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FINANCE AND ADMINISTRATIVE ASSISTANT | Ethiopian Statistical Association (ESA)

Posted at
Tuesday, 14:54
Ethiopian Statistical Association (ESA)
Position Type
Full time
Bole Addis Ababa


Date Posted/Updated : Thursday, July 5, 2018

Application Deadline : Thursday, July 12, 2018

Job Type : Full Time

Category : Accounting

Job Code :

Description : Organization: Ethiopian Statistical Association (ESA)


Location: Addis Ababa

Languages Required: Amharic, English

Employment Type: Full time

Duration of Contract: 1 year renewable

Salary: Negotiable

Deadline: July 12, 2018


Under the guidance and supervision of the Head of the secretariat of the Ethiopian Statistical Association (ESA), the Finance & Administration Assistant will be responsible for all financial, procurement, property administration, and human resources activities of ESA and for technically supporting the Cashiers, Storekeepers and Heads in all such matters. This includes handling all financial and procurement transactions, preparing, verifying, consolidating and subsequently submitting the financial reports, ensuring that sufficient cash is available at the office to cover programmatic activities, advising the office team in implementing Operational and Human Resources Policies and Procedures, recording and posting of financial data; maintaining and controlling stock movements and all other fixed assets management and keeping up-to-date pertinent records of books of accounts. The Finance and Administrative Assistant also provides support to organizations of Programs, Trainings, Conferences and workshop of the Association.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational strategies.

• Support to effective and efficient functioning of ESA.

• Support to administrative and logistical services.

• Support to office assets management and inventory.

• Support to organizations of Programs, Trainings, Conferences and workshops.

Specific responsibilities include the following:

  1. Financial Activities:

    • Prepare/ Update guidelines, regulation and procedure manuals related to procurement and other financial processes.

    • Properly code and record expenditure, income and any other related transactions in the books of accounts.

    • Receive payment requests, checks supporting documents and coding for completeness and proper authorization; and writes cheques and corresponding payment vouchers.

    • Handle and properly keeps cheque books in safe custody.

    • Effect payment of cheques against receipts/ invoices and proper signature of the recipient.

    • Ensure valid cash receipts/ invoices are delivered to finance for all cheques issued to Payees.

    • Follow-up and ensures working advances are liquidated timely.

    • Record stock receipts, transfers and consumptions, Mobile Services and related activities in Peachtree accounting software and prepare monthly reconciliation reports.

    • Review monthly income against deposits to banks and identify collections other than service income.

    • Prepare monthly reconciliation for ESA’s bank accounts.

    • Perform clearance of long outstanding advances and stock variances

    • Prepare and submit other regular or on request financial reports, as per the reporting requirements of ESA, government agencies and other project funders.

    • Prepare payroll for temporary and contract employees and other regular payments with due consideration to deductions (taxes, advance, loan....).

    • Keep up to date and orderly controlling records of receipts and issuance of goods.

    • Participate in the annual physical count of stock and fixed assets.

    • Sequentially arranges, files and labels financial records in a professional and easily retrievable manner.

    • Assist the office team in the preparation and revision of budget estimates and targets, processing and following-up timely transfer of budget requests.

    • Monitor the office budget.

    • Make regular visits and provides technical assistance to Receptionist/Cashiers, Storekeepers and Heads in the areas of cash, stock and asset management and human resources.

    • Advise office team on financial policies and procedures as well as procurement rules and regulations.

    • Ensure that all financial and procurement transactions under the office are conducted per ESA’s financial policies and procedures and procurement regulations as well as following donor compliance requirements.

    • Undertake any other related duties that may be assigned to him/her.
  2. Human Resources activities:

    • Prepare/ Update guidelines, regulation and procedure manuals related to Human Resource and other office policy manuals.

    • Ensure the proper implementation of ESA’s Human Resources Policy Manual and the Labour Code of Ethiopia.

    • Prepare Human Resources Planning to ensure sustainable supply of the right personnel.

    • Organize recruitment programs; participate in recruitment and selection of team members as required in consultation with Office Manager.

    • Organize orientation programs and introduce new entrants with ESA vision, values, working culture, policies and procedures in the office.

    • Ensure the timely renewal/termination of staff contracts and Liaise with all units in the Office to ensure proper follow up on HR issues.

    • Prepare annual leave plan and ensure that all team members have submitted their leave plan each year and follow up the implementation of the plan accordingly.

    • Update and maintain all records of team members leave, in their personal files and ensure that leave is taken as per the plan of the organization.

    • Participate in Human Resources Policy and Procedure manual preparation, updating and other related issues.

    • Assist in coordinating regular performance management programs of ESA.

    • Assist in conducting training needs assessment.

    • Assist in administering team members’ entitlements, allowances, benefits, and incentives.

    • Maintain personnel records.

    • Prepare periodic reports on Human Resources related activities.
  3. Procurement and Property Administration:

    • Establish efficient and cost effective procurement system for the office based on - procurement regulations and procedures.

    • Prepare/ Update guidelines, regulation and procedure manuals related to procurement and other financial processes.

    • Prepare Procurement Plan for the Office.

    • Organization of procurement processes including preparation of Request for Quotations (RoQ) for Individual Contracts (IC) for the provision of services Proposals and their preliminary evaluation.

    • Arrangement of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.

    • Administrative and finance support to conferences, workshops, retreats.

    • Custodian for management of office stationery supplies including maintenance of stock list of stationery as required by staff and keeping a log of distribution.

    • Maintenance of the filing system ensuring safekeeping of confidential materials.

    • Assistance in the preparation of budget, allotment requests and provision of information for audit.

    • Manage procurement activities.

    • Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment based on ESA’s regulations and procedures with the highest possible expected quality;

    • Raise purchase requisitions and orders for purchases.

    • Lead the office procurement committee.

    • Maintain record on purchase price information on both open market and contract purchases and revises these as conditions change; opens contracts for re-bidding when needed.

    • Establish and administer contracts and purchase orders to ensure compliance with bid specifications and requirements such as quality of materials and services, payment scheduling, vendor performance.

    • File all procurement documents in an orderly manner for control and reference purposes.

    • Prepare weekly procurement status report and submits to the supervisor.

    • Regularly update the supervisor on matters related to procurement.

    • Ensure that government taxes and fees are timely paid.

    • Maintain fixed asset register and keep a custodian sheet signed by users for property under their custody.

    • Record newly received fixed assets and updates the record regularly.

    • Facilitate the stock replenishment process in consultation with store keepers and office Heads.

    • Check completeness and accuracy of vehicle log books and put signature every day.

    • Check the timely fuelling, maintenance and servicing of vehicles.

    • Make sure daily and monthly vehicle related checklists and reports are used and submitted on time.

    • Develop and implement efficient vehicle booking and planning systems in consultation with user units.

    • Support to organizations of Programs, Trainings, Conferences and workshop, and

    • Perform other related duties as requested by his immediate supervisor.

How to Apply:
Interested and qualified applicants should mail their Motivation letter, CV and Credentials, within ten (10) working days from the date of this announcement to: Ethiopian Statistical Association, through e-mail address: or through postal address: Ethiopian Statistical Association, P.O. Box 5724, Addis Ababa; Or in front at the Office of the Association: Addis Ababa University, College of Natural Sciences, Department of Earth Sciences Building, Office No. 216.

Please note that applications received after the deadline will not be considered.
Female applicants are encouraged to apply.
Only short-listed qualified candidates will receive an acknowledgement

For more info, please call:
+251 111239452

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