Head of Finance and Administration

Job Description

Position title
Head of Finance and Administration
Organization
Ethiopian Boxing Federation
Department
Finance and Administration
Reports to
Secretary General and/or President, with routine reporting to the Executive Committee or Finance/Audit Committee
Direct reports
Accountant, cashier, admin or procurement support staff as assigned
Role level
Senior management
Primary purpose
To build and run a disciplined, transparent, audit-ready finance function for the federation
Nature of role
Full-time leadership role covering budgeting, accounting, controls, cash management, event finance, payroll, compliance, reporting, and systems improvement
The finance function in a sports federation is not limited to bookkeeping. It must manage tournament budgets, travel advances, per diems, hotels, procurement, sponsor restrictions, payroll, compliance, bank controls, and board reporting. A weak hire may keep records, but a strong hire builds discipline, protects funds, and gives leadership decision-ready numbers.

Scope of authority

May review, challenge, and return incomplete or unsupported requests before payment.
May recommend process changes and control enhancements to management and the board.
May withhold finance clearance where policy, budget, documentation, or control requirements are not met.
Should have visibility over all bank accounts, commitments, and outstanding advances.
Should not be bypassed in major financial commitments, event spending, or externally funded activity.
Detailed Duties and Responsibilities

1. Financial leadership and planning

Lead development of the annual federation budget and any revised budgets during the year.
Translate federation strategy, calendar, tournaments, camps, and development plans into costed financial plans.
Build separate budget lines and cost centers for administration, events, teams, development programs, sponsorship activity, grants, and capital needs.
Advise management before commitments are made so finance becomes part of decision-making, not a cleanup function after spending has happened.
Produce rolling cash forecasts showing expected inflows, committed outflows, and pressure points.
2. Accounting and financial records

Maintain complete, accurate, and timely accounting records for all federation transactions.
Ensure every receipt, payment, advance, reimbursement, payroll item, accrual, asset acquisition, and liability is recorded properly and supported by documentation.
Set up a chart of accounts and coding structure that can separate costs by event, department, donor, sponsor, or project.
Close monthly books on time and maintain an audit trail strong enough for external review.
Retain physical and digital files in an organized manner so documents can be retrieved immediately.
3. Internal controls and financial discipline

Design and enforce approval workflows for requests, quotations, purchase orders, payment vouchers, travel advances, reimbursements, bank transfers, and cash withdrawals.
Maintain a clear schedule of authority limits so staff know who can approve what amount and under what circumstances.
Ensure no unsupported, verbal, duplicate, or unauthorized payment is processed.
Implement surprise petty cash checks, monthly bank reconciliations, and review controls over advances and liquidations.
Escalate suspected misuse, fraud indicators, irregular transactions, or control breaches immediately.
4. Banking, cash flow, and treasury

Manage all federation bank accounts, banking mandates, signatory records, and online banking controls.
Monitor cash balances daily or weekly depending on operational intensity and alert management to shortages before they become emergencies.
Prepare bank reconciliations monthly for every account without exception.
Control cash withdrawals, transfers, cheque use, and cash storage so funds are protected at all times.
Plan cash requirements for travel-heavy periods, competitions, camps, and major procurement commitments.
5. Payments, procurement, and vendor controls

Review payment vouchers to confirm there is an approved request, budget availability, supporting invoice, evidence of receipt, and correct calculations.
Coordinate with procurement or requesting departments to ensure competitive sourcing and proper documentation.
Maintain supplier records, monitor outstanding liabilities, and prevent duplicate or inflated payments.
Review contracts and purchase terms for financial exposure, payment milestones, penalties, tax implications, and value-for-money concerns.
Establish a clear payment calendar and aging review so critical vendors are managed properly.
6. Tournament, camp, travel, and per diem finance

Prepare detailed budgets for every competition, camp, congress, meeting, or team travel activity before approval.
Control advances for air tickets, accommodation, transport, meals, allowances, per diems, uniforms, and emergency expenses.
Maintain traveler and delegation payment schedules with signatures or other evidence of receipt.
Require post-event liquidation and reconciliation immediately after each event, with exceptions escalated in writing.
Prepare post-event financial summaries comparing approved budget, actual spend, outstanding advances, and lessons learned.
7. Sponsorship, grant, and restricted funds management

Track restricted sponsorship and grant funds separately from unrestricted operating funds.
Ensure expenditure follows the approved purpose, timeline, and reporting conditions attached to each funding source.
Maintain finance files for sponsors, donors, development partners, and funded projects.
Prepare timely financial reports for funders, management, and the board.
Monitor burn rates and flag under-spend, over-spend, or non-compliance before reporting deadlines.
8. Payroll and statutory compliance

Prepare accurate payroll or review payroll prepared by staff before release.
Ensure tax, pension, and other statutory obligations are calculated, documented, and remitted on time in line with applicable law and regulations.
Maintain staff payment records, contracts, payroll change approvals, and reconciliation to attendance or approved pay schedules.
Control salary advances, deductions, and reimbursements with clear approval and documentation.
9. Asset, inventory, and equipment control

Maintain an up-to-date fixed asset register covering office equipment, computers, furniture, federation property, and any other controlled items.
Support periodic inventory counts for uniforms, boxing equipment, office supplies, medals, branding materials, and event stock.
Ensure disposals, write-offs, transfers, and losses are documented and approved.
Coordinate with administration and operations so finance records match physical reality.
10. Management and board reporting

Submit monthly management accounts that clearly explain income, expenditure, cash position, budget variances, outstanding advances, liabilities, and immediate risks.
Prepare quarterly finance reports for the Executive Committee or Finance/Audit Committee.
Translate numbers into decision-ready commentary, not just tables.
Support the President, Secretary General, and board with financial analysis for major decisions, events, partnerships, and investments.
11. Audit, compliance, and external review

Coordinate external audit preparation and serve as the main management counterpart to auditors.
Prepare lead schedules, reconciliations, confirmations, and supporting documents required for audit or inspection.
Track audit recommendations and ensure corrective actions are implemented.
Maintain readiness for tax review, donor review, board review, and any other legitimate inspection of financial records.
12. Policy, systems, and continuous improvement

Draft and maintain the federation finance manual and supporting procedures.
Develop templates for request forms, payment vouchers, travel advance forms, liquidation forms, budget templates, and monthly reporting packs.
Introduce or improve accounting software, spreadsheet controls, and document storage systems.
Train staff on finance procedures so the system is understood federation-wide and not trapped inside one department.
Build a culture of documentation, discipline, transparency, and timely reporting.
About You
Essential qualifications and experience

Bachelor’s degree in Accounting, Finance, or a closely related discipline.
At least five years of progressively responsible finance experience, ideally including leadership responsibility.
Hands-on experience with budgeting, monthly closing, financial reporting, reconciliations, cash control, and audit support.
Strong command of Excel and confidence using accounting software or equivalent structured systems.
Demonstrated integrity, independence of mind, and willingness to challenge unsupported spending.
Ability to work with senior leadership while still protecting controls and documentation standards.
Preferred background

Experience in a federation, association, nonprofit, NGO, membership organization, or donor-funded environment.
Exposure to event-heavy organizations where travel advances, allowances, and post-event liquidation are common.
Professional qualification such as ACCA, CPA, or equivalent progress toward one.
Experience presenting to boards, finance committees, sponsors, donors, or auditors.
Behavioral and leadership competencies

High personal integrity and low tolerance for weak documentation.
Calm under pressure and able to say no when procedures are being bypassed.
Structured thinker who can turn a messy environment into a disciplined one.
Able to communicate clearly with non-finance leaders and explain the story behind the numbers.
Strong follow-through, discretion, and documentation discipline.