Senior Finance and Administration Officer

Position Title: Senior Finance and Administration Officer

Reports to: CFOO

Duty Station: Addis Ababa, V-Tech Office

Employment Type: Full-time

Position Summary

The Senior Finance and Administration Officer is responsible for ensuring efficient financial management, contract-based payment follow-ups, operational coordination, statutory compliance, asset custody, and effective office administration. This position plays a key role in overseeing the accurate recording of all transactions in Peachtree, managing cash flow, ensuring timely government and statutory payments, safeguarding company resources, and maintaining complete and up-to-date records of company assets and statutory documents

Key Duties and Responsibilities

Financial Management & Accounting

• Record daily financial transactions into Peachtree Accounting Software (sales, purchases, payments, receipts, journal entries, bank reconciliation…).
• Ensure that each transaction is supported by complete and organized documentation (invoices, delivery notes, payment vouchers, etc.).
• Maintain an up-to-date general ledger and accurate financial records.
• Prepare and reconcile monthly bank statements; investigate and resolve any discrepancies.
• Register each bank cheque under proper custody control and maintain accurate cheque custody records.
• Prepare and submit monthly VAT reports in compliance with Ethiopian Revenue & Customs Authority (ERCA) requirements.
• Ensure all monthly bills (utilities, rent, services, subscriptions, etc.) are settled on time and properly recorded
• Follow up on the renewal of the Tax Clearance Certificate for company bidding, loan applications, and other official purposes.
• Monitor and ensure timely settlement of statutory obligations: VAT, withholding tax, pension contributions, and other regulatory payments.
• Ensure all statutory settlements are updated both in company records and the Tax Office system.
• Handle monthly payroll processing, including statutory deductions and salary disbursement, in coordination with HR and Finance.

Petty Cash Management

• Administer and control petty cash in accordance with company policy and internal control procedures
• Ensure sufficient petty cash balance is available at all times to meet daily office operational needs.
• Disburse petty cash only against proper authorization and approved petty cash vouchers.
• Ensure petty cash balance are available at any time for office use.
• Ensure sufficient petty cash balance is available at all times to meet daily office operational needs.
• Disburse petty cash only against proper authorization and approved petty cash vouchers.
• Ensure appropriate and valid receipts are obtained and attached for every petty cash payment.
• Maintain an accurate daily petty cash ledger and supporting documentation.
• Perform weekly and monthly petty cash reconciliations and request timely replenishment when balances fall below approved limits.
• Report any discrepancies, misuse, or policy violations immediately to management.

Customer Relations & Payment Follow-Up

• Follow up on payment collections from customers strictly based on contractual agreements.
• Communicate professionally with clients regarding invoices, payment terms, and overdue balances.
• Coordinate with the sales and project teams to ensure accurate billing and timely collections.
• Escalate unresolved payment delays to management with proper documentation.

Office Administration

• Oversee general office management: utilities, cleaning, equipment maintenance, and office supplies.
• Ensure all company resources are kept in a safe, secure, and controlled manner.
• Register, track, and maintain detailed records of all company assets assigned to each staff member
• Organize and maintain a systematic filing system (both physical and digital) for all financial, HR, contractual, and operational documents.
• Handle internal meeting schedules, document minutes, and assist in travel arrangements or company events.
• Support HR-related admin tasks such as leave tracking, attendance records, and file management.
• Assist in operational tasks including procurement of office supplies and services.
• Maintain stock and inventory control for office needs.
• Coordinate daily Feres transport services and Company Cars for employees; maintain schedules and resolve any logistical issues.
• Liaise with suppliers, transport providers, and vendors to ensure timely service delivery.
• Plan, direct, supervise, evaluate Finance & Admina

Reporting Lines:

• This position will directly report to Finance & Admin Manager and will have direct supervision over other Finance and Admin staffs.