Administrative Officer

Médecins du monde or Doctors of the World , is an international humanitarian organization which provides emergency and long-term medical care to the world's most vulnerable people.

Médecins du Monde (MDM) is operating in Ethiopia since 1986 in different types of health projects. MDM–France invites qualified candidates to apply for the following position:

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

Employment Term: 3 months contract with possibility of extension, 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.

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 and Oromifa language are mandatory (spoken and written)
• Somali language is a plus.
• Women are strongly encouraged to Apply