Senior Administration and Finance Officer – NGO Job Vacancy Ethiopia

Posted on: Saturday Mar 30 , 12:38 PM , 2019
Posted in:

Job/Task Description

Canadian International Resources and Development Institute

Job Description

The Canadian International Resources and Development Institute (CIRDI)was founded in 2013 by three leading Canadian universities: The University of British Columbia (UBC), Simon Fraser University (SFU) and Polytechnique Montréal (EPM) under a Contribution Agreement with Global Affairs Canada (GAC). CIRDI’s mandate is to exchange knowledge and expertise with developing countries that enables leading-practice natural resource governance, environmental stewardship, gender equality and ultimately, poverty reduction. With Canadian and international partners, CIRDI provides leading-practice advice, technical support, training and applied research as well as a platform for innovative thinking, knowledge mobilization and shared learning.

The Institute was established through a five-year (2013-2018) agreement with Global Affairs, Canada to implement projects that secure opportunities for developing countries to improve fiscal and regulatory governance, integrated resource management and livelihoods and employment. CIRDI works with all levels of government to develop training, tools and approaches that address their unique circumstances and needs.

The “Supporting the Ministry of Mines” (SUMM) project in Ethiopia is a five-year, $15 million project funded by Global Affairs, Canada. The project is designed to strengthen the capacity and organizational management of Ethiopia’s Ministry of Mining, Petroleum and Natural Gas (MoMPNG) at operational and strategic levels. The project’s ultimate objectives are to improve resource governance and sustainable long-term management of Ethiopia’s emerging mineral sector.

The project focuses on three key areas: (1) improving the efficiency, transparency and accountability of the licensing, management and geo-data systems, including related social and environmental standards,

(2) strengthening human resource management to create equal opportunities for professional development and employment, (3) improving the Government of Ethiopia’s ability to sustainably promote and manage foreign investment in its mining sector.


The successful candidate will be based in the project office in Addis Ababa. Reporting to the Director,

SUMM, the Senior Administration and Finance Officer will have responsibility for ensuring that all financial transactions for the project are accounted for and documented accurately. The incumbent will be responsible for ensuring that all accounting procedures are followed and budgets are adhered to; all donor and HQ reporting requirements and deadlines are met; cash is controlled and accounted for in a timely manner in accordance with CIRDI, Global Affairs Canada and audit requirements; and costs are correctly allocated to multiple projects. The incumbent will be responsible for the design, implementation and adherence to financial policy, budgets, and internal control measures. The Senior Administration and Finance Officer will develop and implement financial procedures in compliance with Global Affairs Canada policies; manage payroll; draft periodic and annual reports on financial status ofproject expenses and budget information; support the development of documentation and written materials relating to the project; and respond to inquiries on the status of financial information. This position will oversee the administration of the project office in Addis. The position will involve working in close partnership with the Strategic Advisor and Director, project technical specialists, and consultants as well as other staff at the project office and staff at CIRDI HQ in Vancouver, BC, Canada.


  •  Manage and monitor all expense payments and disbursements and routine banking transactions according to provisions and conditions stipulated by CIRDI headquarter (HQ) and Global Affairs Canada (GAC) requirements; prepare monthly field financial reports and submit to HQ in Canada; ensure financial transactions are accurately and properly recorded in project/office accounts in accordance with GAC and CIRDI requirements; Manage project cashbook as well as review and prepare monthly bank reconciliation statements.
  • Working with Finance and Operations Officer, establish and maintain financial management and accounting control systems for program expenditure. Establishes and directs the implementation of financial plans, policies and objectives, and financial management of the project.
  • Manage financial control, prepare and analyze budgets, develop financial reports, and make recommendations to the Director, SUMM on budget expenditures. Review budget estimations in coordination with Project Officers and partners to ensure all activities are within annual work plans and budgets; and ensure costing of activities implemented by partners are compliant.
  • Ensure that the project meets all Global Affairs Canada contractual requirements and complies with CIRDI policies and regulations.
  • Oversees the administration of the project office.
  • Monitor the SUMM project’s local expenditures against budget by components and partners; review and monitor office cash flow and send fund request to HQ on a regular basis; develop local budget for annual work plan in coordination with project staff and partners.
  • Provides the Director, SUMM with periodic financial analysis.
  • With Operations Officer work to obtain approvals from the Director, SUMM and from Global Affairs Canada on all procurements and purchases for the project.
  • Works closely with the Director, SUMM and other program staff (Project Officers) to implement, improve and maintain financial management policies, systems, structures, and procedures. Overall financial oversight of the project to ensure the ongoing smooth financial management of the program.
  • Implements and maintains systems to ensure that cash is controlled and accounted for in an accurate and timely manner in accordance with CIRDI, Global Affairs Canada and audit requirements. Makes sure that financial records and backup documentation are ready for internal and external audits and works closely with internal and external auditors during the audit process.
  • Responsible for quality assurance and quality control for internal and external reporting in order to meet and exceed CIRDI and Global Affairs Canada standards. The Finance Manager will have overall accountability for the quality, accuracy and timeliness of all reports and output for the project.
  • Reviews financial reports and focal point for all communication with Global Affairs Canada on finance-related issues.
  • Plans and supervises work of the Operations Officer including tracking and monitoring of procurements and expenditures, maintaining an office purchasing, inventory, and requisition system.
  • Works closely with the Director, SUMM to monitor the project budget.
  • Assists in ensuring compliance with Global Affairs Canada procurements and field accounting policies and procedures, compliance with contribution agreement and audit requirements.
  • Works closely with Director, SUMM and program staff over the project implementation planning and cash flow projections.
  • Oversees and provides input into development of SUMM Finance and Operations Manual.
  • Reviews and provides input into quarterly and annual financial reports on financial status of project expenses and budget information for submission to Canadian HQ and Global Affairs Canada.
  • Provide support respect to management of project administration; planning and budgeting of activities; responsible for overall management of office procurement and inventory list of office equipment; organize regular staff meetings.
  • Review monthly reports and annual finalization reports on Personal Income Tax, compulsory health, social and unemployment insurance and payroll for employees according to Ethiopian law prepared by Operations Officer; keep up to date with changes to laws and regulations, social insurance and related labor code requirements.
  • Provide HR support for staff; prepare and manage contracts for project staff; support staff recruitment and integration of new staff; keep up to date with changes to applicable labour laws and regulations; review and supervise management of consultants’ contracts by the Operations Officer; fulfil other administrative tasks as assigned by the Director, SUMM.

Consequences of Error

  • This position must have a thorough understanding of the principles of accounting and strategic financial management skills. Effective management of resources is critical for the success of the project and the Institute. The position is a critical point of contact for leadership of the SUMM project and staff in the project office, and is expected to make decisions and recommendations impacting the finances of the project.
  •  Errors and/or errors in judgment could undermine the Institute’s funding base and the ability to set and implement priorities for allocation of resources, resulting in an inability to achieve the mandate of the Institute and in a loss of stature and credibility to the University and the public. Errors in designing
  • and implementing new processes, procedures and systems could result in serious impact to the operational activities of the project. Work requires diplomacy, confidentiality, and an understanding of interdisciplinary education and research projects and university governance.

Supervision Received

  • Reports to the Project Director, SUMM and works closely with the Deputy Director, SUMM.

Supervision Given

  • Works closely with many stakeholders. The Operations Officer reports directly to this position. Provides direction and assigns tasks to the Administration and Logistics Officer.

Duration of assignment including start and end date: (start date TBC) – January/February 2018 (renewable to five years)

Job Requirements

Required Qualifications:

  • Minimum of a Bachelor’s degree or higher in accounting, finance, business administration or equivalent.
  • Professional Accounting designation required.
  • A minimum of 5 years’ experience as finance supervisor / lead position working on complex, development programs, developing and managing budgets and at least three years with international non–profit agencies. Global Affairs Canada funded grants financial and administrative management experience preferred.

Skills and Abilities

  • Excellent financial and analytical skills.
  • Excellent communication and writing skills for effective reporting on program financial performance. Familiarity with and understanding of donor and governmental requirements.
  • Ability to operate in a cross-cultural environment requiring flexibility.
  • Excellent oral and written communication skills, in English and Amharic.
  • Strong organizational skills.
  • Strong interpersonal communication skills.
  • Excellent PC skills and proficient in the use of Microsoft Office Applications and financial account software.
  • Proficiency with computer based accounting systems.
  • Ability to work both as part of a team and independently.

How to Apply

Deadline: April 16, 2019

We invite all candidates meeting the required qualifications to send your updated CV through by mentioning the specific job title in the subject

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