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Admin and Finance Assistant

Organization: MSI Ethiopia Reproductive Choices (Marie Stopes)

Required Number: 3 (Three)

Location: Program Office Operations (Office-based with occasional business trips)

Career Level: Junior Level (1–3 years)

Employment Type: Full-time

Deadline: June 22, 2026 (Within 10 consecutive days of this announcement)

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Role Overview

The Admin and Finance Assistant provides day-to-day operational support to the Admin and Finance Officer, ensuring efficient and compliant financial and administrative management within MSI Ethiopia program office operations. The post holder plays a critical role in facilitating timely and compliant payment processes, supporting procurement activities, and ensuring strict adherence to MSIE’s Finance Manual and donor compliance requirements.

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Key Responsibilities

1. Finance and Payment Processing

• Voucher Preparation: Prepare accurate payment vouchers, payment sheets, and supporting documentation for review and approval.

• Document Verification: Review financial supporting files (invoices, receipts, contracts, purchase orders) to verify authenticity, proper authorization, and compliance with MSIE and donor guidelines.

• Cash & Bank Management: Monitor petty cash disbursements, perform regular ledger reconciliations, follow up on pending payments, and track liquidity.

• Record Keeping: Maintain a systematic, structured, and up-to-date filing environment for all financial data to aid documentation control.

• Reporting & Auditing: Assist in monthly financial closing activities, monitor expense variances against approved budgets, and organize documentation to address auditor queries.

2. Procurement Support

• Sourcing & Analysis: Process purchase requisitions, distribute Requests for Quotations (RFQs), gather vendor estimates, and conduct basic comparative cost analyses for the procurement committee.

• Tracking & Delivery: Track the physical delivery of procured goods and services, directly liaising with suppliers to resolve shipping delays or item discrepancies.

• Documentation: Support the structural preparation and archiving of procurement committee meeting logs.

3. Administration and HR Support

• Office Logistics: Provide general administrative assistance including inventory management of office supplies, mail correspondence, scheduling, and logistics coordination.

• Travel Management: Manage staff travel requests, process cash advances, and verify the timely retirement of travel claims.

• Asset & Stock Control: Maintain an updated corporate asset register, assist in physical verification exercises, and track inventory consumables.

• HR Compliance: Assist with human resource-related activities, including monthly timesheet management and the timely processing of local income tax and pension obligations.

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Qualifications & Requirements

Education & Experience

• Bachelor’s degree in Accounting and Finance, Business Administration, or a closely related field.

• More than 2 years of relevant professional experience.

Technical Skills & Competencies

• Documentation for Finance: Exceptional skills in financial filing, transaction tracing, and paperwork verification.

• Strong numerical and analytical capabilities with excellent attention to detail.

• High proficiency in Microsoft Office applications (particularly MS Excel and MS Word).

• Prior hands-on experience utilizing specialized accounting software (such as Sun Systems) is highly advantageous.

• Proficiency in the local language of the assigned work location is considered a valuable asset.

Personal Qualities

• Responsible, careful, and rigorous, with a strong sense of confidentiality and professional integrity.

• Strong team spirit, clear communication, rapid learning ability, and a customer-service orientation.

• Ability to work effectively under pressure and adapt to occasional business travel as required.

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How to Apply

⚠️ CRITICAL INSTRUCTION: Candidates must follow the application rules precisely. CVs will NOT be accepted at this initial stage. Only candidates who fill out and send back the formal application form will be evaluated.

Application Steps

1. Download the Form: Access and complete the official MSIE Job Application Form here:

   👉 MSIE Job Application Form

2. Email Submission: Send your completed application form directly to:

   📨 Humanresource@mariestopes.org.et

3. Subject Line Requirement: You must mention the exact title of the position (“Admin and Finance Assistant“) and your preferred workplace location on the subject line of your email.

Due to the heavy volume of submittals, only shortlisted candidates will be contacted.

MSI ETHIOPIA REPRODUCTIVE CHOICES STRONGLY ENCOURAGES FEMALE CANDIDATES TO APPLY!

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