Finance and Administration Lead at Three Roots International, Ethiopia

BACKGROUND INFORMATION

Three Roots International is a growing not-for-profit organization, which exists to end extreme poverty by equipping and empowering vulnerable communities, through education, health, and income-generating activities. We are a dedicated staff team who seek to execute the organization’s day-to-day activities with integrity, commitment, ambition, humility, and professionalism. Our work and life together are shaped by our values: We are Christian. We are Christ-followers who are shaped and motivated by our belief in the value of every person. We are responsive. We are driven by the expressed needs of the community, and seek to communicate and act with efficiency. We are focused. We are intentional in relationships and strategic in execution. We are partners. We value collaboration and we desire to work and learn with others.

 

POSITION SUMMARY

• Job Title: Finance and Administration Lead
• Duty Station: Addis Ababa with frequent travel to all project implementation sites
  Reports to: National Director
• Supervises: Finance and Admin Assistant, Driver and Logistics Assistant and Office Assistant
• Job Grade: IX
• Liaison with: National Director, Project Lead, Communications and Knowledge Management Lead, Partnership and Community Engagement Lead, HQ Operations support team

The Finance and Administration Lead plays a critical leadership role in overseeing and strengthening TRI’s financial and administrative operations in Ethiopia. This includes designing and implementing financial and administrative systems and procedures, ensuring legal and regulatory compliance, conducting financial planning and reporting, and supporting strategic organizational goals. The Finance and Administration Lead will work closely with leadership to promote financial transparency and sustainability, ensure operational excellence, and serve as the primary contact for external stakeholders on finance and operations related matters.

 

SPECIFIC ROLES AND RESPONSIBILITIES

Key Result Areas: The success of this role is measured by key result areas which are listed below:

• Ensure effective planning, execution, and monitoring of the organization’s financial, human and other resources in Ethiopia.
• Ensure all financial and administrative reports meet donor and government requirements and are submitted timely.
• Maintain strong internal controls to safeguard assets and ensure financial integrity.
• Strengthen the finance and administration team and promote financial literacy across the organization.
• Ensure full compliance with Ethiopian financial, labor and other pertinent laws, tax obligations, and NGO regulatory requirements.

 

KEY ROLES AND RESPONSIBILITIES

Systems Development and Strengthening

1. Provide leadership in developing and strengthening systems and tools for successful implementation of programs, focusing on general administrative processes, financial management accounting, human resources, procurement, security and logistics. Ensure operations systems developed target both field office level implementation and country level support.
2. Develop budget plans for each operations function and team and ensure adherence to those plans in line with the overall direction and aims of the organization.
3. Coordinate the preparation and reporting of respective metrics for operations; Set and monitor explicit performance and report on progress in achieving these standards and performance indicators; Lead monthly, quarterly and annual operations management team meetings for internal alignment of operations to program implementation;
4. Implement, evaluate and ensure functionality of organizational systems at the country and field offices; communication with corporate leads to any support needed;

Coordination and Communication

1. Develop financial and administrative process and communication protocols for staff, partners and vendors to create a positive working environment;
2. Coordinate the delivery of all support services across country and field offices in collaboration with the leadership and program team; ensure that financial and administration operations support to field offices is prioritized and provided
3. Collaborate with the TRI leadership for strategic alignment, timely analytics and expertise guidance for seamless financial and administrative position of TRI
4. Represent the organization in Ethiopia with partners, government agencies and donors on all finance and operations issues. Provide guidance to the organization around these external engagements and advice accordingly.

Finance and Accounting

1. Establish and maintain sound and transparent accounting and fiscal control procedures for financial, sub-award and operations aspects of the projects.
2. Lead Ethiopia office budgeting, budget revisions and projections for all programs and respond to any questions.
3. Provided the necessary financial metrics to monitor program/projects budgets to ensure that spending occurs as planned and that variances are anticipated, noted, and corrected. Ensure that key program personnel and partners are aware of their budgetary resources and are able themselves to monitor their budgets.
4. Ensure timelines, quality assurance on financial reports to management, donor, partners, government and relevant stakeholders
5. Review and strengthen the financial control system including zero tolerance of fraud and effective management of fiduciary risk, ensuring that there is transparency and an audit trail along the financial supply chain.
6. Lead the budget development process for the Ethiopia office during business development and ensure financial accuracy and quality in the submission
7. Ensure the implementation of financial policies and procedures to ensure compliance to generally accepted accounting principles, IPSAS, organization standards, statutory and other donor regulations.

Internal Controls, Policy, and Compliance

1. Lead the development and implementation of new policies and procedures concerning internal controls and operating efficiency in direct coordination with HQ.
2. Coordinate TRI’s compliance with requirements from various entities including local, regional and national governments and donors .
3. Participate in organizational risk assessment and development of mitigation plan
4. Communicate policies and procedures within the organization in Ethiopia and relevant stakeholders;
5. Ensure all deviations reported through the monthly/Quarterly compliance dashboard are addressed on timely manner

Human Resources Development and Management

1. Oversee the functions of HR, and advise the management on compensation, benefits, performance management systems, recruitments, manpower planning, and succession management;
2. In coordination with HQ, oversee the implementation of the key systems in human resources and ensure compliance with government, organization and donor policies, procedures and guidelines.
3. Manage staff annual and biannual performance process and follow up actions
4. Involve in job description review and recruitment process in alignment with the leadership
5. Prepare and manage human resource development plans and operations in collaboration with the leadership
6. Design a mechanism to identify training needs and development opportunities for TRI staff.

Administration, Information Communication and Security

1. Oversee all administrative and general services including safety and security of premises, office administration, work place ethics and office space allocation, utilities and insurances, leases and maintenances, and store management;
2. Oversee safety and security measures for country and field level staffs and offices and ensure effective emergency communications systems are established;
3. Oversee efficient and effective delivery of ICT services to the staffs at country and field offices;
4. Ensure optimal functioning of all IT systems, including internet, hardware and software in coordination with HQ.

Supervision & Capacity Building

1. Provide technical assistance and thought leadership to support innovative capacity building programs for country operations staff to enhance individual skills sets and to strengthen the overall operations.
2. Assess the core strengths/weaknesses of the operations team members, and in conjunction with HQ operations teams, provide training and on-the job coaching to develop the capacity and knowledge

Policy, compliance and others

1. Promote and encourage a culture of compliance and ethics throughout TRI
2. Ensure application and compliance of all TRI policies and protocols;
3. Perform other duties as delegated by the National Director.

QUALIFICATIONS AND REQUIREMENTS

Education:

Bachelor’s degree in Finance, Accounting, Management or other related field; MBA degree preferred; a certification in project management is an added advantage.

Experience:

• Minimum of 10 years of progressive experience in financial management, including at least 5 years with an international NGOs for BA holders and 5-year experience for MBA holders.
• Proven skills in budgeting, financial analysis, and audit coordination.
• Strong organizational and problem-solving skills with an ability to adapt to changing circumstances.
• Experience managing multidisciplinary teams and fostering collaboration.
• Familiarity with computerized accounting systems and operations management software.

Skills and Competence

• Proficient in MS Office (Word, Excel, PowerPoint, Access).
• Experience in operating financial management systems such as Peachtree, QuickBooks, SAGE, etc.
• Experience with Google Workspace is an advantage.
• Excellent written and verbal communication in English and Amharic; knowledge of Afan Oromo is desirable.
• Advanced spreadsheet and database management capabilities.
• Strong interpersonal and team-building skills.
• Demonstrated integrity and high ethical standards.

Travel Requirements:

• Frequent travel to field offices and project implementation sites is required.