About FHI 360

FHI 360 is a non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories. We are currently seeking qualified candidates for the position of Finance and Admin Officer.

Job Summary

The primary purpose of Finance and Admin Officer position is to closely follow up and manage financial and administrative activities of FHI 360 Regional Offices. This includes preparing and maintaining financial documents for posting of FHI 360 Finance, managing petty cash, monthly cash forecast and advance settlement of the Regional Office. S/he also participate in local implementing partners periodical financial monitoring and provides technical assistance to them to improve gaps observed during monitoring. The position will be based at the Regional Offices and will report to the Regional Technical Hub Lead.

Location; South Region, Areba Minch

Duties and Responsibilities

Handle Finance. HR and Admin activities of USAID Healthy Behavioural (U-HB) Activity project

• Prepare all payment documents related to U-HB Activity project.
• Handle all FHI 360 regional office periodic advance request and liquidations.
• Examine payment/settlement request received to ensure that documentation is complete and all information concerning the payment has been provided.
• Prepare payment vouchers, CRV’s and JV’s.
• Closely work with the Regional Technical Hub Lead to forecast the weekly and monthly cash demand of the region.
• Maintain proper recording of all disbursements, follow-up advances for settlement.
• Manage regional bank account.
• Work with FHI 360 Country office finance team to facilitate transfers of funds to the regional office as required and follow-up the settlement.
• Ensure all statutory payments are paid on time.
• Reconcile the withholding collected against the payment effected.
• Maintain petty cash fund and coordinate with FHI 360 country office finance team for timely replenishment.
• Supervise the physical and computerized archiving, as well as the security of HR administrative documents at the base level.
• Control the updating of individual files of personnel.
• Prepare and disseminate staff contact lists monthly.
• Responsible for bringing any official and legal correspondence to the attention of the Senior Management Team and assist with adequate responses.
• Assist in organizing trainings/workshops, ensuring that venues are appropriate and booked and ensuring lodging for participants and facilitators.
• Maintain proper inventory and follow up proper utilization of fixed assets distributed to the region.
• Ensure office machines are properly maintained and in proper condition.
• Assist in ensuring management of vehicle fleets and timely service.

Local Implementing Partners Grants management

• Participate of the Local Implementing Partners budget review.
• Follow-up and monitor partners for budget utilization and the implementation of planned activities as per the agreement.
• Conduct financial monitoring visit and prepare reports for appropriate action.
• Follow-up the proper implementation of the corrective actions given to partners.
• Follow up the proper compliance of the cost share based on USAID rules and regulations as well as other donor requirements as asper the subaward agreement.
• Check the reported cost share with the source documents.
• Assist on Grant team on close out procedures of terminated Local Implementing Partners.

Education:

• BA in Accounting, Finance or other relevant field or equivalent combination of education and work experience.

​Experience:

• Minimum of 3–5 years financial management experience and experience in local Implementing partner financial monitoring.
• Excellent in Computer skills, including experience in using accounting software, Microsoft Word and Excel, Internet Explorer etc.
• Knowledge of U.S. Government grants, contracting and auditing standards as they apply to effective management of multi-year funds.
• Articulate, Professional and able to communicate in a clear, positive manner with staff and clients.
• Ability to travel to project field sites.
• Fluency in written and spoken in English, is required. Knowledge of Amharic and local language are desirable,
• Ability to work with minimal supervision.
• Proven ability to pre-plan critical actions and carry out actions in an efficient and timely manner.
• Track record of being a team player, ability to deal with multiple tasks, flexibility and getting critical tasks completed on time.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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