Humanity and Inclusion (former Handicap International) is an independent and impartial aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions. HI is a non-governmental, non-religious, non-political and non-profit making organization.

Main Internal Interfaces

1.         Emergency Project Manager

2.         HO Finance Manager

3.         HO Logistics Manager

4.         HO HR/Admin Officer

Main External Interfaces

1.       Suppliers, Services Providers

2.       Woreda and zone government finance offices

3.       Concerned authorities

Mission

The Field Admin, Logistician and Finance officer, under the supervision of the Emergency Project Manager will be responsible for management of Human resources procurements, vehicles, premises and the equipment and field office day-to-day activities necessary for the smooth-running of the program in compliance with Handicap International's internal regulations.  She/he will produces quality financial information and contributes to the application and dissemination of the budget framework, local and donor rules and HI’s tools, procedures and standards in the financial field.

MAIN RESPONSABILITIES OF THE EMPLOYEE

Under the responsibility of the Emergency Manager, s/he will be responsible for:

Managing human resources

•      Ensure the optimal management of Human resources. He/she implements the policies, including the Recruitment, on boarding, Performance appraisal and training.

•      Ensure the timely salary payment and remittance of tax, pension and other Gov’t payments related to HR.

•      Follow up staffs contract renewal and timely termination payment during project closure or any reason.

•      manages personnel administration activities in his/her geographical area in accordance with current legislation.

•      Oversees staff movements in his/her geographical area.

Managing Local Procurements

·         Making purchases in accordance with HI and donor procurement procedures and plans.

·         Delivers the goods to the applicant after verification (compared to the order form) of the quantity and quality.

·         Monitoring Purchase and Service Requests and ensure that all purchase files comply with HI and donor procurement procedures.

·          Keep up-to-date the monitoring of quotations and purchases and report on a weekly basis the summary of procurements status to the project manager and HO logistics manager.

·         Checking the validity and appropriate nature of proof of expenditures (contracts, orders, invoices, delivery notes…) and verify all purchase files to ensure respect of HI and donor procurement procedures before settling advances with the Finance Department.

Managing Asset and Inventory

·         Assume proper recording and documentation in maintained for all organizational asset in the office, ensure periodic reports are submitted to CO.

·         Conduct inventory of project and admin items in the office and ensure quality reports are prepared and submitted.

·         Carrying out or ensuring the physical management of stock: use stock management tool, manage the flow of merchandise and organize periodical stock-taking and storage facilities.

·         Understand and implement standard HI Asset and General Inventory policies and procedures.

Managing Fleet

·         Implementing rules for the management of vehicles and other means of transport.

·         Managing the planning, allocation and deployment of vehicles to operation

·         Managing the daily scheduling and organising of vehicles for the project.

·         Follow all inland transportation and ensure that necessary logistic documents are travelling with the material.

·         Monitoring the use of vehicle and fuel consumption and report on monthly basis, including vehicle log sheet use.

·         Managing the supply of fuel and log sheet records for the generator.

·         Coordinate travel arrangements, including hotel bookings for traveling staff.

·         Organize distribution of procured emergency shelter and non-food items to targeted project beneficiaries.

Managing Premises

·         Managing the fitting out, servicing and maintenance of the premises and equipment and report on the work undertaken & cost to the project manager.

·         Identifying reliable hotels in all the project localities for accommodation and propose contracts.

·         Follow up and ensure utilities are paid in time.

·         Manage security guards, office cleaners and maintain safety and cleanliness of the premises at all times.

Managing emergency project team members

·         Preparing planning for each staff together with project manager.

·         Managing direct reports' contracts (leave, end of trial period, etc.); if the need arises, co-validating disciplinary measures with the emergency coordinator

·         Regulating relations within the team and with other team members, manage situations of conflict at the first level of line-management and give feedback on the solution taken or forward to the next level of management if necessary.

Financial management in your geographic area

·         Produces and updates resource allocation tables (human, logistical, etc.) and communicates them to the emergency project manager.

·         Adheres to the deadlines in HI’s financial calendar.

·         Consolidate cash flow needs within his or her area of responsibility.

·         Consolidate monthly finance need of the project and submit to the emergency project manager.

·         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 rental contracts (payment of the rent, service charges, renewal, termination, etc.).

·         Draw up the monthly/bi-weekly budget estimate related to logistics and include in the monthly cash forecast sent to the HO.

Job Requirements

Education & Qualification

• Bachelor's degree in Business Management, Economics, Accounting, Finance, supply chain or equivalent field.

Required

• Professional experience of 4 years minimum in an Administration and Finance or logistics Officer, including at least two years in NGO setting.

• Experience in personnel administration, finance and supply chain.

• Cash-flow management, accounts management and tax management.

• Information security management and use of the Information System.

• Stock management and transport management.

Skills

• Computer literacy (Word, Excel and Power Point).

• Good organization skills, flexibility and adaptability

• High degree of confidentiality.

• Good interpersonal and communication skills.

• Ability to work with teams and develop team spirit.

• Diligence and attention to detail.

• Never been convicted, free from khat, smoking, alcohol and substance abuse addictions.

Knowledge of working area language is a requirement (Somali Language)

How to Apply

Fill in the application form through this LINK and submit it with a 1-page motivation letter via email: recruitment@ethiopia.hi.org