Finance and Operations Officer-
Finance and Operations Officer-
- August 12, 2019 11:13 am
Project No. 2014 – 078 Ethiopia: Supporting the Ministry of Mines (SUMM) Project
Target start date: (start date TBC) – January/February 2018 (renewable to 5 years)
The Canadian International Resources and Development Institute (CIRDI)was founded in 2013 by three leading Canadian universities: The University of British Columbia (UBC), Simon Fraser University (SFU) and Polytechnique Montréal (EPM) under a Contribution Agreement with Global Affairs Canada (GAC). CIRDI’s mandate is to exchange knowledge and expertise with developing countries that enables leading-practice natural resource governance, environmental stewardship, gender equality and ultimately, poverty reduction. With Canadian and international partners, CIRDI provides leading-practice advice, technical support, training and applied research as well as a platform for innovative thinking, knowledge mobilization and shared learning.
The Institute was established through a five-year (2013-2018) agreement with Global Affairs, Canada to implement projects that secure opportunities for developing countries to improve fiscal and regulatory governance, integrated resource management and livelihoods and employment. CIRDI works with all levels of government to develop training, tools and approaches that address their unique circumstances and needs.
The “Supporting the Ministry of Mines” (SUMM) project in Ethiopia is a five-year, $15 million project funded by Global Affairs, Canada. The project is designed to strengthen the capacity and organizational management of Ethiopia’s Ministry of Mining, Petroleum and Natural Gas (MoMPNG) at operational and strategic levels. The project’s ultimate objectives are to improve resource governance and sustainable long-term management of Ethiopia’s emerging mineral sector.
The project focuses on three key areas: (1) improving the efficiency, transparency and accountability of the licensing, management and geo-data systems, including related social and environmental standards, (2) strengthening human resource management to create equal opportunities for professional development and employment, (3) improving the Government of Ethiopia’s ability to sustainably promote and manage foreign investment in its mining sector.
The successful candidate will be based in the project office in Addis Ababa. Reporting to the Senior Administration and Finance Officer (SAFO), the Operations Officer will be responsible for the effective provision of daily financial transactions for SUMM project.
Provide initial check and review of all financial invoices and receipts; review supporting documents provided by SUMM partners to ensure accuracy and compliance with CIRDI policies and procedures; ensure expenses are properly charged to projects/accounts in accordance with budget; follow-up with partners to ensure supporting documents are submitted in a timely manner.
Participate in ongoing analysis, forecasting and review of project expenses. Manage financial control, prepare and analyze budgets, develop financial reports, and make recommendations to the Senior Administration and Finance Officer on budget expenditures.
Review and process invoices, cheque and wire transfer requests and payments to vendors in compliance with contract requirements; obtain approvals from Director, SUMM and from Global Affairs Canada on all procurements and purchases for the project.
Ensure that the project meets all Global Affairs Canada contractual requirements and complies with Global Affairs Canada policies and regulations.
Responsible for supporting Senior Administration and Finance Officer (SAFO), Deputy Director and Project Officers (POs) with respect to contracting requirements for consultants, in accordance with approved budget by partners and donors to ensure strict compliance with donor procurement and contracting policies and procedures.
Monitor the expenditures to ensure that program funds are utilized appropriately. Track the transfer of funds between Canadian HQ and the Ethiopia project office, and manage accounting and finance records of in-country expenses, including developing spreadsheet programs for tracking and monitoring all financial project activities, and maintaining spreadsheets with current project expense data.
Provide support to the Director, SUMM Senior Finance and Administration Officer, and Project Officers and coordinate with POs on contract management; supporting counterparts and the SUMM team in timely closing of Account Payables/contracts on a monthly basis; keep partners informed of and follow-up on closing dates and extensions; track use of resource persons for activities.
Draft quarterly and annual financial reports on financial status of project expenses and budget information for submission to Canadian HQ and Global Affairs Canada. Provide support to Senior Administration and Finance Officer on monthly reconciliations of all advances to partners; follow-up to ensure advances to any given partner is kept to a minimum and that supporting documents to clear advances are submitted on a timely, monthly basis; prepare monthly reports for consultants/resource persons.
Provide support for annual internal and external finance and accounting audits of project; provide support for purchases of office equipment and other project assets; provide support with other tasks as and when required.
Update and maintain SUMM Financial and Operations Manual with Senior Administration and Finance Officer.
Assist project consultants and staff in reviewing and monitoring financial plans and budgets, quarterly financial reports and requests for cash advances.
Consequences of Error
Effective financial management is critical for the success of the SUMM project. Exercises judgment in planning the sequence of duties, the work methods to be employed and the action to be taken on unusual problems. Decisions are based upon appropriate application and through knowledge of procedures, guidelines, regulations, and established precedents.
Errors in judgment could undermine the Project or the Institute’s ability to achieve its mandate. Work requires diplomacy, confidentiality, and an understanding of university governance.
Mismanagement of the finances of the project would have significant reputational consequences for the project, the Institute and UBC and could result in loss of funding or loss of key partnerships.
Reports to Senior Administration and Finance Officer.
Provides direction/assistance to project officer team on financial issues.
Duration of assignment including start and end date: (start date TBC) – January/February 2018 (renewable to five years)
Minimum of a Bachelor’s degree in accounting, finance, business administration or equivalent.
At least five years’ experience in a finance position working on complex, development programs, developing and managing budgets, and at least three years with international non–profit agencies. Global Affairs Canada funded grants financial and administrative management experience preferred.
Demonstrable financial experience working for an international organization on international donor grant funded projects.
Skills and Abilities
Excellent oral and written communication skills, in English and Amharic.
Strong organizational skills.
Strong interpersonal communication skills.
Excellent PC skills and proficient in the use of Microsoft Office Applications.
Experience with computer based accounting systems.
Ability to work both as part of a team and independently.
How to ApplyWe invite all candidates meeting the required qualifications apply online at by http://www.jobs251.commentioning the specific job title in the subject.
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