Field Administrator

Mission

The Field Administrator is based in Shire and is working under the supervision of the Operations Manager for Tigray supporting him/her managing finance and HR for all Tigray operations (Shire, Mai Tsibre, Mekelle, etc.).

The Field Administrator will act as the focal person to maintain the accuracy of the field’s general accountancy, HI internal procedures and donor’s requirements. She/he also ensures that the country’s legal framework is respected and that the administrative framework defined in the program is applied in terms of both Human Resources and Finance with the constant aim of defending the association’s interests and ensuring the correct and efficient utilization of resources.

Main Internal Interfaces

1. Operations Manager
2. Project Managers
3. Emergency Log Expert
4. Projects Staffs
5. Finance Manager
6. Logistics Manager
7. Human Resource Manager
8. Support service staff in Tigray/AA

Main External Interfaces

• Bank
• Ethiopian administrative institutions
• Suppliers
• Insurance Providers

RESPONSIBILITIES

Be responsible for proper cash flow management

• Make payments (cheque or cash) following approvals and organization’s rules
• Check that all payments, travel advances, staff claims, journals and purchase/work orders have complete, bona fide, and legitimate supporting documentation and all transactions are properly authorized before payments are done
• Verify the amounts, description, period, name, etc. of bills and supporting documents
• Manage and follow up activity advances
• Collect advices, cheque books and bank statement from the bank
• Maintain the daily books of accounts in the log books
• Conduct cash counts on a weekly basis with the Project Manager
• Make sure that enough cash is available in the cash box at all times
• Prepare monthly cash forecast in liaison with base budget managers, compiling the same and send to the capital.
• Manage cash requests to capital (transfers, advances) following the approved forecast

Be accountable to the accuracy and consistency of Tigray’s Accountancy

• Input field accountancy into the accounting excel/software;
• Send the accountancy records to the Finance Manager on a weekly basis for review;
• Respond to comments/queries from the capital on the accountancy and making the required corrections;
• Prepare posting slips and check the codes are correct with the budget
• Send the accountancy to the capital while ensuring all HI rules are adhered to before the 5^th of the next month.
• Scan the validated accountancy.

Prepare the field payroll and share it with capital in advance for validation

• Prepare the payroll summary table in agreement with their contractual terms and make payments of staff salaries into their designated accounts after approval of the payroll summary sheet by the Capital.
• Ensure the required statutory deductions from employee salaries and remitting the same to the authorities within the set deadlines.

Monitor the field human resource management

• Participate in the staff recruitment process in Beneshangule Gumuz base and ensure appropriate recruitment process is followed
• Manage the induction process of new staff at the base level
• Follow up insurance of the base staff (employees joining or leaving the organization) and communicate with the capital on a timely basis
• Ensure that HR files/archives are well managed and updated timely
• Manage the base staff leaves, attendance, time sheet, salary payments, etc.
• Prepare monthly medical and provident fund summary for all base staff
• Compile training plan for the base with line managers and submit to the capital

Assure the administrative and financial management in your area of activity

• Prepare different service agreements (suppliers, short term replacement staff, etc.) after instruction from the project manager and in consultation with the capital
• Ensure that all the necessary contractual documents exist and are followed-up and archived (service, rental, partnership, employment contracts)
• Carry out administrative follow up for rented premises and other rental contracts (payment of the rent, service charges, renewal, termination...).

Assure the proper and in time internal and external reporting

• Compile and send the internal and external HR and finance reports including the monthly internal report shared with respective HO interlocutors (with CC to Operations Manager) every 5^th of the month

Workplace: Shire

Required Number:1

Contract Duration: one year with the possibility of extension based on the availability of funding 

Job Requirements

Education

• Advanced Degree or Diploma in Economics, Administration, Finance, Human Resources Management or similar fields

Experience

• Minimum of 3 years of relevant professional experience with international organizations (INGO, UN, Red Cross Movement) and working in cross-cultural setting.
• Demonstrated commitment to high professional ethical standards and humanitarian values.
• Computer literacy with demonstrated experience in utilization of Microsoft Office – Word, Excel and PowerPoint in particular.

Other competencies (knowledge, capacities required for the post)

• Excellent spoken and written English and Tigrinya.
• Excellent communication and representation skills.
• Ability to propose workable solutions and identify their implications (positive and negative) adapted to Project and Support Services Teams
• Ability to develop productive working relationships with colleagues, partners, local authorities and other stakeholders
• Report writing, data interpretation and analytical skills
• Ability to anticipate risks and opportunities
• Positive thinking and solution-oriented approach
• Able to handle confidential and sensitive information.
• Ability to travel, occasionally on short notice, to areas of intervention of the project.

Personal qualities

• Strong interpersonal and intercultural skills.
• Open-minded and respectful attitude, eager to understand a given cultural context
• Dynamic and proactive
• Strong communication skills, including verbal and writing skills.
• Ability to work under high pressure and without constant supervision.
• High capacity to organize his/her work, and manage priorities.
• Ability to work autonomously and under high pressure with a great level of personal organization.

Desirable

• Knowledge of several local languages an asset.

How to Apply

Women and persons with disabilities are highly encouraged to apply.

Interested applicants who meet the above criteria should fill in the attached application form Job application form.docx and submit it with a 1 page motivation letter through ethiojobs or email it at recruitment@ethiopia.hi.org on or before the above mentioned deadline.

Please clearly state the position you apply in the subject of your email and also for which duty station. Only short listed candidates will be contacted for exam/interview no phone calls please. 

We’re committed to safeguarding and promoting child protection and expect all staff and volunteers to share this commitment. This position involves working with beneficiaries and is subject to strict safer recruitment checks. The successful candidate will be required to complete a police check and sign a self-declaration form to help us verify your suitability to work with children including checks with past employers. 

Humanity & Inclusion is an equal opportunity employer and particularly welcomes women and persons with disabilities to apply.