Addis Ababa, Addis Ababa
Clinton Health Access Initiative
Clinton Health Access Initiative (CHAI) Ethiopia carries out a wide range of programs to support the Ministry of Health of Ethiopia in improving the health status of the country by ensuring access and quality of health services. We are committed to increasing our effectiveness through a program approach that optimizes quality, impact and scale. Being the largest CHAI field office worldwide, we currently employ around 170  staffs working in the following Eight programs: Maternal and Newborn  Health (MNH), HIV, Cancer, Lab Services, Vaccines, Nutrition, Child Survival program (CSP),  Global Health Financing and HRH.   JOB SUMMARY: CHAI-Ethiopia’s Support Team provides support to management and eight major programs.  The team has four divisions General Service, Admin & Human Resource and Finance and it is the right arm for the CHAI Ethiopia Office in achieving the ultimate goal of the organization. Under the overall guidance and the direct supervision of the CD/DCD, the Support Team will maintain smooth working environment, support in all logistic needs, financial and human resource for CHAI-Ethiopia programs. The Accountant supports the Finance Manager on Payment Management and Accounting Record Maintenance.    REPORTS TO: Finance Manager SUPERVISES: N/A   JOB RESPONSIBILITIES:   1. Payment Management 1.1 Petty Cash Payments: Ensure all petty cash payment vouchers are supported by adequate documents coded and appropriate Project Id has been stated. Supervise the petty cash fund handled by junior account on a timely base this includes monthly count and reconciliation. Ensure appropriate taxes have been deducted from payments of petty cash. Ensure the accuracy of Petty Cash Request and Replenishment Form made before check is issued for replenishment. The petty cash fund bearer has signed on appropriate space on the petty cash payment voucher, PCRRF, and proof of acceptance on Check Payment Voucher at the time of replenishment. Supervise and mentor the petty cash works done by junior accountant.    1.2   Bank Payments Ensure all check and bank transfer payment requests have got approval from Program Managers, Country Director, Deputy Country Director or Administrative Managers. Ensure Proforma Invoices and or Bid Analysis are signed and approved before bank payments are prepared. Ensure appropriate withholding tax, Income tax and other government obligations, if any has been deducted before checks are prepared. Ensure the correctness of sum of invoices and supporting documents before sending for check preparation. Design transmittal of check payment request documents to Junior Accountant according to its arrival to the Finance Department. Apply all regulations and laws and any statutory requirements in computation of payments. Ensure appropriate and adequate descriptions or explanations are filled on Check Payment vouchers. Prepare local bank transfer orders based on approved requests and send to the respected bank after signed by signatories. Keep in a safe box those unused checks and prepare a check book request when there is a need. Ensure all payments done shall get approval from the Country Director or Deputy. Prepare journals and (petty cash, advance, settlements correcting entries and others as required) and forward to Finance Manager.   1.3 Payments for Trainings Work with program managers to get schedule of trainings; Review critically the completed information of training participants by the program staff; Ensure that CHAI program trainings and workshops payments are as per the SOP for trainings; Follow with the program staff and schedule for training payments either through bank or staff and ensure the timely payment; Prepare the bank payment instruction and communicate the program staff and bank; Follow and collect documents for trainings paid by a bank;   2. Other Activities Review status of advances and payables regularly and take action for timely settlement. Prepare accounts and receivables /payables schedule and reconcile with QuickBooks ledger balance. Responsible for coding and entering data to the system on a timely manner. Prepare settlement of employment income tax, withholding tax and pension payments to tax authority as per the payment schedule. Ensure all fixed asset of the organization has got unique code and work with the store keeper for its accuracy. Follow –up status of unpaid cheeks in hand and other responsible staff. Compile all required QuickBooks produced and manually prepared reports and statements and other information copy of documents and others as per the standard check list. Ensure consistent application of CHAI finance policy and SOPs  in all aspects of work. Participate in meeting of the department on issues and activities as required. Assist the Finance Manager on monthly and year end accounts closing. Perform any other relevant duties as required by the supervisor.