Program Management Officer at The International Livestock Research Institute

  • Company: International Livestock Research Institute (ILRI)
  • Location: Ethiopia
  • State: Addis Ababa Jobs
  • Job type: Full-Time
  • Job category: Administrative/Secretarial Jobs in Ethiopia

The International Livestock Research Institute (ILRI) Vacancy Announcement

Position: Program Management Officer

Job Purpose: The Program Management Officer who will be responsible for the overall administrative, financial, human resource and program management within ICRAF-Ethiopia office.

Key Responsibilities: • In consultation with the ICRAF country representative, oversees all administrative functions and supervises support staff including performance management, work planning and reviewing of job descriptions. • Supports the country representative and research staff in the preparation of budgts during proposals development and prepares technical and financial reports of projects including annual project performance indicators reports. • Participates in management / monthly staff meetings, serving as secretary and ensuring follow up on action points. • Provides leadership and management of all aspects of administrative unit ensuring the office systems run efficiently and in a coordinated manner. • Reviews the regional office administrative functions, structures and procedure and makes recommendations for changes, and overseas their implementation. • Supports the country representative and research staff in recruitment and engagement of consultants. • Maintains updated staff/supervisor list and organizational chart. • Develops efficient filing systems and databases for print and electronic files/documents. • Coordinates local and international travels, meetings and workshop logistics and subsequently verifies related expense reports. • Maintain the supplier’s cycle and procurement process for the country office as per ICRAF and ILRI policies. • Coordinates purchase/ requisition and distribution of office furniture, equipment, stationery, and other office supplies. • Generates and reports monthly financial reports with accompanying data for ICRAF Ethiopia and ESAF regional offices and ensures its conformity with ICRAF’s financial policy and reporting requirements. • Oversees in preparation of monthly bank reconciliations by 5th of every month and follow up on any reconciling items. • Ensures petty cash expenses are fully supported as per policy, prepares monthly reconciliations and submits approved petty cash certificate to the regional office by 5th of every month. • Oversees in preparation of monthly cash projections and seeks the country representative’s approval before submitting to regional office for payment. • Ensures to follow up on financial ethics and accountability of all ICRAF staff and follow-ups on staff advances. • Follow-ups with all collaborators and partners to ensure timely submission of technical and financial reports, and other supporting documents. • Reviews and verifies all financial transactions, payments requests, purchase orders and contracts for accuracy and integrity before approval by the supervisor. • Supports the preparation of local payments and consultant requests as necessary. • Manages, records and ensures proper use of office equipment such as the printer/copier and coordinating maintenance of offices, office furniture and standard equipment. • Reviews and drafts document or report to check conformity to agreed IRLI and ICRAF templates, and consistency with set objectives, work plans and/or milestones. • Supports in progress report preparations and provides an overall assistance to the country representative and research staff, maintains a tracking system to monitor milestones and status of deliverables in work plans, notifies staff on reporting due dates. • Assists the country representative in the preparation of donor reports for individual projects/programs implemented in Ethiopia and prepares and monitors an overall country office budgets and operations for submission to the regional finance manager for review. • Works closely with ILRI Finance to ensure correct charging of ICRAF expenses and to obtain monthly reports on time, review for accuracy, code and post in the financial system that financial report conforms to ICRAF and donor/investor guidelines/formats. • Liaises and advises country teams on expenditure levels of their respective projects. • Ensure year-end audit requests are submitted as and when requested (bank confirmations, bank statements, reconciliations etc). • Support in project audits for projects implemented in Ethiopia. • Carries inventory of assets. • Follow up and ensure internal audit recommendations are implemented and adhered to. • Liaises with Contracts and Grants Office for efficient management of Country office Grants and Sub-grants. • Oversee the following areas of country administrative services such as policies implementation and adherence; participation in country and regional staff recruitment processes; coordinates country office space allocations and ICT requirements; prepares boarding and induction programmes for new staff; coordinates staff field trips and vehicle arrangements; organises and coordinates meetings, workshops and conferences; supports visiting scientists and students to acquire necessary permits in compliance with existing Ethiopian laws; coordinates donor and partner visits; and coordinates other relevant management/administrative issues in consultation with the country representative. • Accomplishes other assignments given by the country representative.

– Duty Station: Addis Ababa, Ethiopia – Grade: 15 – Monthly Base Salary: Birr 35,492 (Negotiable depending on experience, skill and salary history of the candidate) – Terms of appointment: This is a Nationally Recruited Staff (NRS) position, initial appointment is for three years with the possibility of renewal, contingent upon individual performance and the availability of funding. The ILRI remuneration package for nationally recruited staff in Ethiopia includes very competitive salary and benefits such as life and medical insurance, offshore pension plan, etc. The ILRI campus is set in a secure, attractive campus on the outskirts of Addis Ababa. Dining and sports facilities are located on site. The ILRI campus is set in a secure, attractive campus with dining and sports facilities.

Qualifications/Skills Education: • Master’s degree or Bachelor’s degree in Business Administration, Program Management or related field.

Experience: • Master’s degree with five years of relevant experience or Bachelor’s degree with seven years of relevant experience in program management working in international research/development or similar organizations. • Training in relevant technical fields • Broad/specialized knowledge of methods, techniques and processes

Skills: • Professional training/certification in finance and project management is an advantage; • Required for this job (financial management/accounting, communication, report writing, computer and electronic media skills etc.); • Knowledge of administrative/financial management of donor funded projects/program; • Experienced in developing and managing work plans, results-based budgets and monitoring and reporting progress and reviewing proposals; and • Fluency in oral and written English. • Training in relevant technical fields • Broad/specialized knowledge of methods, techniques and processes Education Level     :     Bachelor’s Experience     :     5-10 years Location City     :     Addis Ababa State     :     Addis Ababa Country     :     Ethiopia

How to Apply

 Applicants should provide a cover letter and curriculum vitae; names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to be included in the curriculum vitae. The position and reference number: REF: PMO/20/19 should be clearly indicated in the subject line of the cover letter. All applications to be submitted online on our recruitment portal: http://ilri.simplicant.com/ by clicking on the "Apply Now" tab above before 17 May 2019. • To find more about ICRAF, visit our Website at www.worldagroforestry.org . • To find out more about working at ILRI visit our website at https://www.ilri.org • Suitably qualified women are particularly encouraged to apply.

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