Job Description

Position Title: Administration and Finance Supervisor

Portfolio: Integrated Program

Function: Integrated Field Implementation

Department/Program: Regional Field Implementation

Direct Reports: Driver, Office Attendant

Level: C3

Reports to: Manager, Integrated Field Implementation

Based in: Hawassa

Duration of contract: Indefinite based on performance and availability of funds.

Remuneration: As per organization pay scale plus other PSI/Ethiopia staff benefits.

Application Deadline: August 10, 2022

Who we are?

We’re Population Services International (PSI), the world’s leading non‐profit social marketing organization. We work to make it easier for people in the developing world to lead healthier lives and plan the families they desire by marketing affordable products and services that range from mosquito nets to contraceptives to HIV testing. We are a $560m enterprise based in Washington, DC, operating in the private and public sectors in more than 65 countries.

Join us!

There are over 9,000 “PSI’ers” around the world. It’s a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds - from the medical industry to the music business - all with unique skills we bring to the job.

PSI/Ethiopia wants to reimagine healthcare, put the consumer at the center, and whenever possible, bring quality care to the front door.  We achieve health impact in Ethiopia by working with both government and private partners and harvesting technology innovation to bring quality care closer to communities, schools, and homes.   We empower consumers by including them in the design of healthcare solutions, offering them more healthcare choices, and helping them to have a voice in influencing national priorities.  We work with all market actors in the health system to understand their needs, designing and delivering solutions so that market systems can sustainably serve consumers for the long term, helping to support the Government of Ethiopia in achieving Universal Health Coverage. 

We are looking for an Administration and Finance Supervisor To ensure smooth operation and a productive workplace by planning, organizing, and executing efficient and effective finance operation and office administration services in Regional offices.

Key Result Areas:

• Resource utilization (e.g.  HR, Finance, vehicle, fixed assets, utilities, security )

• Compliance (e.g. GoE, PSI, Donors rules…)

• Training coordination (e.g. training schedules, logistics, participants invitation)

• Finance operations and documentation

• Fleet operations (e.g. vehicles resource utilization)

• Administration /office management (e.g. timely insurance claims/reports, efficient logistics, safe security, clean work environment)

• HR support services

• Supply chain and warehousing

Sounds like you? Read on!

Main Duties and Responsibilities:

• Provide TA on the Seamless integration of Smart Start activities and indicators into the RHB’s work plan, budget, training curricula, monitoring, evaluation, and reporting system. 

• Plan, organize and coordinate the regional office finance operation activities and keep documents for audit and future reference.

• Establish an efficient system to manage the vehicle fleet, and coordinate all vehicle requests at the regional office, to ensure effective vehicle resource utilization.

• Ensure compliance of all transactions at the field level to Government, PSI/E, and donor rules and regulations including taxes.

• Conduct regular Supportive Supervision on Grant & Financial in consultation of the regional manager and Head Office GC team.

• Provide regular Technical Assistance on Grant & Financial management to LIPs, HAPCOs/HBs working in their corridors.

• Review monthly/quarterly financial reports and give feedback to both regional manager and Head Office GC team.

• Ensure all required financial and contractual documents is in place by all grantees and ready for audit when required.

• Critically review LIPs and RHAPCOs/RHBs annual budget forecast/modification and provide sufficient support to facilitate timely completion and submission to PSI’E.

• Review and analyze grant and financial performance of LIPs and RHAPCOs/RHB and reports the same to Regional Manager and G&C for decision.

• Follow up and facilitate the timely review of reports and transfer of funds to LIPs and RHAPCOs/RHBs.

• Assist the regional manager and regional team in the coordination of regional training activities as per the work plan and training schedules, organizing logistics, and facilitating participant invitations for activities, budget preparation for activities etc.

• Coordinate all regional administrative/office management activities including utility management, procurement, maintenance, insurance claims/reports, logistics, security, cleaning, settling required government bills and ensuring the implementation of established operating procedures, forms and systems as provided by the central office.

• Serve as the primary liaison with regional house owners for office facilities and in close coordination with the Administration Manager (Addis) and Operations Manager (Addis), ensure office and other lease agreements are renewed in a timely manner.

• In consultation with HR Department, support area office HR operations such as inductions, coordinate performance and learning systems including setting MBOs, coordinate disciplinary actions, and timesheets, coordinate staff separations, support the regional manager and other staff on all HR-related issues and serve as regional security focal person.

• Coordinate operation of the regional office supply chain and warehouse activities as per required manuals and procedures ensuring continuity of supplies.

Job Requirements

Background

• BA in Accounting, Management, Business Administration or related field with 4 years of relevant work experience. 

• Proficient in English and Amharic languages, both written and verbal communication

What would get us excited?

• Proven experience in quality assurance process, training, training follow-up, mentoring/coaching of trainers and service providers of PHCU and other SRH-related services. 

• Good command of both written and spoken English

• Computer skills including the ability to operate spreadsheets and word processing programs at a highly proficient level

• Strong organization, planning and communication skills

• Supervisory skill, team building, problem-solving, negotiations skills, effective verbal and listening communications

• Strong service consciousness and logical analysis capability

• Excellent team player - Maintain confidentiality

How to Apply

Are you intrigued? Apply!

By following our 3 steps application process:

1.       Fill out the application form using the following link: Online Application Form. It will only take 5 to 10 minutes.

2.       Send your CV and application letter to recruitment@psiet.org clearly mark “Application for Administration and Finance Supervisor Position” in the subject line.

3.       Check your email and make sure you receive an automatic response acknowledging receipt of your application which means your application was successful. If you don’t receive the automatic response, check again your subject line and if needed, re-submit your CV and application letter with the correct subject.

Application deadline August 10, 2022. We’ll call or e-mail you back if there is a good fit on both sides.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.