Head of Finance and Operations at INSTITUTE FOR PEACE AND SECURITY STUDIES - ADDIS ABABA UNIVERSITY
IPSS aspires to be a premier institute for peace and security studies in Africa. Its mission is to promote peace and security in Ethiopia and Africa at large through education, research and outreach. The Institute produces skilled professionals in conflict prevention, management and resolution as well as in peacebuilding, and promotes the values of a democratic and peaceful society. It works at the national, regional as well as continental level.
As part of its continental activities, the IPSS was mandated by the African Union’s (AU) Executive Council to take up the intellectual challenge of finding African-led solutions to peace and security in Africa which led to the signing of a Memorandum of Understanding (MoU) with the AU to serve as a research and policy think-tank.
Since January 2010, the African Union (AU) and the Institute for Peace and Security Studies (IPSS) of Addis Ababa University, set up the Africa Peace and Security Programme at IPSS. This Pan-African programme aims at promoting advanced education, applied research, policy advice and dialogue on Africa’s peace and security challenges. The programme covers activities across the peace and security spectrum and the African Peace and Security Architecture (APSA). Since the commencement of the programme, IPSS has established itself as an Addis Ababa University Center of Excellence and a premier think tank for peace and security on the continent, thus making a major contribution towards capacity building and networking between relevant stakeholders.
The programme is supported by several development partners, with GIZ being the largest contributor.
The Institute through the APSP serves a Secretariat to the Tana High Leve Forum which it helps to establish in 2012 under the guidance of the African Union and the Democratic Republic of Ethiopia, the host country. The Forum aims to provide African key stakeholders with a platform to work towards effective African-led solutions to the continent’s most pressing security challenges.
Under the supervision of the IPSS Director, the Head of Finance and Operations will be responsible for overseeing the administrative and financial as well as the human resources management of IPSS. To this end, the Head of Finance and Operations will streamline, coordinate and supervise the various business units and processes related to operations, finances and human resources. The Head of Finance and Operations will be responsible also for enforcing high financial and procurement governance standards within IPSS.
Tasks and deliverables
Financial Management (budget, accounting, and finances)
- Ensure the timely preparation of the relevant financial reports in an accurate and timely manner; makes sure that the monthly and annual financial statements are clearly communicated; and oversee all financial, project/program and grants accounting.
- Coordinate and lead the annual audit process by liaising with external auditors as well as the IPSS/APSP Directors.
- Administer and lead the annual budgeting and planning process in conjunction with the respective directors of IPSS and APSP; as well as with the different team leaders.
- Administer and review all financial plans and budgets; monitor progress and changes and keep IPSS senior management informed of the financial status of IPSS.
- Manage organizational cash flow and forecasting.
- Update and implement all necessary business policies and accounting practices; actively participate in the implementation of the various policy guidelines and manuals (finance and operations; HR; and procurement).
- Effectively communicate and present the critical financial matters to IPSS Director as well as other senior members of the management;
- Follows-up on tax liabilities and other tax-relevant issues.
- Implement a proper documentation system (maintenance of guidelines, agreements, reports, and any other project files).
Procurement and inventory
- Assist in the implementation and operationalization of the IPSS procurement manual.
- Develop and implement a quarterly procurement plan for IPSS.
- Implement a proper store/inventory system (receiving/issuing/recording of fixed assets).
- Ensures the registration of all the fixed assets of the Institute.
- Enforce the proper framework agreements, whenever required, for the procurement of goods and services at the project (such as travel agents, catering, design and printing, etc).
- Ensure the integration of the current manual inventory and procurement system into the ERP system.
The Head of Finance and Operations undertakes the following:
- Ensures that there is a consistent and streamlined recruitment process for various types of employment contracts (such as a piece of work; short term and fixed-term employment for national employees).
- Oversees the implementation of various human resources functions including enhancing professional development, compensation and benefits, performance evaluation, training and recruiting.
- Ensures the implementation of procedures for the administration of other short contracts (such as guest lecturers, external and internal advisors, examiners, etc.) in collaboration with IPSS Finance unit.
- Coordinates with the GIZ finance unit units in areas of common interests such as procurement, inventory, facility management; IT infrastructure; etc.
- Liaise with other relevant IPSS partner institutions in matters pertaining to finance and operations (e.g. Addis Ababa University, GIZ, etc.).
- Coordinates the various business units to utilize the ERP system in the following areas; budget preparation and administration; accounting and expenditure management; human resource and Payroll Management; purchasing and inventory management; as well project/task management.
- The Head of Finance and Operations will have supervisory functions over the following areas; procurement and inventory; IT; finance and accounting; human resources and administration of the IPSS director’s office.
- A Master’s degree in Business Administration, Management or any other related field. Recognized professional certification (e.g. Project Management) is considered advantageous for the position.
- Minimum of 10 years’ experience including working at least 5 years in the supervisory roles on accounting/financial management; procurement, contracts management, and human resources function.
- Experience in both public and NGO is highly desirable.
- Excellent oral and written English.
· Ability to work under pressure and tight deadlines;
- Profound knowledge of pertinent local laws and practices in the areas of HR, finances, and procurement.
How to Apply
Interested candidates shall send a covering letter and CV not more than 3 pages to IPSS through e-mail [email protected] by the 23rd of February 2020.
Only shortlisted candidates will be contacted.
Head of Finance and Operations at INSTITUTE FOR PEACE