Finance & Administration Officer

Job Description

About the Job
Department: Finance and Administration Directorate
Reports To: Enterprise Management / Chief Executive Officer

Company Profile

Millennium Healthcare Enterprise (MHCE) is a legally established healthcare enterprise operating under St. Paul’s Hospital Millennium Medical College. The Enterprise is engaged in advancing healthcare service delivery, diagnostic services, healthcare investment, medical supply systems, training, consultancy, and other innovative healthcare-related business ventures in Ethiopia.

MHCE is committed to strengthening healthcare accessibility, quality, efficiency, and sustainability through modern healthcare solutions, strategic partnerships, and business innovation. The Enterprise strives to create a balance between social impact, operational excellence, and financial sustainability while supporting the national healthcare system.

The Enterprise operates with a strong commitment to transparency, accountability, professionalism, customer satisfaction, and institutional growth.

Job Summary

The Finance & Administration Officer is responsible for managing and coordinating the financial, administrative, and operational support activities of the Enterprise. The position plays a key role in ensuring efficient financial management, regulatory compliance, proper utilization of organizational resources, and smooth day-to-day administrative operations.

The Officer supports Enterprise Management in budget administration, financial reporting, procurement follow-up, asset management, human resource coordination, office administration, and operational compliance. The role also contributes to strengthening internal control systems and ensuring proper documentation and accountability across Enterprise activities.

Key Responsibilities

A. Financial Management Responsibilities

Prepare, review, and maintain accurate financial records, reports, and supporting documents.
Assist in preparing annual budgets, quarterly plans, and financial forecasts.
Monitor budget utilization and report budget variances to management.
Prepare monthly, quarterly, and annual financial reports for Enterprise Management.
Ensure all payments, receipts, and financial transactions are properly documented and authorized.
Verify payment requests before approval and ensure compliance with Enterprise financial procedures.
Follow up bank transactions, bank reconciliations, and cash flow management activities.
Ensure payroll preparation is accurate and government taxes, pension, and statutory deductions are properly processed and paid on time.
Maintain accurate records of revenues, expenditures, advances, and settlements.
Monitor collection and recording of revenues generated from Enterprise activities and projects.
Ensure proper filing and archiving of financial documents and records.
Support internal and external audit activities by preparing required documents and schedules.
Ensure compliance with Ethiopian tax laws, accounting standards, and financial regulations.
Follow up procurement payments, contracts, and supplier settlement processes.
Participate in financial risk assessment and internal control improvement activities.
B. Administrative Responsibilities

Coordinate daily administrative and office operations of the Enterprise.
Monitor office resource utilization and ensure efficient administrative support services.
Facilitate procurement requests, logistics coordination, and inventory management.
Maintain records of fixed assets, office equipment, and property administration.
Coordinate maintenance and operational support for office facilities and utilities.
Ensure proper management of office supplies and administrative materials.
Support management in organizing meetings, workshops, trainings, and official events.
Prepare official letters, memos, administrative reports, and correspondences.
Ensure proper documentation and filing of organizational records and legal documents.
Coordinate transportation, travel arrangements, and vehicle administration activities when necessary.
Assist in monitoring compliance with organizational policies, procedures, and operational guidelines.
Support implementation of administrative systems and process improvement initiatives.
C. Human Resource & Operational Support Responsibilities

Assist in coordinating staff attendance, leave management, and personnel documentation.
Support recruitment, onboarding, and employee documentation processes.
Maintain confidentiality of employee and organizational information.
Assist in monitoring staff contract administration and performance documentation.
Coordinate communication between management and operational units.
Provide operational and administrative support during projects, partnership activities, and Enterprise initiatives.
Support implementation of institutional accountability and reporting systems.
Duties Related to Governance & Accountability

Ensure compliance with Enterprise policies, financial procedures, and administrative regulations.
Promote transparency, accountability, and ethical financial practices.
Report financial or administrative irregularities to Enterprise Management.
Maintain confidentiality and integrity in handling organizational information.
Participate in institutional planning, monitoring, and evaluation activities.
Support development and implementation of internal control systems.
About You
Qualifications

Education

Bachelor’s Degree in Accounting, Finance, Business Administration, Management, or related fields.
Master’s Degree is advantageous.
Experience

Minimum of 4–6 years of relevant experience in finance, administration, accounting, or operational management.
Experience in healthcare institutions, enterprises, NGOs, hospitals, or private organizations is advantageous.
Experience in financial reporting, procurement coordination, and administrative management is preferred.
Experience with ERP systems or accounting software is an asset.
Required Skills and Competencies

Strong understanding of accounting principles and financial management systems.
Knowledge of Ethiopian tax regulations, labor laws, and financial procedures.
Strong administrative and organizational management skills.
Excellent analytical, reporting, and problem-solving abilities.
Proficiency in Microsoft Office applications, especially Excel and Word.
Strong communication and interpersonal skills.
Ability to work independently and under pressure.
High level of integrity, accountability, and professionalism.
Good planning, coordination, and time management skills.
Ability to maintain confidentiality and handle sensitive organizational information.
Salary and Benefits

Salary: Negotiable and attractive based on qualification and experience.
Other benefits shall be provided according to Enterprise policy and applicable regulations.