Finance and Administration Manager for Coalition of Ethiopian Civil Society Organizations for Elections (CECOE)

Job Description

Key Responsibilities

The Finance and Administration Manager is responsible for the overall financial management, administrative coordination, and human resource support of the observation mission, ensuring compliance with applicable policies, donor requirements, and best practices.

Financial Management and Budget Control
Lead the preparation, consolidation, and monitoring of the mission budget.
Ensure all expenditures comply with approved budgets and financial procedures.
Maintain budget control systems and prepare budget utilization reports.
Accounting and Financial Reporting
Oversee accounting processes, ensuring accuracy and compliance with standards.
Prepare periodic financial statements and reports for:Management
Donors
External stakeholders
Conduct reconciliations and ensure proper documentation of transactions.
Cash and Payment Management
Ensure effective cash flow management and internal controls.
Authorize payments within delegated authority.
Monitor receivables and ensure proper financial tracking.
Compliance and Audit
Ensure compliance with:Organizational financial policies
Donor regulations (e.g., grant management requirements)
Ethiopian legal and tax frameworks
Coordinate internal and external audits and implement recommendations.
Monitor risk of fraud and ensure preventive controls.
Human Resources and Administration
Oversee HR functions, including:Recruitment and onboarding of mission staff and observers (in coordination with operations team)
Payroll management
Performance appraisal processes
Ensure proper administrative systems and procedures are in place.
(Aligned with experience managing HR planning, recruitment, and appraisal processes)

Logistics and Operational Support
Oversee administrative and logistical arrangements for:Core Team
LTOs and STOs deployment
Ensure efficient procurement and resource allocation.
Coordination and Support to Mission Structure
Work closely with:Chief Observer / Head of Mission
Observer Coordinator and Deputy Coordinator
Core Team experts
Provide financial and administrative guidance to support operational planning.
Policy Development and Systems Strengthening
Ensure implementation of financial and administrative manuals.
Strengthen internal control systems and procedures.
Contribute to organizational capacity building in finance and administration.
Deliverables

Approved mission budget and financial plan
Monthly/quarterly financial reports
Budget utilization and variance reports
Audit reports and compliance documentation
HR and administrative reports
Final financial report for the observation mission
Duration

The assignment covers the full electoral cycle*, including:

Pre-election phase
Election day
Immediate post-election period
*The full electoral cycle included the 7th General election (possibility of staggered elections over several months/years), possible bi-elections, referendum and local elections.