Availability: As Soon As Possible

Contract Duration: 6 months with possibility of extension

Female Candidates are Highly Encouraged to Apply

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

PUI works in 10 areas of intervention and distinguishes itself by the implementation of an integrated approach in its response. This method aims to identify and understand the needs of all those affected by a crisis. Our teams come together to bring a rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity.

Following the north Ethiopia conflict which erupted in 2020 and the reports of recurrent drought which is affecting the life and livelihood of millions in different regions of Ethiopia, PUI decided to contribute its part to address the humanitarian needs triggered by both manmade and natural disasters. PUI has been registered with FDRE Authority for Civil Society Organization (ACSO) since June 22, 2022, to enable the organization to operate legally in the country.
Since then, PUI has been providing humanitarian assistance in Afar and Benishangul Gumuz Regional States addressing the needs of population affected by both manmade and natural disasters. The organization has been exploring the potential gaps in terms of humanitarian assistance in the regions where it is currently intervening and other regions. 
The current projects in Afar and Benishangul Gumuz regions are mainly focusing on creating better access to health and nutrition services for conflict and drought affected population. PUI is working in collaboration with local health authorities in providing support to revitalize the conflict affected health systems in those regions. In Metekel zone of BGRS, PUI is implementing humanitarian assistance in Debatie, Bullen, and Dangur woredas while in Afar, PUI is supporting nutrition services in Abala town, Abala rural woreda, Berhale, and Dallol woredas of Afar region in Kilbati Rasu zone.
PUI is expanding its interventions to Amhara region where the ongoing conflict has affected provision of health services. Accordingly, the organization is opening a new project in East Gojjam zone of the region to respond to such needs. For this response, PUI is hiring technical team to be based in Motta, Esat Gojjam zone to undertake the intervention.

The Admin. and Finance Officer will support both the Administration and Finance activity of the base office. S/He will be responsible for the overall finance and cash management of the Base Office. Other responsibilities comprise management & monitoring of monthly expenditure against budget, and liaison with logistics to ensure proper completion and management of PUI resources. 
The Administration and Finance officer also responsible for assisting & implementing the overall Human Resource Management of the Base Office including but not limited to management & monitoring, following up the implementation of human resource procedures, rules and regulation starting from recruitment till termination of employment. Facilitate the information, handling Reception and Personnel Administration activities of the Base office. 

Tasks and Responsibilities 

Financial Management 

1. Treasury & cash follow up 
•    Daily physical inventory of the safe and the petty cash, and report any discrepancies to superior 
•    Manage the petty cash 
•    Regularly go to the bank to withdraw money, in order to insure availability of cash at base level to prepare and follow up the pay-outs and advances, within established guidelines 
•    Prepare and validate any checks done at base level 
•    Translate all invoices into English 
•    Monitor due dates for payments of contracts 
•    Guarantee security of the cash and confidentiality of information

2. Cash card management: 
•    Check the MoUs received from the program team and ensure the availability of all needed documents 
•    Register the information of the beneficiaries in the cash card database before sending any card issuance request to Coordination 
•    Register the information of the beneficiaries in the cash card database before sending any payment request to the coordination 
•    Archive all MoUs related to the beneficiaries in a proper way. 
•    Responsible for receiving the cash cards from the bank and delivering them to the project manager, and making sure all supporting documents are signed.

3. Finance & Accounting management 
•    To check, before recording any entry, that the invoices are compliant with PU-AMI regulations and procedures 
•    Record all expenses in the excel book on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code etc…) 
•    Participate in the consolidation of budget follow ups and cash forecasts at base level. 
•    Participate with the Admin Manager in preparation of new proposals. 
•    Prepare the weekly financial forecast for the base, compile it, and send it to the Admin Manager for validation.     
•    Oversee the monthly closing, revision and accounts for the base. 
•    To issue vouchers, and to properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations. 
•    Collect all invoices including VAT and to issue a quarterly report 
•    Prepare the bank reconciliation at the end of each month 
•    To prepare the checks payment 
•    To check and to be responsible for following up the program payments if applicable (cash for rent, cash for work and minor rehabilitation payments, etc.) 
•    Responsible for the preparation of the annual closing documents for the base

Human Resource and Administration 

1.    Recruitment and Integration of Personnel: 
•    Ensure that the recruitment policy and guidelines are implemented and respected. 
•    Support in publishing job vacancies at the base level. 
•    Support, if needed, in receiving, filing and archiving the resumes received on the recruitment email address and transferring them to recruiters. 
•    Take part in recruitment processes whenever requested (i.e. shortlisting, communication with candidates, interviewing, reference check, preparing recruitment analysis table, and sharing recruitment files for validation); 
•    Support the line manager in providing HR briefings to newly recruited personnel when needed. 
•    Support, if needed, in the preparation, follow up and finalization of tool(s) of the induction plan with the recruiting manager and concerned staff as well as availability of administrative equipment.

2.    Employment Contractual Documents: 
•    Prepare contracts, amendments and agreements of local personnel, and ensure that the latter is aware of contract/agreement terms & conditions. 
•    Ensuring that HR files are complete and updated with all necessary contractual documents.     
•    Follow up on the contract/agreement ending dates and notify line manager ahead of time.
•    Support in preparing documents related to end of employment contract as per HR guidelines. 

3. Administrative Management & Follow Up 
•    Following up on personnel’s monthly attendance with line managers. 
•    Preparing and following up on relevant tool(s) (i.e. attendance sheets, leave requests, order of missions, etc.) 
•    Keeping track of the personnel leaves and update concerned tools and system(s) accordingly.
•    Collecting, conforming and archiving timesheets (signed PDF, excel). 
•    Maintaining and ensuring the completion and archival of all supporting documents/tools of the recruitment processes as per Recruitment Guidelines. 
•    Organizing and ensuring availability of all required personal and contractual documents in concerned files.

4. Preparation of HR Payments 
•    Create and update personal and contractual data of employees on the relevant tools & systems. 
•    Prepare salary advance(s), monthly salaries, end of accounts, per diems and any exceptional payment(s) for local staff when applicable on the relevant tools and systems. 
•    Prepare expatriates per diems at the beginning of each month and security envelopes when needed.
•    Support in the calculation and payment of Pension and income taxes to the concerned inland revenue authority as well as all other annual declarations. 
•    Review and transfer files and request(s) of personnel to relevant parties.

5. Duties Applicable to all HR Personnel 
•    Respect and comply with the organization’s Policies, Code of Conduct and Charter. 
•    Maintain confidentiality of HR information. 
•    Respect and comply with the HR Policy and use of Guidelines. 
•    Support line manager in the implementation and respect of HR Policy and Guidelines among personnel.

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs. The employee could be requested to perform other tasks as his/her Line Manager may judge necessary.

•    Première Urgence Internationale sees diversity of nationalities, genders, beliefs, profiles and statuses among its Human Resources as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  
•    Première Urgence Internationale applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of women, children and all other vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical charter.
•    Please note that Première Urgence Internationale shall not in any case request a financial contribution for administrative costs related to recruitment. Any such information would be fraudulent, please disregard it. 

Job Requirements

Required Qualifications and Professional Experience

•    BA Degree in Accounting and Finance or Business Administration 
•    Minimum of 4 years’ experience out of Which 2 years in INGO experience with Similar activities.
•    Working experience in Amhara region, Gojjam zones

Required knowledge & skills:

•    Strong commitment in humanitarian principles 
•    Ability to work independently while taking initiatives and showing a sense of responsibility
•    Ability to withstand pressure 
•    Ability to organize and manage priorities, to prioritize a heavy workload and to delegate accordingly 
•    Good analytical skills, rationality and logic 
•    Problem solving and excellent communication skill

Language:

•    Amharic and English  
•    Any other local language  

Expected personal characteristics:

•    Good communication skills, diplomacy and solution-oriented attitude 
•    Curiosity and interest in the organization's activities
•    Good ability to manage deadlines in emergency response contexts (stress resistance)
•    Honesty, integrity
•    Adaptability, flexibility
•    Autonomy, sense of initiative and anticipation
•    Punctuality                     

How To Apply

If you are interested in the position of Admin and Finance Officer, please strictly follow the instructions below.

Step 1: Fill out the application form at THIS LINK
•    A non-returnable CV
•    A cover letter clearly stating your motivation
•    Three professional references

Subject line must read: " ADMIN AND FINANCE OFFICER"
Applications that do not follow this two-step process will not be considered.

Deadline: Saturday August 09, 2025
NB: Only short-listed applicants will be, communicated on and selection process includes technical test and an interview.