Invitation for Short Term Accounting and Administrative Service

Background

The Global Alliance for Improved Nutrition (GAIN) is a Swiss-based foundation launched at the UN in 2002 to tackle the human suffering caused by malnutrition. Working with both governments and businesses, we aim to transform food systems so that they deliver more nutritious food for all people. In particular, we aim to make healthier food choices more desirable, more available, and more affordable. GAIN’s mission is to advance nutrition outcomes by improving consumption of nutritious and safe food for all people, especially the most vulnerable to malnutrition.

Objective

GAIN Ethiopia would like to hire authorised accounting firm who can assigned a fulltime staff to fill the gaps during ongoing recruitments in the finance team at the regional office level and deliver required seasonal financial deliverables expected during the current peak period. The specific objectives are:

• To support the regional office in terms of workshops and events facilitations
• To prepare different payment sheets for participants of workshop, trainings, and events.

• To assist the regional office in overall finance and administrative tasks for the stated period of time.  

Scope of Work

The assigned staff will be expected to work full-time for the duration of three months as per GAIN’s working hours and will have the following responsibilities:

• Prepare financial documents for processing payments and settlements of advances.
• Managing Petty Cash fund and making payments after receiving the required approval
• Maintain and keep proper file for documents related to Petty cash payments.
• Facilitate workshops, trainings and meetings and effect payment to participants.
• Maintaining monthly updated scanned financial documents to the online storage space
• Ensure timely settlement of payables and advances.
• Ensuring smooth operation of daily financial activities at the regional level in collaboration with the country office finance team.
• Ensure that receipts, financial documentation, and vouchers are filed properly and timely in chronological order.
• Assist regional project team in travel arrangements, hotel reservations, and in-country logistic arrangements.
• Assist in handling orders such as office supplies and/or materials for office use and trainings.
• Responsible for copying, sorting, scanning, and sending documents through carriers.
• Maintain updated & complete list of inventories of project office properties.
• Receives and handles clients/visitors, provides appropriate information to enquiries and arranges appointments.
• Coordinates and schedules meetings, and appointments inside and outside of the regional office. Send invitation letters to participants and confirm availability.
• Manage outgoing and incoming correspondences.
• The service provider will be expected to perform other additional administrative, finance and logistical assistance as required.

Required Qualification and Skills

The assigned person by the authorized firm must have the following qualification and skills

• Bachelor’s degree in accounting and finance.
• Knowledge of, and ability to apply financial rules, regulations and procedures.
• Excellent troubleshooting and communications skill.
• Strong attention to details.
• Ability to work independently and resourceful finding solutions to complex problems.
• Good working computer knowledge with proficiency in basic office software specially MS Office Excel and Word.
• Committed, willingness to take initiative and willing to work under pressure.
• Ability to work cooperatively with staff.
• Good organizational skills
• Good in spoken and written English
• Be honest, ethical and dedicated.
• Be pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Be reliable, responsible, and fulfilling obligations.
• Give attention to details in completing assigned tasks.

Required Documents

Authorized firms are required to submit the following documents

• Technical Proposal
• Certificate of Professional Competence issued by AABE and other related international institutions.
•  Renewed Trade License
• Tax Identification Number (TIN) certificate