Administration and Finance Officer

Job Title: Administration & Finance officer

Reports to:      Branch II Manager

Location:        Addis Ababa Branches

 Job Summary:

Under the instruction and supervision of the Branch Manager II, the Finance and Administration Head plans, organizes and coordinates the overall administration and finance function of the branch.  Keeps custody of personnel files of  branch employees, prepares payroll and other payments of the branch; handles  employees  complaint and query   summarizes and reports to the branch manager  for further actions;; manage and coordinates  the  logistical requests of  branch employees deployed in outsourced service ;manages the attendance, remuneration, disciplinary case, leave administration and other personnel functions in accordance with  company’s  HR policy rules and regulations, handle the financial  matters of the branch, follow up and ensure  that contract  agreements are executed properly and  renewal or termination of employment is considered on time

1. Specific Duties and Responsibilities
2. 1. Plans organizes and coordinates the overall administrative and financial function of the branch office
   2. Keeps custody of personnel files of branch employees and staff deployed in different customer organizations.
   3. Compiles updates and maintains all relevant personnel data of the branch employees, updates change in employees' profile such as marital status, childbirth, education status, promotion, transfer etc.
   4. Collects  the logistical and material needs of employees deployed  in the customer organizations, summarizes and reports to the branch manager  for further actions;
   5. Prepares monthly payroll of security, cleaning and other employees engaged in the outsourced employment service of the branch;
   6. Compiles operational and personnel data for a report on performance of the employment service of the branch;
   7. Manage the leave administration of employees, schedule annual leave programs checks and calculates leave balances; upkeep and update leave records
   8.  processes disciplinary measures on breach of regulations;
   9. Handles the disciplinary cases of branch  employees and other staffs engaged in the outsourced employment service
   10. Issues and  process clearance and work certificate to  employees  in accordance with HR policy and procedure  when employees terminate their employment contracts;
   11. Drafts letters, circulars and internal  memos, as per the instruction given by immediate supervisor    presents to supervisor  for review and signature;
   12. Processes regular and overtime staff attendance of the branch, summarizes on a daily and monthly basis,  produces and communicates reports for payroll and other related purposes;
   13. Maintain and update  database of  branch employees  which contains name, address, qualifications, work experience and other details;
   14. issues staff identity cards of the employment service of the branch;
   15. Keeps track of the distribution and consumption data of logistical supplies of the branch and reports on same in accordance with the established reporting timeframe;
   16. Follows up and ensures that contractual employees agreements are executed properly and that renewal or termination of employment is considered on time;
   17. Assists in training need assessment and undertaking  the impact of  pre and post training evaluation;
   18. Collects, compiles  registers and maintains  employee performance reports;
   19. Maintain financial records prepares and submits financial reports on regular basis
   20. Prepares and submits statistical reports on relevant personnel and financial  matters;
   21. Ensures all activities  and function  to be done within the objective of the company  to meet and exceed customer needs and expectations;
   22. Utilizes resource in areas of responsibilities as provided in annual work plan and budget within authorized limits;
   23. Takes due responsibility and accountability for managing and controlling resources and property allocated for work within area of responsibility;
   24. Identifies training needs of  branch employees  and follows up appropriate trainings and human resource development program, in accordance with the training procedure;
   25. Creates and maintains conducive working environment that enhances workers involvement in achieving organizational objectives
   26. Performs other related duties as assigned by the immediate supervisor.