Abt Associates Administration Manager / Finance and Administration Director - PHSP Ethiopia in Ethiopia

The International Development Division focuses on improving the lives and economic well-being of people in lower and middle-income countries. We command technical expertise in health, agriculture, climate change, food security and governance—as well as in international evaluation. Our multi-layered health portfolio includes policy, health promotion and disease prevention, health finance, and health systems management. In partnership with government clients and local experts, our high-quality programs in Africa, Asia, Latin America, and the Middle East are known for impact and innovation.

Opportunity

Abt Associates seeks a qualified Finance and Administation Director (FAD) to support the PHSP project in Ethiopia. The Finance and Administration Director is responsible for providing strategic direction and leadership to the Finance Grant, HR/Office Administration, Logistics/Procurement, and ICT functions of the national office. S/he supervises and supports all project related financial and operation management functions in Addis Ababa and regional offices. S/he monitor compliance with USAID regulations, terms and conditions in the project agreement, national laws as well as ABT’s organizational policy. Ensure efficient and effective utilization of organization resources and lead the regular reporting requirement to home office.

The FAD works under direct supervision of PHSP project Chief of Party (COP) as well as line responsibility to International Accounting Manager (IAM) and International Finance and Contract Administrator (FCA). S/he directly liaises with and advise PHSP project Senior Management Team (SMT) on financial and operations-related matters. The FAD directly supervises the Finance Manager, Grant & Budget Analyst, Logistics/Manager and HR Specialist and IT Specialist for efficient and effective implementation of project support functions.

Key Roles and Responsibilities

Finance and Grant Management:

  • Ensure project accounting transactions are processed according to General Accepted accounting Principles (GAAP), ABT International Accounting Site Procedures Manual and local government regulations
  • Supports national project team and COP in all aspects of the project accounting and financial management and use of correct expenditure types, project and task codes
  • Review all transactions to ensure reasonableness and compliance with approved contract terms, salaries, budgets, allowances, proper billing codes and all other Abt’s Policies and Procedures
  • Facilitate annual budget development process. Provide financial input in costing (unit cost, rates, market price analysis). Prepare budget modification and allocation between line items
  • Make sure that Bank Reconciliations are always up to date
  • Ensure that advances to employees, vendors, or subs are not too high relative to their activities. Previous advances are full settled before issue a new advance
  • Check that any accounts payable (A/P) balances are justified
  • Prepare a consolidated annual fiscal report, including a cumulative life of project report
  • Ensure that subcontractor payments are made per the subcontract agreement
  • Always make sure that the subcontractor agreement has been executed and that extensions or modifications are requested prior to expiration date
  • Establish and adhere to a well-structured internal controls from the beginning to ensure compliance, prevent fraud and streamline operations
  • Support both Internal and external audits. Ensure that audit recommendation are implemented timely
  • Collaborate, inform and work with the Project’s IAM on meeting the project reporting requirements on local registration and taxation
  • Clothly monitoring grant application processes, approves requests for Proposals (RFPs), approve work plan and budget proposal
  • Review preparation of grant agreements and fixed amount awards for associations in coordination with technical staff lead, defined payment schedules against deliverables
  • Participate in negotiating with grantees, review terms and conditions of grant agreement and undertake the interpretation of Awards
  • Supervise reveiw of monthly grant report, verify its accuracy, completeness, allowable, allocable and reasonable. Share monthly updates with PHSP technical lead and Association officers
  • Support team to make the grant management processes as efficient and effective as possible. Follow up on the progress of grantees’ budget utilization, financial reports, follow up on upcoming fund releases and provide timely advice

Human Resource Management:

  • Provides advice and information to the COP on human resources management issues, labor laws and regulations
  • Contributes to organizational development, in terms of organizational structure, job design and job evaluation
  • Work with HR Officer and hiring department to follow the correct hiring procedure and terminating procedure in line with local labour law rules
  • Make sure all timesheets are completed by the reporting deadline and ensure the assignment of a site time keeper
  • Ensure all employees are accounted for on salary roster, specifically new or termed employees. Check that the salary is consistent with the salary rate included in the offer letter and/or any amendment
  • Check Benefit Tracking Report and review all entries
  • Ensure Travel policies are being followed when employees submit Travel Expense Reports
  • Check that Tuition Advances and Tuition Reimbursements are approved by HR/Tuition Assistance
  • Follow up timley settlment of payroll tax and depost of employees benefits

Procurement and Logistics Management:

  • Supervises procurement functions and ensure adherence to procurement rules and regulations and project’s authority matrixes
  • Ensures that the purchasing and logistics function at site office is efficiently and effectively handled to support and address the needs of PHSP projects
  • Organize realistic advance planning for the procurement of goods and services
  • Organize perdicaly market research and up-to-date cost estimates register
  • Ensure vendor serach is made at https://www.sam.gov for exclusions prior to award
  • Establish and define local procurement committee roles, distribute guidelines and lead the annual preferred vendor selection based on solicitation type

Property and Office Administration:

  • Ensure ABT team members work in a safe, secure, enabling physical environment with adequate life insurance coverage
  • Ensure a separate inventory list for government property procured under the subcontract/grant and prime recipient. Make sure the site office is keeping updated Fixed Asset Register list and conduct phyiscal invenotry verfication and accurate reporting to the donor. Ensure adequate insurance coverage for all properties
  • Responsible for integrating and adapting ABT global IT policies for national office. Ensure effective IT security systems and networking requirements

Other:

  • Provide backup support in the absence of the COP

Preferred Skills / Prerequisites

  • Master's degree in Accounting/Finance or Business Administration from a recognized university
  • 10 years of relevant experience in business companies and INGO
  • 5+ years Financial & Operation management experience with strong knowledge of local regulations, registration, and taxation
  • Previous working experience with USAID Projects and NGO’s desired
  • Proven Experience of using QuickBooks, Advanced Excel, Pivot Table, and Microsoft Word
  • Fluent in English and Amharic languages

Minimum Qualifications

  • (8+) years of experience and a bachelor degree OR the equivalent combination of education and experience

Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce. Abt Associates provides market-competitive salaries and comprehensive employee benefits. Local candidates strongly encouraged to apply.

As an equal opportunity/affirmative action employer, Abt Associates is committed to fostering a diverse, multicultural work environment where our employees respect one another and share a commitment to our firm's values, mission, and strategies. Abt Associates Inc. provides equal employment to all participants and employees without regard to age, race, color, sex, creed, citizenship status, religion, gender, gender identity, sexual orientation, national origin, disability, marital status, or veteran status.