FINANCE & ADMINISTRATION ASSISTANT (Fixed Term Contract) – ETHIOPIA (National Position) At NIRAS

FINANCE & ADMINISTRATION ASSISTANT (Fixed Term Contract) – ETHIOPIA (National Position)

NIRAS International Consulting (NIC) has maintained an office in Ethiopia since 2010. The office has been supporting ongoing NIC projects and marketing efforts. This office supports all NIRAS projects in-country in practical, administrative and logistical matters, identification and recruitment of local and international consultants for projects and opportunities.

We are seeking a Finance and Administration Assistant on a fixed term contract**,** with sound knowledge of good financial management, reporting, and a sound understanding of local tax regulations and other regulatory requirements. The person needs to have the highest ethical standards and strong writing skills in English. Experience in International Development consulting firm or similar organization will be an add advantage.

Overall objective

To support the Country Office in maintaining accurate and reliable accounting records, complying with local tax regulations and other administrative tasks.

Duration: November 2022 – August 2024

A. ORGANISATIONAL ACCOUNTING AND ADMINISTRATION

• Accurate processing and posting of transactions into the accounting system in line with the accrual basis of accounting.
• Process payments in line with financial management procedures and ensure transactions are properly supported.
• Liaising with the regional finance team at the African Head Office (AHO) to extract data and reports to deliver timely and accurate financial results in line with International Financial Reporting Standards (IFRS).
• Assist in payroll accounting including specifications of reimbursed costs, allowances, and any other specifics.
• Assist the AHO in preparing budgets and cash forecasts and ensuring the country office complies with the budget.
• Assist in preparing timely and accurate monthly accounts and management information for the country office.
• Support projects in raising invoices to clients, European head offices and other country offices, and following up payment.
• Updating accounts payables and receivables and ensuring internal and external clients have up-to-date information on projects in the country office.
• Treasury functions include reconciliation of the main bank and cash accounts, overseeing banking facilities, petty cash accounting, and cash flow reporting.
• Ensuring effective management of multiple foreign currencies and negotiating exchange rates with the bank.
• Assist in maintaining controls over fixed assets including tagging of assets and annual physical verifications.
• Maintain a schedule of regular utility bills and follow up on bills to ensure they are paid before the due date.
• Ensure proper filing of both computerized and physical accounting records and regular backup of the computerized accounting system.
• Track stocks of office supplies and place orders when necessary.

B.TAX AND COMPLIANCE

• Preparation, payment, and timely filing of statutory taxes such as PAYE, Withholding tax, VAT, Corporation Tax, and other statutory payments etc.
• Take responsibility for the legal compliance of the Project Office.
• Prepare for and coordinate the annual audit and follow up on the implementation of audit recommendations.

C.OFFICE ADMINISTRATION, LOGISTICS AND PROCUREMENT

• Responsible for a professional, organized office that is well equipped.
• Responsible for maintaining filing system and records as required by general good office management and administrative standards.
• Ensure that appropriate insurances are in place.
• Tracking annual leave.
• Procurement, ensure that NIRAS gets “value for money”.
• Adhere to Ethiopian legislation relevant to the operation of the Ethiopia business and reports to on relevant changes.
• Responsible for day-to-day office administration, logistics and support business travel need for NIRAS Group staff members and partners business visit to the country office:
• Travel arrangements, flight tickets.
• Hotel bookings, meeting/ workshop/conference arrangements.
• Procurement of stationary and other office materials.
• In collaboration with the Business Development Manager collecting, printing, organizing, and delivery of tender/bid documents.
• Engaging in NIRAS Projects’ administration, logistics and procurement duties as required
• Any other duties assigned by the Line Manager.

QUALIFICATIONS AND EXPERIENCE

• Degree in Finance, Accounting and a recognized professional qualification in accounting or equivalent with 3 years’ minimum accounting experience in a busy company setting.
• Strong bookkeeping and accounts management skills and good working knowledge in internet-based accounting systems i.e., Quick books
• Highly developed interpersonal and communication skills including influencing, negotiation, and coaching.
• Experience in office administration and management, procurement and supplier management.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Strong results orientation, with the ability to challenge existing mindsets.
• Ability to present information succinctly and compellingly.
• Ability and willingness to quickly change work practices and hours and ensure a fast turnaround for urgent tasks.
• Excellent computer skills especially in MS Excel spreadsheets, MS Word and SharePoint.
• Fluency in English, both verbal and written.