The Admin and Systems Manager is responsible for the overall management and smooth functioning of the organization's administrative and operational systems, ensuring efficiency, compliance, and alignment with the organization's strategic goals. The Manager plans, organizes, guides/leads, coordinates, and controls the effectiveness of all administrative/operational strategies, processes, systems and procedures of the organization that aid in meeting its overall organizational objectives.
The Admin and Systems Manager will serve as head of the department or the function and oversees HR, Logistics and Procurement, Administration, Safety and Security, IT and Legal Advice. Represented as one of the management team member, he/she will be responsible to lead, guide and motivate staff, as well as keep the organization running effectively, efficiently and up to date in relation to the government policies and procedures that related to humanitarian work.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Human Resource (HR), Strategy and Management
Provides inputs to the organization’s country strategic planning.
Maintains oversight and guides HR strategy that ensures the effective planning, recruitment, retention, motivation, learning and development, and performance management of the best possible team to meet the organization’s changing needs.
Designs, develops and implements HR and administrative policies and procedures to support the needs of the organization.
Ensure job descriptions are up-to-date and performance management is in place to enhance staff effectiveness.
Manage the salary, benefits, pension, tax and other aspects of the organization’s staff in line with the country’s laws and the organizations policies.
Ensures compliance with the organization’s overall policies and in country laws and regulations, keeps informed of relevant national employment/labor policies, and ensures appropriate roll out of policies and systems to all regional project offices.
Keeps up-to-date with HR and administrative related policies, guidelines and practices in the country, as well as internationally including best practices and strategies.
Ensure that the organization’s Human Resource Management policies are applied consistently.
Ensures the effective administration and documentation of all employment processes through a personnel database system.
Ensure appropriate contractual and legal management/handling in collaboration with legal advisors.
Leads, motivates, supervises, guides and supports staff members under his/her supervision
Facilitates and co-ordinate human resource inventory and audit.
Logistics and Procurement Management
Ensures timely logistics planning and support to all regional project offices and oversees the timely and efficient purchasing of project materials as well as the appropriate maintenance of inventory and assess management.
Ensures appropriate contractual and legal management/handling in collaboration with legal advisors.
Identify all possible means such as vehicle donations, requesting CSA, budgeting in big projects and using duty-free leverages to avail proper and enough vehicles for both EMDA’s program operations in far intervention areas and coordination office.
Ensure appropriate and enough vehicles are secured for EMDA’s overall operations in the country.
Manage all procurement activities and contract management, including vendor selection, contract negotiation, and purchasing according to the set procedures.
Ensure compliance with procurement guidelines and regulations.
Monitor vendor performance and maintain positive relationships with suppliers.
Negotiate favorable terms and conditions to maximize cost efficiency under the framework of EMDA’s policies and procedures.
Facilities Management
Supervise the maintenance and upkeep of organizational facilities, including offices, warehouses, and vehicles.
Ensure compliance with health and safety regulations and environmental standards.
Plan and coordinate renovations or expansions as needed.
Information Technology (IT) and Management Information Systems (IMS)
Supervise the EMDA’s IT team in line with the policies and technical requirement documents.
Ensures that all IT equipment are available and properly and regularly maintained
Ensure automated Management Information Systems (IMS) are in place and systems are highly protected from cyber threats.
Make sure Integrated MIS systems incorporating financial management, procurement and program management such as Microsoft Dynamics AX, which is a powerful enterprise resource planning (ERP) software package for finance and operations; or similar other technologies are secured by EMDA to organize, automate, and optimize its processes for sound coordination, better transparency, effective information sharing, swift report access and accountability.
Oversee, monitor and guarantee controlled access and security in such integrated IMS platforms that EMDA will later develop.
Ensure quality communication means such as mobile, fixed line phones, internet connections and servers are accessible for official business of EMDA staff.
Ensure effective communication flows in office using Microsoft Outlook or similar platforms for official internal and external communications.
Learning and Development
Designs and ensures implementation of an appropriate learning and development framework to promote the continued skills enhancement of all team members.
Identifies training, development and learning needs and ensures they are fulfilled as appropriate.
Provide support and guidance to staff and recommend possible capacity development initiatives and implement employee retention strategies.
Puts in place monitoring tools that measure the outcome of all learning and development efforts.
Compliance and Risk Management
Develop and implement compliance programs to ensure adherence to all applicable laws, regulations, and best practices.
Identify and assess risks to the organization and develop mitigation strategies.
Conduct regular audits and reviews to ensure compliance and identify areas for improvement.
Safety and Security
Financial Management and Reporting
Oversees all aspects of budget development and management for the department in collaboration with the Finance and Grant Manager.
Provides guidance on efficient use of financial resources for the department and ensures appropriate and timely utilization of projects/programmes procurement funds.
Interprets and analyzes reports and actual results against budgets and re-strategizes accordingly.
Facilitate and co-ordinate both internal and external audits and leads the developments of action plans based on audit recommendations and monitor progress on achievements.
Reviews and ensures the accuracy and quality of administrative reports both internal and external (Donors, Government) stakeholders and presents results and any recommended actions to the country management team.
Job Requirements
PERSON SPECIFICATION:
Formal Education/Qualification
Work Experience
Skills and Competences
Strategic thinker – proven ability to translate strategic plans into action
Decisiveness with excellent judgement
Excellent interpersonal skills – builds good relationships with internal and external stakeholders
Good command of verbal and written communication skills in English
Abel to plan, prioritize and organize self and others
Demonstrated ability to lead a team
Ability to manage a complex and demanding workload with flexible behavior
Sympathy with the aims and objectives of EMDA
Commitment to humanitarian principles and action
Commitment to child protection issues
Computer literacy in MS Office is essential
Post Title: Admin and Systems Manager
Reported to: Executive Director
Duty Station: Addis Ababa, Ethiopia
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed, and be subject to amendment on organization requirements.
How to Apply
Application Procedures
Interested candidates shall provide a non-returnable application dossier contains the followings:
Application letter stating clearly the Job ID and job applying for;
Up-to-date CV with (Salary history; Daytime telephone number and or an e-mail address)
Names and addresses (email and telephone) of three referee persons, at least one of them should be from the recent employer.
Photocopies of all credentials, testimonials and supporting documents;
Closing date for application is October 25, 2024.
Only shortlisted candidates will be contacted.
Please send all your document and application through the following email address:
E-mail: hr.recrutment@emda.org.et
In case you need any further information please call
Mobile: +251911900145 Ato Judeden Seid
+251912138427 Ato Ahmed Hussen
