For more than 30 years, Médecins du Monde (MDM), a campaigning medical organization committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies. Those working for this independent organization do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM currently works in 44 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, harm reduction associated with drug use, emergencies, and crisis.

Médecins du Monde is operating in Ethiopia since 1986 in different types of health projects from long-term interventions to emergency response.

MdM France has concentrated its efforts on projects related to basic access to primary health care (projects centered on rural health facilities and isolated populations), reduction of maternal mortality through improved quality of obstetric care, promotion of sexual and reproductive health rights including protection against gender-based violence, provision of Mental Health and Psychosocial Support (MHPSS) and reduction of malnutrition.

After a period of uncertainty, the mission has recently significantly grown. Although the Covid-19 pandemic was a challenge for the teams and the programming, in 2020 and 2021 it has expanded with its current programming in Semera (Afar) and Chinaksen (Oromia) where MdM France leads a consortium with COOPI and MdM Germany, and solid prospects for intervention in connection with the conflict in some parts of the country. The mission has also reshaped after the handover of its project in Somali region to MdM Germany in May 2021. Towards the end of 2022, security situation in Tigray region improved following peace agreement and in 2023, MdM plans to intervene in Tigray, to provide integrated primary healthcare services.

Duty station: Ethiopia, Chinaksen Woreda – East Hararghe zone, Oromia region   

Employment Term: 3 months contract, Start immediately

Basic Salary: 37,440.00 ETB

Transportation allowance: 1,300.00 ETB

Lunch allowance: 2,800.00 ETB

Hard ship Allowance: 20% of Basic salary 

Reported to: Chenaksen Field Office Coordinator

Required positions: 1 (One)

Job Summary

The Administration Officer will be based in Chinaksen- Oromia region, under the direct supervision of the field Coordinator and technical link with the Finance Manager, HR advisor and HR officer based in Addis .The Administration Officer directly supervises the cook and cleaners of the base.  This person will work closely with the partner, providing support in terms of accountancy, finance and HR Management.

Essential duties and responsibilities. 

The Administrative Officer is responsible for the financial, accounting and human resource functions of the Field Office.

. Finance and Accountancy

• Receives and keeps all the receipts and invoices and fills and stamps them when payment is made.

• Translates if needed, gives title, puts analytics, accountancy and budget codes, and files all invoices and receipts on a daily basis.

• Verifies that all the documents required by MDM financial procedures are included before payment.

• Registers the accountancy (keep and update the cash journal) according to the accountancy plan and budget plan.

• Prepares and updates monthly accountancy to be sent to Addis 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 procedures.

• Manages his/her cashbox and keeps the cashbook updated on a daily basis.

• Does daily cash control of the cashbox ensure a cash count at least once a week and a cash control signed by the Field Coordinator.

• Follows up and balances the operational advances given to any member of the team.

• Timely cash  request to the Administration and Finance Coordinator to withdraw cash from the bank

• Prepare monthly payroll and pay sheets after collection of the necessary (absences, leave, overtime, recuperation days, etc.) records.

• Follow up and ensure timely payment of staff income tax and pension contributions, Withholding tax payments and periodical Office and utility Bills.

• Responsible for the follow-up of the ongoing contracts:  lease, service providers, insurance/housing/Office/Car rental etc.

• Contributes to the budget follow –up by analyzing the cost and filling the forecast for coming month , in close collaboration with the logistics Advisor and field coordinator

Administrative and Human Resource Management

• Create, maintain and update all national administrative files for employees in accordance with established procedure.

• Prepare employment contracts and contract amendments as needed, review contract dates and notify Field Coordinator, / HR advisor / HR officer prior to expiration date

• Receiving leave requests, deduct, preparing leave balances, and filing in personnel files.

• Follow up on medical claims of national staff in collaboration with the HR officer/ HR Advisor   in line with the MDM insurance policy.

• Participate in the hiring and orientation process for new employees as required by the Field Representative.

• Monitor that on-site administrative activities are conducted in accordance with MDM internal regulations and Ethiopian labor laws.

• Monitor the annual leave balance of the office, liaise with the field coordinator and prepare and submit a monthly report to the coordination office in Addis

• Follow  all sick, maternity and paternity leave in the field office in conjunction with the field coordinator , HR officer

• Preparing monthly attendance list and daily follow-up and taking administrative actions in collaboration with on-site coordinator and HR team.

• Manage administrative actions, handle grievances, and resolve disciplinary matters in coordination with on-site coordinator, HR Advisor / HR Officer and legal Advisor

• Follow  new employee pension systems

• Prepare letters at the request of the field coordinator.

• Organize and file all financial and administrative records in the appropriate files.

Guest House, Hygiene and sanitation

• Plan and monitor the workload of cooks and cleaners.

Job Requirements

Educational Qualification

• BA Degree in Accounting, Finance, Business Administration or related filed

Work Experience

• At least 3 years experience as Finance and Administration Officer in INGOs

• Experience/knowledge of the area is a plus

Skills and qualities required

• Excellent knowledge of the Saga software

• Strong organizational skills in emergency situations and independence in day-to-day operations,

• Excellent reporting skills

• Good communication skills

• Excellent Knowledge in Microsoft Word, Excel, and PowerPoint

• Showing Flexibility, responsiveness, anticipation, adaptability;

Languages

• English language is mandatory (spoken and written)

• Oromifa and Somali language is a plus.

• Women are strongly encouraged to Apply

How to Apply

Interested applicants are required to fill the application form through the following link

CLIK HERE (Note: All the information that provided in the form is true and accurate ) and submit your CV with Cover letter through  mdm.recruitment2022@gmail.com with the subject Administrative Officer.

NB: Please notice that if you have not heard from MdM within 15 days of the submission date of the deadline, you should presume you were not short listed for this position.

          *Only shortlisted candidates shall be contacted.

          *Female applicants are highly encouraged to apply

          * We will only accept applicants who agree on the salary and length contract mentioned above.

          * Early application is advantageous we will start the long listing before end date of the vacancy