Post Title: Cashier
Duty Station: Afar Regional State, Ewa
Reports to: Finance Officer
Salary: As per the organization scale
Required: One
Duration: Eight months
Introduction:
Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Jigjiga, Hargelle, Elkere, Bare, GG and Dekasuftu, Afar Regional State; Ewa, Awra and Gulina; Oromia regional State, West Harergeye, Chiro and Meayso Woredas,Borena zone,Yabello,Dubluk,Dire and Elewaye woredas and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us
Job Purpose
The primary responsibility of the person should be handling finance matters related in the project area office. The main duties of the persons would include:
1. Follow-up:
· Process purchase or service requisition form from requesting Department/Unit,
· Authenticate and properly scrutinize the Payment Request form and supporting documents,
· Present payment request to Finance Officer for review and to Manager for approval,
· Prepare Payment Vouchers and Cheque, Present cheque with the check stub and payment vouchers to Finance Officer/Financial manage for verification and PV approval,
· Ensure no cheque is prepared without ascertaining the exact cash balance available in the accounts
· Control bank balances by writing cash balance on the check stab.
· Maintain check register file on an excel sheet (soft Copy) and update for every check payment and reconcile this balance with the balance on the check stab. Print excels sheet monthly cheque register and attach with the final version bank reconciliation print out.
· Ensure timely replenishment of petty cash
· Present cheque with cheque stabs to signatories for approval,
· Ensure timely disbursement of cheques,
· Ensure payment Vouchers are signed by payees/delegates (cashiers) and receipts are collected,
· Ensue that Logistician/assigned person/ signed the cheques register books for collecting cheques
· Collect, keep and file receipts and pertinent financial supporting documents from recipient of the cheque, and by adjusting the stamp date and writing the cheque number on every settled document, use “PAID” stamp
· Report to Finance Officer on documents outstanding for more than 4 working days after collecting cheques
2. Settlement:
· Receive services request for water, electricity and telephone bills,
· Receive Payment requests, review completeness of the request form, follow up & collect receipts, ensure the genuineness of those receipts,
· Critically review telephone bills, check whether the receipt includes private calls, Communicate/report your findings on private telephone call to Finance Officer/Admin ass. Or OSM,
· Allocate telephone expenses to the respective budget holders,
· Notify significant deviations/variance to the concerned Department,
· Stamp for documentation and attachments to Payment Voucher/PCPVs/JVs
· Compile and handover the receipt to Finance Officer for Journal Voucher preparation and proper coding.
3. Payments:
Maintain and keep proper file for documents related to Various Cheques and Petty cash payments: –
· Check & verify Purchase/service request forms for authorization, budget and the cost center to be charged
· Check if budget availability is signed by responsible person
· Prepare bank payment Voucher/PCPV as the case may be
· Reconcile and count cash at safe on daily basis
· Write the correct budget/accounting title, code /project name/code, on PVs/PCPVs etc. which must be similar with QB chart of Accounts
4. Petty Cash:
Maintain Petty Cash/Safe fund, Prepare petty cash/Payment voucher, Effecting payments from petty cash follow up clearance of suspense’s, Ensure timely and monthly replenishment of petty cash, Preparing Petty Cash Report and Advance Request, Effect Payment to all disbursements of project activity at the project sites, to trainings conducted at the training sites, daily labourer payments, Collecting cash/refunds from customers, Collecting bank statements and advices from Banks, Collect & file receipts, invoices from suppliers, Maintain and keep proper file for documents related to Petty cash payments.
5. JV Documentation:
· Ensure advance clearance forms and supporting documents are authorized by the supervisor,
· Authenticate receipts upon collection,
· Issue document clearance letter for staff debtors who settle their advances
· Sort various financial documents in chronological order,
· Attach bank advices/CPO receipts with the respective letters,
· Attach pertinent supporting documents, Stamp and complete document numbers,
· Before posting to the QB system, Present for checking and initial and approval,
· File & hand over documents in sequential order and present to finance officer for recording/posting.
· Ensure documents are properly coded, checked and approved before filing
· Ensue monthly collection of bank statements, Financial Documents from Project Office, Review the completeness and acceptability of these documents and file & hand over to FO for further review & final approval for posting
· Ensure existence/renewal of contracts before effecting payments,
· File financial documents on sequential and daily basis,
6. Reports:
Preparation of reports; monthly and whenever requested, to CO and his/her supervisor.
7. General Job requirements:
· Be honest, ethical and committed
· Be pleasant with others on the job and displaying a good-natured, cooperative attitude.
· Be reliable, responsible, and dependable and fulfilling obligations
· Maintain composure, keep emotion in check, controlling anger, and avoiding aggressive behaviour even in a very difficult situation.
· Give attention to details in completing assigned tasks.
· Be sensitive to others’ needs & feelings and being understanding and helpful on the job
· Be social oriented, resolve customers’ complaints.
Job Requirements
Personal Specification
Formal Education/Qualification
- Bachelor’s degree or Diploma in Accounting.
Work Experience
- At least 2 or 3 years of experiences respectively preferable in NGO environment.
Skills and Competences
- Proven experience in cash management preferably in development organizations.
- Ability to work with financial software. Knowledge of AX dynamics ERP system is an advantage.
- Excellent IT skills, MS Office applications.
· Well-developed interpersonal and team skills and proven ability to be flexible in demeaning situations.
· Good written and spoken English and local language (Afar) is preferable.
· Good communication, public and interpersonal relations, sympathy with the aims and objectives of Islamic Relief. Commitment to the humanitarian principles and action and trustworthy.
Safeguarding and Equal Opportunity
Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose communities or staff we work with to the risk of harm through our interventions. With a zero tolerance approach Islamic Relief have a number of related policies which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to any and all information children, young people and people at risk have disclosed.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.
Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity.
Food Security and Livelihoods (FSL) Programme Coordinator
Job Title: Food Security and Livelihoods (FSL) Programme Coordinator
Reports to: Head of Programmes (HoP)
Duty Station: Country Office, Addis Ababa with frequent travel to field offices
Salary: As per the organization scale
Required: One
Duration: One year with possible extension based on performance
Introduction
Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. The office officially started its operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali, Afar and Oromia Regional States as well as in the Addis Ababa City Administration. For more information, please visit our website: http://www.islamic-relief.org/work-with-us.
Job Purpose
Reporting to the Head of Programmes, the Food Security and Livelihood (FSL) programme coordinator is a senior supervisory role that includes overall planning, implementation, monitoring and evaluation and reporting of projects, managing project staff (as deemed necessary), project budget and stakeholders’ engagement – for all IR food security and livelihood sector including cash programming. It is one of the key programme sectors and the main purpose of the job is to plan, implement, manage and review the effectiveness of the FSL sector/theme of Islamic Relief Ethiopia according to IR, government and donor regulations, policies and procedures. The incumbent will oversee the implementation of IRE’s country level food security and livelihoods projects and strategic development of the FSL sector.
Key Responsibilities
Food Security and Livelihoods Programme management and development in line with the direction set by Islamic Relief
· In co-operation with Head of Programmes, develop and manage the Livelihood Programmes, contributing to the development and review of Islamic Relief country strategy;
· Jointly responsible with Head of Programmes for the effective implementation, monitoring, evaluation and reporting on food security and livelihood projects, in line with agreed standards and donor requirements;
· In collaboration with concerned staff develop food security and livelihoods programme and project proposals and assess the existing capacities to manage and implement the work. This includes participating in preparation of food security and livelihood funding applications and reports for external funders, in liaison with the head of programmes (HoP) and programme development and quality assurance (PDQA) manager;
· Develop annual, biannual, quarterly and monthly plans for food security and livelihoods projects as per the requirement and produce reports accordingly;
· Develop different tools for food security and livelihoods projects and programmes in collaboration with MEAL Coordinator and ensure their application;
· Promote, capture and disseminate learning from food security and livelihoods projects and programmes, and ensure that this informs future programme development;
· Realize Islamic Relief principles by acting in line with its standards, and by promoting and supporting local capacity building to jointly agreed accountability, gender, safeguarding, protection incl. child protection and inclusion;
· Keep up-to-date with development issues and trends, both within the country and globally in relation to food security and livelihoods sector.
Managing effective relationships with stakeholders
· Develop, nurture and manage relationships with Stakeholders in line with the Islamic Relief principles and standards in agreement with the Program Manager in the target areas;
· Work with stakeholders to regularly assess the quality of the relationship, ensuring that effective communication channels are in place, and that any shortcomings are addressed;
· Attend regularly on relevant sector clusters such as ATF, Cash, etc. at national, regional and local levels;
· In collaboration with the filed staff ensure the relevant stakeholders are informed about the intervention and facilitate conducive environment for stakeholders to play their role effectively;
· Ensure the participation of local community in the design, implementation and monitoring and evaluation of the projects where applicable.
Internal and external representation
· In co-ordination with the head of programmes develop, nurture and sustain relationships and effective communications with relevant stakeholders, including local government, other agencies working in Ethiopia;
· In agreement with the head of programmes and other concerned staff, sustain relationships with relevant donor agencies, seeking opportunities for food security and livelihoods programme funding, where applicable;
· Communicate with other teams within IR, to ensure that the food security and livelihoods projects and programmes are well understood, and that information is available for fundraising and other communication, including publications, education, etc. This may involve participation in sessions/events with supporters, communities of practice, working groups, etc., as agreed with the line manager.
Financial management and monitoring of programmes and projects
· In close co-operation with the relevant roles in the finance and funding/ programme development and quality assurance teams, prepare, manage and monitor budgets relating to food security and livelihoods projects and programmes budgets or instigate budget revisions according to evolving needs, in line with the finance guidelines and procedures;
· Develop relevant risk registers and monitor them in conjunction with the Head of Programmes.
Systems and compliance
· Effectively use Islamic Relief programme management information systems (Global Programmes and MEAL System-GPMS) to ensure programme and project information is up-to date. This will include producing management information to support decision making;
· Ensure compliance with agreements, regulations and requirements of the organization and donors.
Staff Coordination
· Lead, manage and support direct reports (and staff under shared management arrangements), including setting objectives, conducting annual performance development reviews;
· Providing support and coaching to direct reports to plan, implement and monitor and evaluate programmes and projects effectively.
Others
· Work closely in team with other sector coordinators and contribute to the maximum of his/her knowledge to the programme team in his/her areas of profession as deemed necessary;
· Perform other functions as requested by the head of programmes.
Job Requirements
Person Specification
Formal Education/Qualification and Work Experience
· Master’s degree in the field of economics, business management, rural development, agricultural economics, development studies and other social science related field with five years’ relevant experience; or Bachelor’s degree in the field of economics, business management, agricultural economics and other social science with eight years of relevant experience in humanitarian sectors;
· Current or previous work experience in managing FSL projects and programmes for INGOs is mandatory;
Skills and Competences
· Good understanding of technical standards at national and international levels such as CHS, LEGS, Sphere, MERS, CVA, etc.
· Proven experience in strategic planning, proposal writing , networking and high level representation;
· Proven experience in project cycle management, as well as designing monitoring, evaluation, accountability and learning systems;
· Competence in developing and managing budgets;
· Demonstrated experience of managing and developing a team and the ability to lead and motivate others;
· Ability to analyze information, evaluate options and to think and plan strategically;
· Very good interpersonal, communication (written and oral English) and presentation skills;
· Knowledge of operational area and local languages (such as Afar, Somali, Oromiffa and Amharic are plus);
· Able to plan, prioritize and organize self and others;
· Good IT skills, MS Office applications.
How to Apply
Application Procedures
· Interested candidates are required to submit a complete Job application form stated with the duty station that you are applying for with all required supporting documents (copy of credentials and testimonials) through [email protected].
· You can access the Job Application Form with this link: http://www.islamic-relief.org.et/wp-content/uploads/2019/03/Employment-Application-form-1.docx. Failure to follow the instructions will invalidate your application.
· Closing date for the application is October 18, 2023.
· Due to the high volume of application, we regret that we will be able to contact only the shortlisted candidates.
· Female candidates are highly encouraged
Disclaimers:The Islamic relief does not charge a fee at any stage of the recruitment process, including the application, interview, offer and contract stages.
