TASKS AND RESPONSIBILITIES:

Under the direct supervision of the general coordinator, you will manage the administrative team, organise and manage the mission’s administrative components: finance, accounting, cash flows, budget construction and follow-up, expatriate / national human resources, legal framework.

More specifically, you will be in charge of:

Financial management

• Develop and implement finance and accounting procedures in line with MDM internal rules and donor requirements
• Be responsible of the monthly accountancy of the mission: accountancy of AA and check and validate every base accountancy before sending it to HQ including reconciliation of bank accounts and petty cash; supervise the quality of internal accounting
• Be responsible of the monthly mission cash request to HQ according to the needs of the mission
• Together with the Genco and the HQ financial controller (CGF), elaborate the MdM annual budget for the mission, and work on budget revision
• In collaboration with the CGF, design and implement budget monitoring tool adapted to the field need or donor requirement
• Be responsible of budget follow-ups on a monthly basis and its analyses
• Elaborate budget forecast together with Genco on a monthly basis
• Monitor overall budgetary consumption with respect to donors’ constraints, adjusts donors’ allocations if necessary, be responsible for document-gathering related to yearly audit (Ethiopian authorities) and other audits if necessary
• Be responsible for information gathering and drafting of financial donor reports in line with their guidelines
• Participate in the preparation of audit and external evaluations
• Participate in interactions with donors on financial and administrative matters as required
• Be responsible of the monthly payroll, validation of the Genco should be necessary for the monthly salary payment
• Be responsible of the approval of all purchasing according to the budget and to MdM rules of procurement
• Ensure that the procurement and payment made by logistics are done according to the MdM procedures

Administrative / HR management

• Revise and update MdM internal rules and regulations, staff model contract and salary policy and scale (in line with Ethiopian law) in coordination with HQ and in liaison with other INGOs
• Supervise the administrative management of national staff (job description development, contract signature and renewal, leave, overtime, insurance, disciplinary procedures, end of contract, resignation, dismissal, etc.) with strict respect for Ethiopian legal framework and MdM internal guidelines
• Be responsible for administrative briefing of all new expatriates arriving on the mission
• Supervise the administration of expatriate staff (arrival expatriate file, departure return sheet to HQ, plane ticket bookings, renewal of visas, mission orders, ID cards, work permits, residence permits and consular registration of all expatriates in Ethiopia)
• Supervise the preparation and follow-up of administrative files related to medical treatment and/or evacuation of expatriate staff in coordination with coordination team
• Participate in meetings with local partners and local authorities related to HR issues

Legal framework follow-up & management

• Ensure compliance with formalities required by government agencies and local authorities within required timeframe (annual report to the authorities, income tax for national staff)
• Ensure surveillance of local legislation and practices directly applicable to MdM such as Labour Law, Social Law, Tax and Revenue law, custom procedures, immigration law, etc.
• Anticipate and ensure renewal of all administrative agreements, registration, licenses, permits, authorisations and privileges granted to MdM by various bodies of the Ethiopian authorities
• Manages legal issues of the mission in link with the general coordinator and legal adviser
• Propose adaptations of projects related to constraints and opportunities linked with local authorities
• Be responsible for preparation and updating of documents describing the operating procedures of the mission
• Manage requests of work permits, visa and legal permits needed for international staff

Team management and capacity-building / Communication

• Ensure the drafting of meeting minutes for internal meetings in Addis Ababa and the holding of coordination meetings in the absence of the general coordinator
• With the general coordinator, share with field teams notes/memos/guidelines related to the overall mission management
• Reinforce the quality of field and capital administration teams or local NGO partners with specific trainings geared to develop local capacities
• Prepare internal trainings related to mission administration to develop the capacity of national staff, or local NGO partner with the objective of nationalising the position with the support of the general coordinator

Partners follow-up

• Train and support the partners on all financial issues regarding MdM partnerships
• Ensure that MdM financial obligations are respected as per partnership agreement
• Ensure that the partners submit the financial report on time, and that all expenditures are eligible as per donors/MdM requirement
• Ensure the integration of partners expenditures in SAGA EE book

SKILLS AND EXPERIENCE NEEDED

• BA/MA in accounting or related field with the combination of relevant training and practical experience.
• Minimum two years of progressively responsible professional work experience in a similar position
• Experience in working in an international NGO
• Experience in administrative, finance and HR capable of setting up all the issues on HR and legal aspects on a mission
• Experience in multi donors funded projects
• Fluent in Amharic and English, ideally also knowledge of other languages
• Flexibility, reactivity, anticipation, and adaptability
• Good organizational skills
• Excellent computer and reporting skills
• Good communication skills
• Ability to classify and manage priorities - High autonomy is required
• Interest and ability to work in a team
• Knowledge of SAGA is an asset