Administration Manager/ Oromia Region – Chinaksen / ETHIOPIA MISSION 

Position: Administration Field Manager 

Status: Salaried  

Starting date: July 2021 

Contract duration: 10 Months 

Country: Ethiopia  

Field based position: Chinaksen, Oromia region  

Context of the mission  

Médecins du Monde (MDM) is an International Non-Governmental Organization (INGO) involved in humanitarian interventions, operating in Ethiopia since 1986 in different types of health projects from long-term interventions to emergency response.  

Starting in June 2021 Medecins du Monde is opening a base in Chinaksen to lead an ECHO funded project in the area. The project is implemented by a multi-sectoral consortium (health, and WASH) composed of three international non-governmental organizations (MdM-France, MdM-Germany, COOPI). The objective is to contribute to the reduction of morbidity and mortality of populations affected by inter-community conflicts and humanitarian crises in Oromia and Somali regions in Ethiopia. The woredas (health districts) targeted are the Chinaksen woreda in Oromia region (MdM-F and COOPI) and the Tuliguled woreda (MdM-Ge and COOPI). The consortium will support health centers and Health Post in the catchment areas of the health centers supported by the action. For populations with difficulties in accessing functional health facilities, mobile clinics will be deployed offering a minimum package of activities. The health centers covered by the action will benefit from reinforced support in terms of training, drugs, medical equipment, as well as hygiene materials and equipment in order to meet the hygiene and safety standards required for the proper implementation of the consortium’s medical activities. Particular attention will also be paid to strengthening infectious protection and control (IPC) measures in this challenging period of Covid-19 pandemic. Finally, as part of the rapid response mechanisms, MdM-F will set up emergency response capacity development activities in the supported woredas (population displacement and outbreaks – measles, cholera, covid-19, …).

Hierarchical & Functional links 

The Administration Field Manager will be based in Chinaksen – Oromia region, under the direct supervision of the Field Coordinator and technical link with the Administration Coordinator based in Addis.  

The administration field manager directly supervises the cooks and cleaners of the Base and HR/Finance officer or assistant if relevant. 

Essential Duties and responsibilities 

The Administration Field Manager is responsible for the Finance, Accountancy and HR tasks for the region.  

Finance and Accountancy 

• Manages reception of receipts and invoices and fills up the top stamped when payment is effective. 
• Translates if needed, gives title, puts analytic, accountancy and budgetary codes, and files all invoices and receipts on a daily basis. 
• Verifies that all the documents required by MDM financial procedures before payment. 
• Registers the accountancy (keeps update the cash journal) according to the accountancy plan and budget plan.  
• Prepares and updates monthly accountancy to be sent to Admin Coordination, soft and hard versions, makes a photocopy of the original documents before sending. 
• Ensures the presentation, circulation, filing and archiving of accounts and financial documents in accordance with Ethiopian regulations and MDM and donor procedures. 
• Manages his/her cashbox and keep the cashbook updated on a daily basis. 
• Does daily cash control of the cashbox and at least once a week and a cash control under the direction of the FieldCo 
• Follows up and balances the operational advances given to any member of the team. 
• Timely cash requests to the Administration and Finance Coordinator. 
• Sends to Admin Coordination the information for the monthly payroll and pay sheets (absences, leave, overtime, recuperation days, etc.) records. 
• Follows up and ensures timely payment of staff income tax and pension contributions, withholding tax payments and periodical office and utility bills. 
• Contributes to the budget follow-up by analyzing the costs and filling the forecast for the coming months, in close collaboration with the Logistician and Program coordinator. 

Administrative and HR Management 

• Receives the leave requests, keep them in the personal files. 
• Follows up medical claims of national staff to the Insurance Company in link under MDM Insurance coverage policy. 
• Prepares letters on request by Field or Program Coordinator. 

         Organizes / Archives all Financial and Administrative in their respective files. 

• Manages local recruitment, and contributes to the recruitment process for coordination managed recruitment when needed when needed. 
• Organizes and contributes to the briefings to new staff. 
• Makes all the administration information available to the staff (conditions of employment, internal regulations, and communicates all administrative information to the team. 
• Under the supervision of the Admin Coordinator, carries-out all activities linked with legal requirements towards national authorities 
• Informs his/her line manager about any issue related to the hand-over 

Guest House Hygiene and Sanitation: 

• Plan and monitor the workload of cooks and cleaners. 

Due to the unique nature of MDM activities, the exact duties of the employee and the working schedule may be subject to temporary variations. 

Job Requirements

• Qualification in Accounting or Finance 
• Working knowledge of English language is mandatory (speaking and writing) 
• At least 3 years of working experience with an international NGO  
• Experienced in Microsoft Word and Excel 
• Willing to have work location in Chinaksen 
• Experience/knowledge of the Oromia region is a plus 
• Strong organizational skills in emergency situations and autonomous in daily operations 
• Strong knowledge and experience of HR management with an NGO 

How to Apply

Please send a mail to mdm.recruitment2021@gmail.com with title "Apply for Logistic Manager for Medecin du Monde - Chinaksen (Oromia)" adding your CV. 

An HR team will review you CV and share shortlist with line Manager. Would you be selected you will pass a written test and interview alongside others good profile. 

It's important to notice that an availability beginning of July, a experience of 2 years within similar position and fluent knowledge of English are required. The position is based in Chinaksen.