties such as reconciliations, VAT reimbursements, inventory lists, etc. Responsible for procurement activities in accordance with the organization’s procurement policy. Provide technical assistance to staff in implementing and complying with financial and administrative procedures to ensure compliance with regulations and serve as the financial liaison to the organization, local NGOs, other implementing partners and implementing units Promote value for money as part of the organizational culture. Develop procedures for assessing the value for money that Max Foundation obtains in all its activities in Country Programmes, identifying cost saving mechanisms and ensuring financial efficiency in the workplace Ensure proper grant management as required by donors Operation/ Administration Responsibilities Responsible for all matters related to the operations and administration of the office. Ensures registration requirements are always kept current and files statutory returns and renewals. Manages office lease to make sure it is current, and amendments are processed as required. Manage the operations of the project compound including telephone, electricity and water, manage office transport and security Manages local information technology contract ensuring infrastructure needs of the office are met, including properly functioning IT equipment, routine maintenance, security over IT. Develop and implement a system to ensure efficient use and safety of the organization equipment, including timely and appropriate maintenance and monitoring of costs Human Resources Management Oversees administration of human resources, including but not limited to, maintaining personnel files, assisting with recruitments and orientation procedures, purchasing, and maintaining adequate health and other insurance policies, etc. Manage and address all staff personal issues following the HR manual Assist in staff recruitment and disciplinary issues Maintain and follow the performance of all staff working in the Country office Maintain good working relationships in the workplace. Job Requirements Education and year of experience: Bachelor’s degree in Accounting/Management. MA in related field of study, ACCA or equivalent qualification is a plus Minimum of 6 years relevant and proved hands-on work experience in similar position Experience with NGO is of an advantage Knowledge, skills, and abilities Excellent oral and written English and Amharic fluency required. Proficiency in local/other language a plus. Excellent knowledge and understanding in accounting, financial control, concepts, practices, systems, and procedures. Outstanding planning, organizational, analytical, and decision-making skills. Excellent written and oral communications skills Proficient in the use of computers particularly MS Excel and financial management software such as Sun systems.   Able to plan, prioritize and organize self and others Competencies The Finance and Administration expert should demonstrate competence in some or all of the following Drive Results- Demonstrate ownership, responsibility and a positive optimistic “can do approach” in delivering excellence Team play- Cooperate with and support colleagues work towards a common goal, work across functional/departmental boundaries Interpersonal Effectiveness/Managing relationship- communicates openly and clearly, is sensitive the way a message received interacts with other with sensitivity and respect Change orientation- anticipate problems and focuses on seeking solutions and is willing to be challenged and challenge others Managing people and performance- Develops and manage others to deliver improved individual and team performance. Give honest and open feedback on performance ad coaches others to grow. Managing Resources- seeks to use all resources to best effect making sound and timely decision that are evidence based Strategic Capability- sees the bigger picture, issues and implications take into account all information from inside and outside the organization before making decisions and acting Vision leadership- communicates a positive vision of Max’s future to engage and motivate others. Translate strategy into clearly communicated organizational priorities and objectives. How to Apply Please send your CV and Expression of Interest to Max Foundation Ethiopia Country Director, Manaye Seyoum. Email:


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